Free Ontario Bill of Sale Template (PDF)

Selling or buying a vehicle privately in Ontario? A bill of sale is the written record of the deal, and both parties should have a signed copy. Download our free, printable PDF template and fill it in together at the time of sale.

Download the free bill of sale PDF template. Print two copies so the buyer and seller each keep a signed original.

What is a bill of sale?

A bill of sale is a simple written record of a private vehicle sale. It documents who sold the vehicle, who bought it, what was paid, and when the sale happened. It protects both sides: the seller has proof they no longer own the vehicle (useful if the buyer never transfers it), and the buyer has proof of what they paid.

In Ontario, a bill of sale is not strictly required by law for the ownership transfer itself, but it is strongly recommended. The buyer must present a Used Vehicle Information Package (UVIP), the signed vehicle permit, and proof of insurance at ServiceOntario to register the car. The bill of sale backs all of that up and settles disputes later.

What a bill of sale must include

• Full legal names and addresses of the seller and buyer, exactly as they appear on ID.
• Vehicle details: year, make, model, colour, body type and the 17-digit VIN copied directly from the dashboard or door jamb, not from memory.
• Odometer reading in kilometres at the time of sale.
• Sale price in Canadian dollars and the payment method used.
• Date of sale. the day the vehicle and payment actually change hands.
• Signatures of both parties, each dated.
• Any conditions, such as sold as is, included extras (winter tires, roof rack) or agreed repairs.

How to fill in the template

1. Print two copies of the PDF, or one copy to complete together and photocopy afterward.
2. Copy the VIN directly from the vehicle and double-check all 17 characters.
3. Write the odometer reading exactly as it shows on the dash, in kilometres.
4. Enter the agreed price in dollars and note how it was paid (cash, e-transfer, bank draft).
5. Fill in both parties' full legal names, addresses and phone numbers.
6. Add any special terms in the space provided, such as sold as is or what is included with the vehicle.
7. Both parties sign and date both copies, then each keeps one.

Details that matter

The VIN is the anchor. One wrong digit and the document identifies the wrong vehicle. Always copy it from the car itself and compare it against the permit (ownership).

The price affects tax. When the buyer registers the vehicle, ServiceOntario charges HST on the purchase price or the wholesale value in the UVIP, whichever is greater. Writing a lower price does not avoid the tax and creates problems if the real amount is ever disputed.

As is means as is. Most private sales are final. If anything is promised beyond that, put it in writing on the form.

Seller: remove your plates. Plates stay with the seller in Ontario, not the vehicle. Keep your portion of the permit and report the sale if needed.

Selling to us instead?

If your vehicle is end-of-life, damaged or not worth the private-sale hassle, get a free quote. We handle the paperwork, pick the vehicle up and pay you on the spot. No UVIP, no showings, no strangers at your door.