What Is a Semi-Truck Bill of Sale?
A semi-truck bill of sale is a written agreement that records the sale and transfer of ownership of a semi-truck. It lists the buyer, the seller, the price, and the vehicle details. This helps the buyer complete the title transfer and registration with their state’s DMV.
Federal regulations legally refer to a semi-truck as a truck tractor (49 CFR § 390.5). This motor vehicle is used to pull other cars and carry only part of their load. Because semi-trucks are classified as commercial vehicles, having a detailed bill of sale is especially important. It gives both parties clear proof of the deal and helps prevent future disputes.
A bill of sale for a semi-truck can be used in several situations, such as:
- For private sales between individuals
- During dealer or fleet dispositions, when companies sell or upgrade their trucks
- For out-of-state tractor-trailer purchases
- These often require additional paperwork, such as verification of the Vehicle Identification Number (VIN) (California, for example, may require a Vehicle Verification Form REG 31).
Do I Need to Notarize a Semi-Truck Bill of Sale?
Some states require notarization for a vehicle bill of sale, especially if it’s a heavy commercial vehicle like a semi-truck. Always review your state’s DMV guidelines to confirm whether notarization is necessary. If needed, complete the process with a notary acknowledgment form.
Why a Bill of Sale for a Semi-Truck Is Important
A bill of sale for a semi-truck is essential because it creates a clear legal record of the transaction and protects both parties involved. Here’s why it matters:
- Proof of ownership. A signed bill of sale for a semi-truck shows that the vehicle’s ownership has changed hands. This document is usually required for DMV title transfers and registrations. Without it, the seller continues to remain the legal owner of the vehicle.
- Lien payoff documentation. If the semi-truck was financed and has a loan, the bill of sale can document whether the loan was paid off or is still pending at the time of the sale. This information can be helpful if questions about lien payoff arise later.
- Payment details and terms. The bill of sale is written evidence of the sale and documents all critical details, such as the agreed price, payment method, and other essential vehicle details.
- Protection for both parties. A bill of sale for a semi-truck serves as proof of payment and helps resolve questions around ownership. It also limits the seller’s liability after the sale. For example, if the semi-truck is involved in an accident after the sale, the seller will not be held liable.
How to Write a Semi-Truck Bill of Sale
A well-written bill of sale ensures the transaction is clear, complete, and legally valid. Unlike a regular car sale, a semi-truck sale often involves extra key details about the truck’s configuration that must be included in the bill of sale. Here are the steps to follow when writing a semi-truck bill of sale:
Step 1 – Describe the Semi-Truck
Include the following details within your bill of sale to distinguish your semi-truck from other vehicles clearly.
- Make, model, and year
- VIN
- Engine make and serial number
- Engine hours
- Current odometer reading
- Color and any unique markings
- Unit or fleet number (if the truck is a part of a company fleet)
If the buyer will use the semi-truck for business that crosses into Mexico, they’ll need to update their US Department of Transportation (USDOT) registration with the Federal Motor Carrier Safety Administration (FMCSA) so it shows them as the new owner. This update is required under federal law (49 CFR 390.19).
Step 2 – Record the Weight and Configuration
Since semi-trucks vary widely in shape, size, and overall design, you need to document your vehicle specifications clearly, such as:
- Gross Vehicle Weight Rating (GVWR): The maximum weight that the semi-truck is built to carry. This information helps with regulatory requirements and exemptions. For instance, federal law exempts vehicles with a GVWR over 16,000 pounds from odometer disclosure requirements (49 CFR § 580.17).
- Axle count: The number of axles the truck has. More axles usually mean the vehicle can carry heavier loads.
- Layout: The general type of semi-truck you have. Whether it is a standard tractor that pulls trailers or a truck built for a special purpose.
- Sleeper or day cab: Whether the truck has a bed or not.
Step 3 – Note the Condition and Attachments
Make sure to state whether the semi-truck is being sold as-is or with any warranties. If your truck has any attachments or accessories, be sure to include those details in your bill of sale, such as:
- Auxiliary Power Unit (APU): Provides power without idling the engine.
- Electronic Logging Device (ELD): Required for most interstate commercial drivers under 49 CFR Part 395.
- Aerodynamic fairings: Panels that are often installed to improve fuel efficiency.
- Lift axles: Added to improve weight distribution.
- Trailer: Only include if it is a part of the sale. Be sure to list the details separately.
Sample Semi-Truck Bill of Sale
View our semi-truck bill of sale template to see how to complete each section with the correct truck details. Follow our step-by-step questionnaire to fill out the form, then download our free printable bill of sale for semi-truck as a PDF or Word file.
