A notarized bill of sale is an essential legal document that specifies and records the transfer of personal property from one party to another. The stipulated parties on these documents can be either individuals or organizations.
For notarization, the bill of sale must be signed by both the seller and buyer in the presence of a notary public. The notary verifies the personal details and identities of the signees by reviewing the relevant documents and witnessing the signatures.
The document typically includes fields for the seller, buyer, and notary to complete, along with spaces for handwritten signatures and notary authentication.
Why Notarize a Bill of Sale?
Below are reasons why you should notarize a bill of sale:
1. Verification of Identity
A well-established and time-honored practice to ensure the authenticity of documents, notarization prevents someone from using a fake bill of sale with forged signatures to steal someone else’s property and present it as their own.
After witnessing a sales transaction by signing a bill of sale, a notary will place an official seal on this document, signifying that the deal is finalized, official, and kept on permanent record at a local notary’s office.
2. Ensuring a Voluntary Agreement
While executing a bill of sale, notaries ensure that all parties fully understand what they agree to and testify to.
In addition to confirming that both seller and buyer have the mental capacity to finalize a legally binding deal, a notary will evaluate the situation for any signs of coercion to ensure that all parties sign according to their own free will.
3. Legal Protection
When you work with a licensed notary public, you can have confidence in properly completing your bill of sale with all relevant details in place. An experienced notary can answer any questions a seller or buyer might have about how to fill a form out and generally walk both seller and buyer through the entire process of finalizing a sale.
After both seller and buyer have signed with confidence, the notary will give the bill of sale a final inspection before endorsing it by attaching an official stamp at the bottom of the document.
4. Meeting Legal Requirements
Because the transfer of personal property is legally governed at the state level, the government standards that regulate these transfers can differ significantly from state to state. In some cases, local municipalities such as counties and cities might have their own stipulated legal requirements.
When Do You Need Notarization?
Notarization isn’t always legally required for private sales, but it’s often necessary or advisable for certain types of property transactions.
Local Regulations
Requirements for notarization can vary by state and local laws, so it’s crucial to check the specific regulations in your area before completing any major sale.
In Louisiana, Nebraska, Maryland, New Hampshire, West Virginia, and Montana, buyers and the sellers are required by law to sign the bill of sale in the presence of a notary public.
| State | Requirement of Notarization |
|---|---|
| Louisiana | Used Title & Registration in Louisiana |
| Maryland | Buying a Vehicle in Maryland |
| Montana | Notarizing Montana Motor Vehicle Titles |
| Nebraska | Nebraska Revised Statute § 60-149 |
| New Hampshire | NH Division of Motor Vehicles - Bill of Sale |
| West Virginia | Titles - WV Division of Motor Vehicles |
Common Transactions Requiring Notarization
- Vehicles: Cars, trucks, SUVs, RVs, motorcycles
- Other Items: Aircraft, watercraft, heavy machinery, firearms
Best Practice
Most legal experts recommend using a notarized bill of sale for any significant transaction to ensure the sale is legitimate and properly documented.
What to Include in a Notarized Bill of Sale
For Signees:
- State of sale – The US state where the sale occurs.
- Date of sale – The calendar date on which the sale is taking place.
- Description of property – For a vehicle, including make, model, year, body style, and color.
- Purchase price – The monetary figure to which both parties have agreed.
- Seller’s contact information – Address, telephone number, email.
- Buyer’s contact information – Address, telephone number, email.
- Seller pledge of transfer – Including brief property condition appraisal.
- Seller’s printed name and signature
- Buyer’s printed name and signature
For Notaries:
- County of license – The US county where the notary holds a license.
- Date – The calendar date of notarization
- Commission expiration date – The date that the notary’s license expires.
- Notary’s printed name, signature, and Aafixed notary seal
Where to Notarize a Bill of Sale
Buyers and sellers can notarize a bill of sale through various convenient methods, both in-person and online. Here’s how:
1. In-Person Notarization
Traditional notarization involves meeting face-to-face with a notary. You can visit places like banks, real estate offices, or shipping centers. Many mobile notaries also offer the flexibility of coming to your home, business, or a location of your choice for document signing.
2. Online Notarization
For digital transactions, online notarization is a fast, convenient option. Be sure to check state regulations to confirm that online notarization is valid in your location.
Common Places to Find a Notary:
- Banks and Credit Unions – Many institutions offer free notary services to their account holders.
- UPS Stores – Most UPS stores provide notary services at their locations.
- Online Notary Platforms – Websites like Notarize.com and notarity.com offer notary services online, typically for around $25 per document.
- Notary Directories – Use resources like notarypublicdirectory.com and 123notary.com to find local notaries available for hire.
Do Both Parties Have to Be Present to Notarize a Bill of Sale?
In most cases, yes. Both the buyer and the seller should be present during notarization to ensure that the transaction is voluntary and legally binding. However, in some situations, a notary may allow separate signings, but it depends on state laws and notary policies.
Notarized Bill of Sale Sample
Below, you can download a notarized bill of sale template in PDF or Word format:
