Car Sale Receipt Template (Free) and Bill of Sale: What to Include

When a car changes hands privately, the one document both people should leave with is a written receipt. It records who sold what to whom, for how much, and when. This page gives you a free car sale receipt template you can copy, explains what to put in it, and sets out the difference between a simple receipt and a broader sale agreement, with checklists for the seller and the buyer.

New to selling? Start with our full guide to how to sell a car privately in Australia. This page covers the paperwork itself.

Free car sale receipt template

Copy the text below into a document, fill in every line, and sign two copies, one for each person. It is a general-purpose template, not a legal form, and it does not replace any notice or transfer your state requires.

What every receipt should include

Buyer and seller details

Full legal names, addresses and contact numbers for both parties. Checking each other’s photo ID in person helps confirm the person you are dealing with is who they say they are. There is no need to write licence numbers on the receipt.

Vehicle details

Make, model, year, colour, registration number and state, VIN or chassis number, and the odometer reading at the time of sale. The VIN is the identifier that links the paperwork to the actual car, so check it against the registration papers and the car itself. A VIN check or rego check before payment helps confirm the details match.

Price and payment details

The agreed price, any deposit and when it was paid, the balance and how it was paid. If the buyer pays by bank transfer, wait until the funds have cleared in your account before handing over the keys and signing. For bigger amounts, a cleared transfer is generally safer than cash.

Date, time and signatures

Record the date and time of sale. Some authorities treat the date of sale as the start of the clock for notifying the transfer, and the time can matter if there is a toll, camera or parking matter shortly afterwards. Both people should sign and keep a copy.

Condition, inclusions and disclosed faults

Note anything the seller has disclosed, such as a known fault, damage or missing service history, and anything included in the sale. A clear note protects both people if there is a disagreement later.

Receipt, bill of sale or sale agreement?

In everyday use, “car sale receipt” and “bill of sale” often mean much the same thing: a written record that a sale happened. A broader sale agreement goes further, and may set out warranties, conditions, what happens if something goes wrong, and who bears the risk before the transfer is finished. Private sales of a used car are usually kept simple, and many buyers and sellers are comfortable with a clear receipt. If the sale is unusual, high-value, involves finance or has special conditions, consider written terms or get advice.

A receipt is not the same as registration paperwork. Your state road authority requires its own notice or transfer, covered below.

Seller checklist

Before and at the sale:

• Check the buyer’s photo ID, and confirm payment has cleared before handing over the keys.
• If there is finance owing, get a payout figure from the lender and settle it so the buyer receives clear title. See selling a car under finance and check the car on the PPSR.
• Complete and sign two copies of the receipt, and keep one with the date, time and odometer reading.
• Photograph the odometer and the signed receipt on your phone.
• Remove your own number plates only if your state requires it, and take your personal belongings and any toll tags.

After the sale:

• Notify your state road authority that you have sold the vehicle, within the required time. Queensland, for example, says the registration must be transferred within 14 days of the sale, with the seller completing their part first (see the Queensland Government transfer page).
• Cancel or update any insurance, tolls and e-tags once the transfer is lodged.

Buyer checklist

• Check the seller’s identity and that the name on the registration papers matches the person selling.
• Check the VIN and registration against the paperwork, and run a PPSR check, written-off check and rego check before you pay. Our guide on what to check when buying a used car covers the inspection.
• Fill in the receipt completely, record the odometer reading, and keep a signed copy.
• Pay by traceable method, and avoid paying the full amount before you have seen the paperwork.
• Lodge your part of the transfer and pay any transfer fee and duty within your state’s deadline, and arrange insurance before you drive away.

State rules: what to do after the receipt

Each state and territory sets its own deadlines, forms and fees for notifying the sale and transferring registration, and some require a safety or roadworthy certificate. Our guide to transferring car registration by state and territory sets out who does what, and by when. Because rules change, confirm the current requirements on your state road authority’s website before you act.

Selling or buying with more support

If you want help working out what your car is worth, see how much is my car worth, or compare options in trade-in vs private sale. If you would rather have a hand, our sell my car page explains how we can help.

Car sale receipt FAQs

Do I need a receipt when selling a car privately?

It is not a substitute for registration paperwork, but a written receipt is strongly recommended. It records the price, date, parties and vehicle, and gives both sides evidence if a question arises later. Check whether your state requires any other document.

Is a car sale receipt the same as a bill of sale?

In everyday use they often mean the same thing: a written record of the sale. A bill of sale or sale agreement can include more detail, such as warranties and conditions. What your state requires for the transfer is separate from either document.

Is a handwritten receipt valid?

A clear handwritten receipt that names both parties, identifies the car, states the price and date, and is signed is generally useful evidence of the sale. It does not replace the notice or transfer your state road authority requires.

Do I have to give the buyer a receipt, or can they write it?

Either person can prepare it, as long as both agree on the content and sign. Many people prepare two identical copies so each keeps one. Fill in every field so there is no doubt about what was agreed.

What should the receipt say about the car’s condition?

It should record any faults or damage the seller has disclosed, and anything included in the sale. A line stating the car is sold as inspected may be used, but it does not remove obligations that apply to you, so confirm your position if unsure.

Do I still need to notify the road authority?

Yes. A receipt is a private record between you and the buyer. The seller still needs to notify the sale, and the buyer to transfer registration, with the state authority and within its deadline. Timeframes differ by state and territory.

What if the car still has finance owing?

The loan needs to be paid out and the security released so the buyer receives clear title. Get a payout figure from the lender and be upfront with the buyer. A PPSR check will show any registered interest.

This page is general information only and does not constitute legal, financial or tax advice. The template is a general-purpose example, not a legal form, and does not guarantee a valid transfer. Registration, transfer, notification and roadworthy requirements vary by state and territory and change over time. Always confirm the current rules with your relevant road transport authority before selling or buying. If you are unsure about your legal position, seek advice from a qualified professional.

Written by the team at Car Buyers Assist