This document is required by ServiceOntario in order for a buyer to register the vehicle and pay the applicable retail sales tax. Without it, the transfer cannot be completed.

A Bill of Sale is typically used when a buyer pays in full and accepts a vehicle “as is” (sold as seen). If warranties or payment terms need to be included, a more detailed Sales Agreement is recommended.

Unlike some provinces, Ontario does not have a standardized form for a Bill of Sale. As long as the key information is included and both parties sign it, the format is flexible. It can be:

• A section filled out in the Used Vehicle Information Package (UVIP)

• A typed or handwritten document you create yourself, or

• A downloaded template from a trusted source like ours.

A Bill of Sale is also commonly referred to as a: 

• Proof of purchase

• Sales receipt

An “As Is” Bill of Sale for Your Vehicle

Selling an item “as is” means that it’s sold in its current condition, and the buyer accepts the item with all its flaws. A Bill of Sale with an “as is” clause doesn’t include any warranties. The seller isn’t responsible for any flaws, provided they haven’t concealed them or lied about them. 

As such, a Bill of Sale protects the seller from having to provide a refund for any issues that arise after the buyer receives the item. NotaryPro’s Bill of Sale template automatically includes an “as is” clause to protect the seller.

Why is a Bill of Sale for a Vehicle Important in Ontario?

In Ontario, a Bill of Sale is more than just a receipt. It’s a document that protects both the buyer and seller, ensuring the transfer of ownership is legally recognized. Here’s why it matters:

Registration Requirement

If you’re buying a used vehicle privately, you must register it at ServiceOntario within six days of the sale. A completed Bill of Sale is one of the key documents required for that process.

Proof of Ownership

A Bill of Sale confirms that a transaction took place on a specific date and the vehicle’s ownership has legally changed hands. It protects the buyer’s rights and relieves the seller of future responsibility.

Used to Calculate Sales Tax

A Bill of Sale serves as a record of the purchase price. Ontario uses this amount, or the vehicle’s wholesale value (whichever is higher), to calculate the retail sales tax due at registration.

Captures Vehicle Details

A Bill of Sale captures essential details about the vehicle, including its make, model, VIN, date of sale, and price. 

Records Payment Terms

A Bill of Sale records the agreed-upon sales price and payment terms between a seller and buyer.

Proof of “As Is” Condition

It demonstrates that the car was sold “as is”, with the buyer accepting the vehicle’s condition at the time of sale.

Legally Protects Both Parties

Putting the transaction in writing protects both the buyer and seller against misunderstandings, unpaid debts, or liability for incidents that may occur.

Valid for Family Transfers

Even when a vehicle is gifted or transferred between close relatives, a Bill of Sale may still be required to complete registration. In some cases, tax exemptions apply, but the record of transfer is still important.

Note: If you’re purchasing from a registered dealership, they’ll provide an official Bill of Sale or invoice. You don’t need to draft one yourself. 

Who Keeps the Bill of Sale in Ontario?

It’s recommended to prepare two signed originals of the Bill of Sale: one for the buyer and one for the seller. By having two copies, each party retains its own proof of the transaction.

Information To Include in a Bill of Sale (Ontario)

Creating a Vehicle Bill of Sale doesn’t need to be complex or tedious. What’s important is that all the elements and information required in a Bill of Sale are present. 

With that in mind, here are the important details that should be included in your Bill of Sale:

Buyer Information

• Full legal name

• Address

• Contact information

Seller Information

• Full legal name

• Address

• Contact information

Vehicle Details

• Vehicle identification number

• Make, year, and model

• The vehicle’s power source (gas, diesel, electric)

• Vehicle’s colour

• Body type (e.g., SUV, truck, sedan, etc.)

• Odometer reading at the time of the sale

Sale details

• Date of sale/Purchase date

• Method of payment: cash, e-transfer, etc. (optional) 

• Any special terms (e.g., sold “as is”)

• Final purchase price (this will be used to calculate sales tax) 

• Some exemptions may apply. For instance, for a family-gift transfer, you must submit the Sworn Statement for a Family Gift of a Used Motor Vehicle in Ontario. Feel free to use our template to easily draft one up in minutes. 

Signatures

• Signature of the buyer

• Signature of the seller

• Date of both signatures

• Signature of an authorized official (e.g., notary public or commissioner of oaths)

Use our free, fillable Vehicle Bill of Sale to save time and ensure yours isn’t missing any important information. 

Providing Service Ontario with a Bill of Sale

Service Ontario will accept a photocopy or facsimile of your Bill of Sale if the:

• The original Bill of Sale is viewed and photocopied at a ServiceOntario centre;

• original and the photocopy of your Bill of Sale are viewed at the ServiceOntario centre; or

• A facsimile is sent directly from the seller to the ServiceOntario centre. 

ServiceOntario does not accept any other photocopy or facsimile versions of the Bill of Sale.

Reminders When Submitting a Vehicle Bill of Sale to ServiceOntario

1. Originals

• ServiceOntario needs the original, signed Bill of Sale. It can be handwritten or printed; both are fine, as long as it’s the original.

• Pre-printed forms are okay; if you’re using a pre-printed Bill of Sale, the HST/GST number can be handwritten. These are common with businesses.

Note: Private sellers don’t include an HST/GST number.

2. Copies/Faxes (rare exceptions)

ServiceOntario accepts a photocopy or fax only if one of these is true:

• A staff member views the original and makes a photocopy at the centre;

• A staff member views both the original and your photocopy together at the centre; or

• A seller faxes the Bill of Sale directly to a ServiceOntario centre.

3. Dealer or Company Sales

• If a dealer/company prepares a Bill of Sale, it must be on their official letterhead (with the company name, logo, and address).

Witnessing or Commissioning Your Bill of Sale

In Ontario, commissioning your Vehicle Bill of Sale is not mandatory, but we recommend it. Having an authorized official verify identities and witness signatures gives your document extra credibility and helps in case of future disputes.

So, after you draft your Bill of Sale, you can have it commissioned for an extra layer of verification. Commissioning means signing the document in the presence of an authorized official, like a notary public. This official confirms that each signature was made voluntarily and that the people signing are authorized to do so.

You can meet a notary online and have your Bill of Sale commissioned over a secure video call. An appointment takes just 7 minutes, and you can meet with a notary from anywhere with Wi-Fi. Then, you’ll get your signed and commissioned Bill of Sale instantly by email — no long waits necessary.

During your appointment:

• You’ll present a valid government-issued ID to confirm your identity. 

• An authorized official, like a notary public, will confirm that you understand the contents of your document and are signing voluntarily.

• You’ll sign and date the Bill of Sale while the notary watches in real time.

• The notary will sign and apply their stamp/seal to complete the commissioning.

Ready to add that extra assurance? Book an online notary appointment with us to commission your Bill of Sale — fast, secure, and done from anywhere. 

Draft Your Ontario Bill of Sale Today

A Vehicle Bill of Sale records the transfer of ownership and is required to register a private sale within six days. It also captures key details, like buyer and seller info, VIN, make, year, model, and more. You can draft one seamlessly with our free, fillable Bill of Sale template with confidence, knowing all the required elements are present.

Once you’ve prepared your Bill of Sale, you can meet a notary online to have it commissioned in minutes. Join from anywhere with Wi-Fi, using any device with a camera, including a smartphone. Book ahead or get instant service whenever you’re ready to add an extra layer of credibility to your Bill of Sale today!