What is a Bill of Sale?

A bill of sale is a legal document that records a transaction between a buyer and a seller. It includes details such as the purchase price, description of the item being sold, date of sale, and the names and signatures of both parties. 

The document serves as proof of ownership and transfer of title from the seller to the buyer, and it is often required by law when buying or selling certain assets such as vehicles or real estate. A bill of sale can help protect both the buyer and the seller in case of disputes or legal issues arising from the transaction.

Components of a Bill of Sale

The characteristics of a bill of sale can vary depending on the jurisdiction and the type of asset being sold. However, some common characteristics of a bill of sale include:

• Identification of the parties involved: A bill of sale typically identifies the buyer and seller, including their names and contact information.
• Description of the item being sold: The bill of sale should include a detailed description of the item being sold, including any unique identifying characteristics or serial numbers.
• Purchase price: The bill of sale should clearly state the purchase price for the item being sold.
• Payment terms: If the purchase price is being paid in installments or if other payment terms are involved, these should be clearly specified in the bill of sale.
• Date of sale: The bill of sale should include the date on which the sale took place.
• Signatures: Both the buyer and the seller should sign the bill of sale to indicate their agreement to the terms of the transaction.
• Notarisation: In some jurisdictions, a bill of sale may need to be notarised or witnessed by a third party in order to be legally valid.

When is a Bill of Sale Used?

A bill of sale should be used whenever you are buying or selling an asset or personal property, and you want to document the transfer of ownership. It is particularly important to use a bill of sale in the following situations:

Buying or selling a high-value item

If you are buying or selling an item that is worth a significant amount of money, a bill of sale can provide proof of the transaction and paper trail to protect both the buyer and seller.

Buying or selling a vehicle

Many places require a bill of sale when buying or selling a car, truck, or other vehicles. It is also useful for documenting the transfer of ownership for boats, motorcycles, and other types of transportation.

Buying or selling property

A bill of sale can be used to document the sale of any personal property, such as furniture, electronics, or jewelry - but not real estate.

As previously illustrated, a bill of sale is commonly used in many types of transactions. Here are a few more real-world examples of when a bill of sale would be used:

• Artwork sales: A bill of sale is often used in the sale of artwork or collectibles, to document the transfer of ownership and to provide proof of authenticity.
• Livestock sales: A bill of sale can be used to document the sale of livestock, such as cattle or horses.
• Intellectual property sales: When selling a patent, trademark, or copyright, a bill of sale may be used to document the transfer of ownership.

When is a Bill of Sale Not Appropriate?

There are certain situations where a bill of sale may not be appropriate or may not be legally enforceable. Here are some examples of situations where a bill of sale cannot be used:

Transferring ownership of real estate

A bill of sale is not typically used for transferring ownership of real estate. Instead, a deed is used to transfer the title of the property from the seller to the buyer. The reason why you can’t use a bill of sale to transfer real estate between owners is because these transactions are much more complex than other types of transactions listed above. 

For example, in real estate transactions, you will need additional forms from either your state or local government, or both, as well as a quit claim deed and so on. 

Transferring ownership of certain types of assets

In some cases, the transfer of ownership of certain types of assets, such as intellectual property, may require additional legal documents or contracts. Or in other cases, a bill of sale simply won’t work. 

This is because a bill of sale transfers ownership of property, not services, so if you are providing services such as being a babysitter or a tutor, it might be more advisable to use a simple contract. 

When selling items that cannot legally be sold

Items such as stolen property or items that are illegal to sell or possess, such as controlled substances or firearms, cannot be sold using a bill of sale.

In general, a bill of sale may not be legally enforceable in situations where it does not conform to the requirements of the applicable laws and regulations, or when it is not a suitable document for the type of asset being sold.

Drafting a Good Bill of Sale 

Here are some tips on how to write a good bill of sale to ensure that it accurately reflects the terms of the transaction and provides adequate legal protection for both the buyer and the seller.

1. Use a template. There are many templates available online that can help you write a bill of sale. These templates typically include all of the necessary information that you will need to include, and they can help you to ensure that your bill of sale is legally enforceable.

Here at Lexagle, we pride ourselves on security and ease of use. We understand the difficulty that businesses go through when handling large amounts of contracts every day, and built a contract management platform to address this.

2. Identify the parties. The bill of sale should identify both the buyer and the seller, including their full legal names, addresses, and contact information.

3. Describe the item being sold. The bill of sale should include a detailed description of the item being sold, including the make, model, and serial number (if applicable), as well as any other identifying information.

4. Specify the terms of the sale. The bill of sale should include the sale price, the method of payment, and any other terms or conditions of the sale, such as delivery or warranty information.

5. Sign and date the document. Both the buyer and the seller should sign and date the bill of sale in order to make it legally binding.

6. Keep a copy. Both the buyer and the seller should keep a copy of the bill of sale for their records.

7. Consider consulting with a lawyer. If you are unsure about how to write a bill of sale, or if you are involved in a particularly complex transaction, you may want to consider consulting with a lawyer to ensure that your bill of sale is legally valid and enforceable.

Automate Your Bill of Sale with Lexagle

Though it may seem daunting to create a bill of sale, especially if you're not created one before, it doesn’t have to be difficult and complicated. You can build one using existing templates and consult with experts for perceived gaps. 

Companies of all sizes in multiple industries can reap the benefits of what a good contract management platform has to offer. These include being able to oversee the entire lifecycle of your contracts using intuitive software, custom contract templates that are easy to use, and more.

Lexagle streamlines the contract lifecycle from end to end, empowering organisations to drive business growth by promoting collaboration, transparency, efficiency, and effective governance throughout the contracting process. Contact us for a free demo to discuss how Lexagle can best fit your organisation's unique needs.