What an Illinois bill of sale is and why you need one

A bill of sale is a written record that you sold a car to someone else, or that someone sold a car to you. In Illinois, it is not required by law to complete a sale—you can sell a car with nothing on paper—but having one protects both the buyer and the seller from disputes later. The bill of sale documents the price paid, the vehicle details, the date, and the signatures of both parties. If something goes wrong after the sale (the buyer claims the car was promised to be in better condition, or the seller claims they were never paid), a signed bill of sale is evidence of what was actually agreed to.

Illinois does not have an official state form for a bill of sale, which means you can write one yourself, use a template, or buy a pre-printed form from an office supply store. What matters is that the document includes the required information and is signed by both the buyer and the seller. The bill of sale is separate from the title transfer—you will still need to handle the title at the Secretary of State, but the bill of sale is your proof of the transaction itself.

Key Takeaways

  • Illinois does not require a bill of sale by law, but having one in writing protects both buyer and seller from later disputes about price, condition, or payment.
  • The bill of sale must include the vehicle identification number (VIN), make, model, year, sale price, date of sale, and signatures of both buyer and seller.
  • You can write your own bill of sale, use a free template, or buy a pre-printed form; Illinois has no official state form.
  • The bill of sale is different from the title transfer and does not replace it—you must still transfer the title through the Illinois Secretary of State.
  • Keep a copy of the signed bill of sale for your records; the buyer should keep one and the seller should keep one.

What information must be on the bill of sale

The bill of sale should include the vehicle identification number (VIN), which you can find on the dashboard on the driver's side or on the title itself. You also need the vehicle's make, model, year, and current mileage. These details make it impossible to confuse this car with another one.

Write down the sale price in words and numbers—for example, "Five Thousand Dollars ($5,000.00)"—and the date of the sale. Include the full names and addresses of both the buyer and the seller. Both parties must sign and date the document. Some people also add a line for the odometer reading and note whether the car is sold "as-is" (meaning the buyer accepts it in its current condition) or with any promises about repairs or condition. If there are any promises, write them down on the bill of sale so there is no disagreement later.

Where to get a bill of sale form

You do not have to use an official form. You can type or handwrite a bill of sale on plain paper as long as it includes all the required information and is signed by both parties. Many people write their own and it holds up just as well as a printed form.

If you prefer a template, you can search online for "Illinois bill of sale" and find free downloadable forms from legal document websites. Office supply stores like Staples sell pre-printed bill of sale pads for a few dollars. The American Automobile Association (AAA) also provides a bill of sale form to members. Whichever route you choose, make sure the form includes space for the VIN, sale price, date, and signatures of both parties.

How to fill out and sign the bill of sale

Fill in all the blanks clearly in pen (not pencil, which can be altered). Write out the vehicle information exactly as it appears on the title or registration. Use the full legal names of both the buyer and the seller, not nicknames. If there are two buyers or two sellers, both must sign.

Both the buyer and the seller should sign the document in front of each other if possible. You do not need a notary public to sign a bill of sale in Illinois, though some people choose to have it notarized for extra protection. If you do have it notarized, the notary will watch you sign and add their seal and signature. After signing, make at least two copies—one for the buyer, one for the seller—and keep the original or a copy for your records.

The difference between a bill of sale and a title transfer

The bill of sale proves that a sale happened and documents the terms. The title transfer is the legal process of changing who owns the car according to the state. In Illinois, the title is handled through the Secretary of State. The seller must sign the back of the title (or fill out a separate form if the title is electronic), and the buyer must submit that signed title along with other documents to register the car in their name.

You need both documents. The bill of sale is your record of the transaction; the title transfer is what makes the buyer the legal owner in the state's system. If you sell a car without a bill of sale but do transfer the title, the buyer is the legal owner but there is no written record of what was agreed to. If you have a bill of sale but do not transfer the title, the buyer has proof of purchase but is not the legal owner according to Illinois.

When a bill of sale protects you

If you are the seller and the buyer later claims the car had problems you did not disclose, a bill of sale that says "sold as-is" protects you by showing the buyer accepted the car in its current condition. If you are the buyer and the seller claims you never paid, a signed bill of sale with the price written on it is proof of the transaction. If either party disputes the sale price later (for insurance claims, taxes, or a dispute), the bill of sale is the evidence of what was actually agreed to.

A bill of sale also protects you if the car is involved in an accident or crime after the sale. If you are the seller and keep a copy showing the date you sold it, you have proof you no longer owned the car when the incident happened. If you are the buyer, the bill of sale shows when you took ownership and responsibility for the vehicle.

What to do with your copy after the sale

Keep your copy of the signed bill of sale in a safe place with your other car documents. If you are the seller, hold onto it until you are sure the title has been transferred and the buyer has registered the car. If you are the buyer, keep it with your registration and title. You may need it if you have to prove when you bought the car, what you paid, or what condition it was in.

If you ever sell the car later, you do not need to show the original bill of sale to the new buyer, but you should keep it for your records. Some people keep copies of all their vehicle bills of sale for their entire ownership history.

Frequently Asked Questions

Do I have to notarize a bill of sale in Illinois?

No, notarization is not required in Illinois. A bill of sale signed by both the buyer and seller is valid without a notary. However, having it notarized adds an extra layer of proof that both parties actually signed it, which can be useful if there is a dispute later.

What if I lost my copy of the bill of sale?

If you no longer have your copy, ask the other party for theirs. If neither of you has it, you can still transfer the title or prove ownership through the title itself and registration records, but you will not have the written record of the sale price or condition. This is why keeping a copy is important.

Can I use a bill of sale from another state?

Yes, a bill of sale from another state is still valid in Illinois as long as it includes all the required information and is signed by both parties. However, you will still need to follow Illinois rules for the title transfer, which is handled separately through the Secretary of State.

Do I need a bill of sale if I am trading in my car at a dealership?

No. Dealerships handle the paperwork themselves and will give you a receipt for the trade-in value. You do not need a separate bill of sale for a trade-in transaction.

What if the buyer and I disagree on the sale price after we sign?

The signed bill of sale is the legal record of what was agreed to. If you both signed a bill of sale stating the price was $5,000, that is the price, even if one party later claims it should have been different. This is why it is important to get the price in writing and signed before the buyer takes the car.