Important Terms for a Bill of Sale
- Seller: The person or party that is releasing the property.
- Buyers: The person or party that is taking possession of the property.
- Date of sale: The date that the sale took place.
- Price: The amount paid for the property.
- Sales tax: Indicates whether or not sales tax was collected.
- Description: A description of the property being sold, including make, model, year, and VIN# for vehicles.
- As-is: Indicates that the item was sold in its existing state at the time of sale, and without any warranties.
- Signature/Certification: The signature of the seller and/or buyer. In-person signatures are always valid, but you can also use PandaDoc to obtain a legal digital signature.
1. Arizona Bill of Sale Requirements
Bills of sale are commonly used to transfer ownership of high-value goods.
When you buy or sell a vehicle, trailer, boat, gun, or even livestock in Arizona, the state’s form (48-2004) confirms that personal property is being transferred from one party to another. It also lists important information about the sale and property, such as a vehicle identification number (VIN), sales price, and transaction date.
While a bill of sale isn’t a requirement to transfer the ownership of most property in Arizona, it can help protect both buyers and sellers during high-value transactions.
Why Use One?
As a buyer, a bill of sale can help you keep track of important information for your files. This includes the name, address, and driver’s license # of the seller, when the purchase occurred, and how much was paid for the item. A bill of sale helps prove that you’re now the rightful owner of the property.
If you’re the seller, a bill of sale can help protect your interests. If the vehicle is in an accident or later abandoned before it is properly titled and registered in the new owner’s name, an insurance company or the state might pursue you for financial compensation. With a bill of sale, you can show that the transfer of ownership took place.
Additional Considerations
Language Requirements
You can draft an Arizona bill of sale in any language you choose, but the state’s form is only available in English. When a bill of sale is required to transfer property, it should include the name of the buyer and seller, their contact information, what is being transferred, and specifics about the transaction, such as the date and amount paid.
Number of Copies
Unless you need to file a copy of the bill of sale with the state, only the buyer and seller need copies of the bill of sale.
Junk Vehicles
A bill of sale isn’t generally required in Arizona, but it can be useful when buying a junk car without a title. In this case, a bill of sale can help you claim the title from the state.
After Purchasing a Vehicle
A bill of sale may or may not be required in Arizona, depending on who is selling the vehicle. For example, you don’t need a bill of sale for private party sales, but you will need one for dealer sales and most out-of-state sales.
If you are the buyer of a private vehicle, you can get a 3-day restricted use permit online at the Arizona Motor Vehicle Division (MVD). This will enable you to get the vehicle emissions check certificate, signed title, and proof of car insurance you’ll need for registration, which must be done in person.
Sellers will need to sign over the vehicle title to the new owner. If the title has been lost or destroyed, the seller can apply for a new one in person or online at the MVD.
Sellers are also required to submit a Sold Notice with the MVD, telling the department that the vehicle now belongs to someone else. This notice protects the seller from liability connected with the vehicle and should be submitted within 10 days of the transaction.
2. Arizona Car (Vehicle) Bill of Sale
Private Party Sales
For private party sales — which are sales from one person to another — no bill of sale is necessary, but you might still want one for legal protection.
Whether or not you have a bill of sale, you can transfer ownership of a vehicle in a private party sale with a notarized vehicle title. The MVD has a simple Arizona vehicle bill of sale that you can download and complete. Some of the information you’ll provide on this form includes:
- Vehicle information (VIN, year, make, body style)
- Sale date and amount
- Buyer information (name, address, DOB, driver’s license #)
- Seller information (name, address, DOB, driver’s license #)
- Notary acknowledgment
Dealer Sales
When you purchase a vehicle from a dealer and the records for that vehicle are held electronically, that transfer of ownership requirements are different. A dealer representative will file an Arizona dealer bill of sale with the MVD. This form is not notarized and it includes the following information:
- Vehicle information (VIN, year, make, body style, model)
- Buyer information (name, address, sale date)
- Lienholder information (name, address, driver’s license #, lien date)
- Odometer reading
- Dealer information (name, address, license #, dealer agent name)
- Buyer signature certifying odometer reading
Out-of-state Vehicles
If you have a vehicle that was previously registered and titled in another state, both documents must be surrendered when applying for a registration and title in Arizona the MVD, unless there is an out-of-state lienholder.
If you purchase a vehicle out-of-state through a private party sale and want to immediately register it in Arizona, you will need to bring the title and/or bill of sale to the MVD. Otherwise, the dealer should handle the matter on your behalf.
3. Arizona Boat Bill of Sale
All vessels, regardless of type or size, must be registered in Arizona with the exception of watercraft used solely as lifeboats and vessels documented by the U.S. Coast Guard.
The state of Arizona requires that you have a bill of sale to register your new or used watercraft, and provides a free watercraft bill of sale form for your use. The information you need to provide includes:
- Transfer of ownership date
- Seller’s name and address
- Buyer’s name and address
- Watercraft information (manufacturer, hull ID#, registration #, year build, length)
- Purchase price and sales tax paid (if any)
- Seller’s signature and date
When you have your completed bill of sale, you can submit it with an application for registration to the Arizona Game and Fish Department.
4. Arizona Firearm Bill of Sale
The state of Arizona does not require residents to register firearms. Provided you meet the state’s legal requirements, you can purchase and carry a firearm within the state.
An Arizona firearm bill of sale is a legal document used between the seller and buyer of legal firearms to transfer ownership. The vital information that you should list on this document includes:
- The seller’s name, address, and driver’s license #
- The buyer’s name, address, and driver’s license #
- Firearm details (make, model, caliber, serial #)
- Purchase date and price
5. Arizona Horse Bill of Sale
If you plan to buy or sell a horse in Arizona, you may choose to register your sale through the Arizona Department of Agriculture. Using a bill of sale is not required.
An Equine Registration Application can serve as your horse bill of sale, should you decide to use one. When filed with the state, the new owner pays a $10 registration fee. Some of the requirements on the bill of sale include:
- Name and age of equine
- Date of sale
- Description of equine (including photos)
- Equine ownership certificate number to prove ownership
- Seller’s name and address
- Name, address, SSN, and signature of the new owner
6. Arizona Trailer/RV Bill of Sale
When you own a trailer or RV in Arizona, it must be properly registered with the state. How you register your trailer depends on its gross vehicle weight rating (GVWR) and usage.
A trailer with a GVWR of 10,000 pounds or less that is used non-commercially, with the exception of travel trailers, can be registered as “permanent,” meaning you only register and pay the fees once.
Trailers with a GVWR of 10,000 pounds or less that are used commercially are registered annually or for up to five years at a time. Also, any trailer with a GVWR over 10,000 pounds, except camper trailers, must be permanently registered by state law.
In Arizona, you can transfer the title to a large boat, utility, fifth-wheel, or camper trailer by signing over the title or filling out a bill of sale. If you buy a Class A, B, or C RV in Arizona, these are motorized vehicles and you will need to follow the same instructions provided under the “Vehicle Bill of Sale” section.
When you fill out a bill of sale for a trailer in Arizona, it should include the following elements:
- Sellers information (name, address, driver’s license #)
- Buyer’s information (name, address, driver’s license #)
- Trailer information (body style, # of axles, year, make, VIN)
- Sale date and payment amount
- Signature of seller
