Understanding Bills of Sale and When You Need One

A bill of sale is one of the simplest documents in a vehicle transaction, but it can also be one of the most important. It records what was sold, who bought it, who sold it, and the key terms of the deal. In Ontario, it often works alongside other required paperwork, and in private sales it can be the document that keeps a disagreement from turning into a costly problem. Whether you’re buying from a private seller, trading a vehicle, or selling your own car, understanding when a bill of sale is needed (and what it should say) helps you protect your money, your legal position, and your peace of mind. ## What a Bill of Sale Is (and What It Is Not) A bill of sale is a written receipt for a transaction. For vehicles, it typically confirms the purchase price, the date of sale, the vehicle details, and the identities of the buyer and seller. It may also state the condition of sale, such as whether the vehicle is sold “as-is,” and whether there are any included items like winter tires or a second key. It is not the same thing as vehicle ownership (registration) in Ontario. The ownership document shows who the registered owner is, and it’s updated through ServiceOntario when the vehicle is transferred. A bill of sale supports that transfer by documenting the transaction details. It is also not a warranty. Even if the bill of sale includes notes about condition, it generally does not create the same obligations as a formal warranty unless the seller explicitly promises specific coverage in writing. For most private vehicle sales, the default expectation is that the buyer must do their homework, and the seller must be truthful. ## What Information a Strong Bill of Sale Should Include A good bill of sale is clear, complete, and easy for anyone to understand later. If you ever need to prove what was agreed to, vague wording can create big problems. At minimum, a vehicle bill of sale should include: Buyer and seller names and contact information. Use full legal names. Including addresses and phone numbers is helpful, especially in private transactions. Vehicle identification details. Include the year, make, model, body style, colour, and the Vehicle Identification Number (VIN). The VIN is critical because it uniquely identifies the vehicle. Odometer reading at the time of sale. Record the mileage (or kilometres) and the date. If the odometer is not accurate or has been replaced, note that clearly. Purchase price and payment terms. State the total price, any deposit paid, and the payment method (for example, bank draft, certified cheque, or e-transfer). If there are taxes collected (common in dealer transactions), include that breakdown. Date and time of sale. This can matter for insurance and for parking or traffic issues if something happens around the handoff. Condition and sale terms. If the vehicle is sold as-is, say so. If the seller is including anything (spare wheels, roof rack, service records), list it. If the sale is conditional on anything (such as a safety inspection), write that condition and the deadline. Signatures. Both parties should sign and date the document. Each party should keep a copy. For added protection, many people also include the driver’s licence number for both parties (or at least the last few digits), but only share what you’re comfortable sharing and handle personal information carefully. ## When You Need a Bill of Sale in Ontario In Ontario, bills of sale are commonly used in several situations, but their importance depends on who you’re buying from and what paperwork is already provided. Private vehicle sales. If you buy from or sell to a private individual, a bill of sale is strongly recommended and often treated as essential. It helps confirm the purchase price (which can be important for tax calculations) and documents the date ownership changed hands. Registering and transferring ownership. When you transfer a used vehicle in Ontario, the buyer typically needs documentation to support the transaction. In private sales, the Used Vehicle Information Package (UVIP) is also required for the seller to provide. The bill of sale complements the UVIP by documenting the agreed price and the actual sale date. Insurance and proof of purchase. Your insurer may ask for a bill of sale when setting up coverage for a newly purchased vehicle, especially if you need immediate proof of purchase before your registration is finalized. Dispute prevention and resolution. If there is disagreement about the purchase price, what was included, or when the vehicle changed hands, a signed bill of sale is one of the most persuasive pieces of evidence. Gifts and low-dollar transfers. If you are transferring a vehicle to a family member as a gift, you may still want a bill of sale that states the purchase price as $0 (or indicates “gift”) to document intent. Be aware that there are specific Ontario rules and forms for family transfers, and proper documentation matters. Buying from a dealership. Dealership purchases typically involve a purchase agreement and other documents that function like a bill of sale. You may still receive a bill of sale or invoice, but the key is that you will have a detailed sales contract that outlines the terms, fees, taxes, and conditions. ## Common Mistakes That Cause Problems Later Most bill of sale issues come from rushing, leaving blanks, or assuming the other paperwork covers everything. Here are the mistakes we see most often: Missing VIN or incorrect vehicle details. A single digit wrong in the VIN can create major headaches. Always verify the VIN on the vehicle itself and match it to the paperwork. Unclear “as-is” language. If a vehicle is being sold without certification or repairs, it should be clearly stated. Buyers should understand that “as-is” typically means the vehicle may require work and may not be roadworthy until repaired and inspected. Not stating included items. If the sale includes winter tires, an extra set of rims, a roof box, or a second key, list it. Verbal agreements are easy to forget or deny. Using vague payment descriptions. “Paid in full” is helpful, but also note the payment method and whether any deposit was taken. If there is a remaining balance, include the amount and the due date. Leaving the date off. The sale date can matter for insurance coverage and liability. If a ticket or toll charge shows up later, the date of sale helps show who was responsible at the time. Not keeping copies. Both parties should keep a signed copy. A photo of the signed document stored securely is a good backup. ## Practical Tips for Buyers and Sellers A bill of sale works best as part of a careful transaction process. For buyers: Confirm the seller’s identity, verify the VIN, and check for liens. In private sales, review the UVIP carefully. Consider a pre-purchase inspection and ensure you understand what it will take to certify the vehicle if needed. Do not hand over full payment until you have the documentation you need and a clear plan for insurance and registration. For sellers: Be honest about the vehicle’s condition, disclose known issues, and provide the UVIP where required. Use a bill of sale that clearly states the terms, including “as-is” if applicable. Accept secure payment methods and provide a receipt showing when payment was received. For both: Write legibly, avoid abbreviations that could be misunderstood, and don’t leave blanks. If there is a condition to the sale (such as “pending safety inspection”), put it in writing and specify what happens if the condition is not met. ## The Bottom Line A bill of sale is a straightforward document that can play a major role in protecting buyers and sellers. In Ontario, it’s especially important for private transactions because it helps document the price, the date of sale, and the vehicle details that support registration, insurance, and future questions. If you’re unsure what your bill of sale should include, ask for help before you sign. Getting the paperwork right at the time of sale is much easier than trying to fix it after a dispute, a registration issue, or an unexpected bill shows up.