What a bill of sale usually contains
Most bills of sale name the seller, the buyer, a description of the item, the date, and the price or the words 'gift' or 'for one dollar'. For a car, boat or trailer the description should include the make, model, year and identification number. For a horse, piece of equipment or firearm, serial numbers or markings help later.
The notary does not write this content for you. If you do not have a form, the buyer or seller should bring one, or use a template from a source you trust. Fill in every line that applies before you meet, but leave the signature line empty.
Who has to be present
The person whose signature is being notarized must appear in person, or online if remote notarization is available for that document. If both seller and buyer sign and both signatures are to be notarized, both need to appear and show ID. If only the seller's signature needs notarizing, the buyer does not have to attend, though buyers often come to inspect the item and hand over payment.
A common mistake is for one party to sign at home and bring the paper in already signed. A notary generally cannot notarize a signature that was not made in front of them on a jurat, and for an acknowledgment the signer must still appear and confirm the signature as theirs.
What the notary checks
Each signer's government photo ID gets a careful look, the printed name is matched to the document, and the notary confirms the signer understands what they are signing and is doing so willingly. The notary also looks for blank spaces that someone could fill in later, and asks about them.
Expect questions such as: is the printed name the same as your ID? Is the date correct? These checks are about the paper, not the deal. The notary does not inspect the item, judge the price, or tell you whether the sale is a good idea.
Choosing the notarial certificate
The document may already have a notarial block printed on it. If it does not, the notary will ask you which type of notarial act your receiving agency requires, such as an acknowledgment or a jurat. The notary cannot pick for you. If you are unsure, ask the motor vehicle agency, the buyer's insurer or the other party before the appointment.
For a vehicle sale, the state agency may require its own form or its own title assignment, with the bill of sale as a backup record. Read the agency's instructions first.
After the signing
Every party should hold a full set. Take a photo of the signed pages and store the original with your records. A bill of sale is helpful if a dispute arises about the date, the price or the condition 'as is'. If large sums, a lien or a business asset are involved, a short conversation with an attorney or accountant is wise.
A mobile notary can meet at a home, a parking lot or a workplace so both sides can finish the exchange in one stop.
Common questions
Does a bill of sale have to be notarized?
Not always. Requirements depend on the item and the agency or buyer receiving it. Ask the receiving party whether notarization is required.
Can the notary tell us what price to write?
No. The parties decide the terms. The notary only handles identification and the notarial act.
Can I bring a bill of sale signed last week?
Usually the notary needs you to sign or confirm your signature in front of them, so bring it unsigned or be ready to confirm the signature as yours.
More notary guides
- Notarized Employment Verification Letters
- Certification of Trust: Notarization and ID Checks
- Satisfaction of Mortgage and Lien Release Signing
This guide is general information, not legal advice. Fees and procedures change; check with the office involved or an attorney for your situation.