If you’re buying or selling a used car in Ontario, one of the most important (and often overlooked) documents is the bill of sale. It may seem like just another form to fill out, but it plays a key role in legally transferring ownership, calculating taxes, and completing your registration with ServiceOntario.

Whether you’re a first-time seller or a buyer making a private purchase, creating a proper bill of sale is simpler than you might think—as long as you know what to include.

In this guide, we’ll break down exactly what a bill of sale is, when you need it, what to include, and how to write one step-by-step. We’ll also share tips for a smooth private sale and where to find a free template if you’d rather not create one from scratch.

What Is a Bill of Sale for a Car in Ontario?

A bill of sale is a written record of a vehicle transaction between a seller and a buyer. It acts as proof that ownership of the vehicle has officially changed hands—and it’s a required document for any private used car sale in Ontario.

Think of it as a receipt for the purchase, but with legal significance. Without a valid bill of sale, the buyer won’t be able to register the vehicle or pay the necessary taxes at ServiceOntario.

Unlike some other provinces, Ontario doesn’t require a specific form for a bill of sale. It can be:

• A section filled out in the Used Vehicle Information Package (UVIP)
• A typed or handwritten document you create yourself
• A template downloaded from a trusted site

As long as the key information is included and both parties sign it, the format is up to you.

When Do You Need a Bill of Sale in Ontario?

You’ll need a bill of sale any time a used vehicle changes ownership through a private sale in Ontario. It’s a legal requirement that helps protect both parties and is essential for completing the transaction.

Here are the most common situations where a bill of sale is required:

Buying or Selling a Used Vehicle Privately

If you’re not going through a dealership, the buyer will need a bill of sale to:

• Prove ownership transfer
• Pay retail sales tax (RST) at ServiceOntario
• Register the vehicle within 6 days of the sale

Without it, the buyer won’t be able to legally register or plate the car.

Gifting a Vehicle to a Family Member

Even in cases where no money changes hands (such as gifting a vehicle to a spouse or parent), a bill of sale may still be needed for registration—although family transfers may be exempt from certain taxes and UVIP requirements.

Transferring Ownership Between Individuals

Whether you’re selling your car to a friend, relative, or stranger, a bill of sale ensures the terms of the transfer are documented in writing.

Not Required If You’re Buying from a Dealer

If you purchase a vehicle from a registered dealership in Ontario, they’ll handle the paperwork and provide you with an official bill of sale or invoice. You won’t need to create one yourself in this case.

What to Include in a Bill of Sale

A bill of sale doesn’t need to be fancy—but it does need to be complete. Whether you’re filling in the section from the Used Vehicle Information Package (UVIP) or writing your own, make sure the following details are included.

Here’s what a valid bill of sale in Ontario should contain:

• Buyer and Seller Information
  
  • Full legal names
  • Current addresses
  • Contact information (optional but helpful)
• Vehicle Information
  
  • Year, make, and model
  • Body type (e.g., sedan, SUV, truck)
  • Colour
  • Vehicle Identification Number (VIN)
  • Odometer reading at the time of sale
• Sale Details
  
  • Date of sale
  • Final purchase price (this will be used to calculate sales tax)
  • Payment method (cash, e-transfer, etc. – optional)
  • Any special terms (e.g., sold “as is”)
• Signatures
  
  • Signature of the seller
  • Signature of the buyer
  • Date of both signatures

You don’t need a witness or notary, but it’s a good idea for both parties to keep a signed copy for their records.

How to Write a Bill of Sale in Ontario (Step-by-Step)

Creating a bill of sale might sound intimidating, but it’s actually pretty simple. Whether you’re filling out the form in the UVIP or drafting your own, just follow these steps:

1. Gather the Information You’ll Need

Before you begin writing, collect:

• The buyer’s and seller’s full legal names and addresses
• The vehicle’s VIN, make, model, year, colour, body type, and current odometer reading
• The final sale price and date of the transaction

2. Use the UVIP or Create Your Own Document

• If you’re the seller, use the bill of sale section included in the Used Vehicle Information Package (UVIP).
• If you prefer a custom document or don’t have a UVIP (e.g., in a family transfer), you can create your own handwritten or typed bill of sale.

3. Clearly State the Sale Terms

Include:

• Purchase price
• Date of sale
• Optional: how the payment was made (e.g., cash, e-transfer)
• Optional: “Sold as is” clause if you’re not offering any warranties

Example:

“The vehicle is sold as is, without any warranties or guarantees, expressed or implied.”

4. Sign and Date the Document

Both the buyer and seller must sign and date the bill of sale to make it valid. It’s recommended that each party keeps a copy.

Make Copies

Keep at least one signed copy for your records and give the original to the buyer. The buyer will need it to register the vehicle at ServiceOntario.

Using the Bill of Sale to Register the Vehicle

Once the bill of sale is signed, the buyer will need it to complete the vehicle registration process at ServiceOntario. This step legally transfers ownership and allows the new owner to put plates on the car and drive it legally.

Here’s what the buyer needs to do:

Register Within 6 Days of the Sale

The buyer must bring the bill of sale and other required documents to a ServiceOntario centre within six days of purchasing the vehicle. Missing this deadline could result in late penalties or complications with registration.

Required Documents for Registration

To register the vehicle, the buyer needs:

• The bill of sale (original, not a copy)
• The Used Vehicle Information Package (UVIP) provided by the seller
• The completed and signed Application for Transfer (on the back of the vehicle permit/ownership)
• A valid Safety Standards Certificate (SSC) if the vehicle is being plated
• Proof of valid auto insurance
• A valid Ontario driver’s licence
• The current odometer reading

Paying Retail Sales Tax (RST)

The buyer will pay 13% Retail Sales Tax (RST) at the time of registration. The tax is based on either:

• The purchase price listed on the bill of sale, or
• The vehicle’s wholesale value listed in the UVIP (Red Book value). Whichever is higher

This means listing the correct price on the bill of sale is important—but trying to underreport it can lead to delays or audits from the Ministry of Transportation.

Where to Get a Bill of Sale Template

While you can always create a bill of sale from scratch, using a pre-made template helps ensure you don’t miss any critical information. Fortunately, you’ve got a few options:

Use the Bill of Sale Section in the UVIP

If you’re selling a used vehicle in Ontario, you’re legally required to provide the buyer with a Used Vehicle Information Package (UVIP). The last page of the UVIP includes a built-in bill of sale form. Just fill it out, sign it, and hand it to the buyer.

Download a Free Template Online

If you’re not using a UVIP (such as for a family transfer or off-road vehicle), you can download a printable template or fillable PDF form like this:

• Free Bill of Sale Template

You can also write your own by hand or in a Word doc, as long as it includes all the required info.

Make a Custom Template

If you want more control over what’s included—such as optional clauses or payment terms—you can build a custom document. Just make sure it includes:

• Buyer/seller info
• Full vehicle details
• Purchase price
• Date of sale
• Signatures

What Does “As Is” Mean on a Bill of Sale?

You’ll often see the phrase “as is” included in private vehicle sales—but what does it actually mean?

When a vehicle is sold “as is,” it means the seller is not providing any warranties or guarantees about the condition of the car. The buyer agrees to purchase the vehicle in its current state, accepting any visible or hidden issues that may exist at the time of the sale.

What the “As Is” Clause Covers:

• The seller is not responsible for any repairs after the sale
• The vehicle may not be roadworthy or pass a safety inspection
• The buyer takes full responsibility for any issues discovered later
• No returns, refunds, or liability once the deal is done

Why This Clause Matters

Including an “as is” statement helps:

• Protect the seller from legal disputes after the sale
• Clarify expectations for the buyer
• Make sure both parties understand the vehicle is sold without any promises

This clause doesn’t replace the buyer’s need for a Safety Standards Certificate if they want to register and plate the vehicle. It simply means the buyer is taking the vehicle without a warranty of fitness.

Skip the Hassle—Let Clutch Handle the Paperwork

Writing a bill of sale in Ontario is a key step in any private vehicle transaction—but it doesn’t have to be complicated. As long as you include the right details and get both signatures, you’re good to go.

That said, if you’d rather skip the paperwork, negotiation, and stress altogether, Clutch has you covered. Whether you’re buying or selling a vehicle, we handle the ownership transfer, documentation, and registration process for you—100% online.

• Selling? Get an instant offer and schedule your pick-up or drop-off.
• Buying? Browse used cars and have your next vehicle delivered to your door.

No pressure. No paperwork runs. Just a better way to buy or sell a car in Ontario.