Free Trailer Bill of Sale Form (Word) | Buying & Selling Guide

A Trailer Bill of Sale Form is a document that records all the transaction and ownership details necessary for the sale of the trailer. In addition, this form puts the necessary accounting proofs along with the working condition of a trailer in a recorded document.

The purpose of the trailer bill of sale form benefits all parties involved- the buyer and the seller. If you are selling a trailer, a trailer bill of sale form will give you leverage when a tussle for ownership of the vehicle ever arises. If you are the buyer, the trailer bill of sale form will serve this purpose and serve well during the registration of the vehicle.

To sell any trailer, the seller needs to get acquainted with pertinent trailer details such as the VIN. The VIN (Vehicle Identification Number) is a seventeen-digit trailer identification number formulated to keep owners conversant with the date and place of production of the trailer. This identification number is included in the Manufacturer’s Certificate of Origin. Still, if you lack one, it is seen in front of most trailers, close to an axle, or on the back of the trailer.

How to Use a Trailer Bill of Sale Form

Using a trailer bill of sale form is a simple task for anyone who reads and writes. However, trying to follow up with the bill when served may be difficult if you have never encountered how the bill works.

Following this guide, using a trailer bill of sale form for a trailer becomes an easier task:

Step 1: Get information on the vehicle

All information and details about previous transactions and purchases made for the trailer should be garnered and thoroughly assessed to avoid a future dispute.

Some useful information you need to pay more attention to include:

  • The motor/vehicle description: details about the type of the trailer to be purchased (as a buyer), the serial number, horsepower, the fuel type, empty weight, Vehicle identification number(VIN), and trailer model are the important factors to consider and should be noted down.
  • Purchase price of the trailer
  • The working condition of the trailer
  • Vessel description: all details about the condition, type, hull material, HIN, and other essential information of an attached vessel are to be put into consideration.

This information is vital so that the buyer and seller can come to a fair compromise on the actual worth of the trailer to avoid any conflict arising in the future.

Step 2: Review the state requirements for the vehicle

Because the rules guiding the transfer of ownership of a trailer differs with location, ensuring you comply with your location’s protocols is necessary. While some states may permit the transfer of ownership of every kind of trailer, a few may have rules concerning transferring trailers that have an empty weight of about 100,000 pounds. Also, most states require trailer owners to sign the trailer bill of sales form in the presence of witnesses. Usually, all requirements that differ across state borders are listed on every location’s DMV office and website.

Step 3: Signing the trailer bill of sales form

For every reliable business, having paperwork to validate the agreement of both parties is a requirement.

Therefore, for the trailer bill of sale form, the details expected following the signature are:

  • The buyer’s signature with the printed name of the buyer to go with the signature
  • Seller’s signature and name
  • The signature of witnesses of the buyer and seller of the vehicle
  • Date of sales and signing of the bill in mm/dd/yyyy format.

Step 4: Acknowledging the notary public

A notary public is a public officer appointed by law to serve the public in issues related to financial transactions and businesses done within the confines of the state.

After recognizing and witnessing all the needed signatures, the notary will stamp the trailer bill of sales form with a seal.

Step 5: Register with your location’s department of motor vehicles

The last step to completing the transfer is registration of the vehicle and every sales tax with the local licensing office under the Department of Motor Vehicles. If the trailer has been previously used, the intending buyer has to get the ownership completely transferred to him (the buyer) by the seller before applying to DMV for registration of the vehicle.

Most states ensure that newly acquired trailers are fully registered within 5 and 30 days; else, operation of the trailer within the state outside of the set timeframe predominantly based on governing rules of the state is prohibited. To register the trailer in the DMV, you as an owner will need the registration application letter, a bill of a sales form, the title of ownership, and every sales tax of the trailer.

Upon completion of the registration, both parties (buyer and seller) shall have no commitment to one another concerning the purchase after the vehicle has been fully registered without any challenges encountered.

What Should a Trailer Bill of Sales Form Include?

Following are the things that a trailer bill of sales form should include:

Date and location of sales

The date and location of sales of the trailer are one of the first pieces of information found on the top of the trailer bill of sales form. In addition, the appropriate date of the completion and signing of the bill is recorded to properly report the actual period of transfer of ownership of the vehicle.

The location of the sales of the trailer should be included in the form. Also, specific laws that apply to the location sales of the vehicle should be strictly adhered to.

Information on the parties involved

To ensure all data of the buyer and seller is legitimate, it is greatly advised all parties provide a genuine means of identification, usually one issued by the government (a national ID card, valid passport, active driver’s license, etc., will serve).

The primary data of the concerned parties to be included in the trailer bill of sales form include:

  • Seller’s name: The seller is the person who owns the trailer with paperwork to prove ownership, hence acquiring the power to sell the trailer and transfer ownership once the buyer reaches a payment consensus. Appropriate documentation must accommodate this information if the sellers are more than one or the trailer belongs to a business. All the names of the sellers involved should be provided.
  • Seller’s address: The current mailing address of the seller should be provided and cross-checked to check its viability and if it matches the address provided.
  • Buyer’s name: The buyer describes the person with the intent of purchasing the trailer and should be identified with the exact names and details recorded.  For more than one buyer or a business buyer, the right kind of documentation should be written, and the buyer’s status accurately recorded.
  • Buyer’s address: an active mailing address of the buyer should be provided to go with the name and other details of the buyer.

Usually, more information of the buyer and seller will be required, depending on the kind of trailer bill of sales form prepared. Nevertheless, all the required data of all concerned parties should be filled in from a legitimate source.

The vehicle description

A proper description of the vehicle should be written accurately in the trailer bill of sales form. In addition, all qualities of the trailer being sold must be identified and adequately documented.

These qualities should be grouped as:

  • The Vehicle identification number (VIN): This is a 17-figure sticker usually found in front of the trailer or at other positions where it can easily be seen. Once identified, the digits are written on the document.
  • Weight of the empty trailer, year, and color: The empty weight of the trailer refers to the aggregated weight of the vehicle when it’s not carrying an extra load. This weight is usually found written alongside the VIN. Trailers without the empty weight written on them are calculated by subtracting the gross vehicle carrying capacity from the gross vehicle weight rating (Max GVCC- GVWR).

The year the trailer was produced and the color upon sales should be included in this section of the trailer bill of sale.

  • Information on the axles: the number of axles it has, the width, length, and description of the kind of axles.
  • Model and type: The type and model of trailer sold after a thorough inspection have been carried out by experienced persons is documented under this section.


All taxes incurred in purchasing the trailer are included in the form if these taxes are still owed.

The mode of exchange

Different forms of exchange materials are being used to substitute the trailer.

Checkboxes are created for most of the known modes of exchange used, some of which include:

  • Cash payment: Checkbox statements have been provided for payments made in cash. If the buyer remitted a said amount or part in cash, the amount given in cash should be recorded and the cash checkbox selected.
  • Trade: If hardware or another vehicle is exchanged for the trailer, the box labeled trade should be ticked. If this is chosen, the item is exchanged for the trailer, and the current value is listed.
  • Payment via gifts: if the seller transfers ownership of the trailer without requiring anything in return, the gift Checkbox should be ticked. However, the amount of the trailer’s recent worth is written alongside this ticked option.

Transfer of authorization

This section of the trailer bill of sale includes the finalizing signatures, dates, and details of all parties involved and their witnesses.

Free Form

Trailer Bill of Sale Form

    What to Consider When Buying or Selling a Trailer

    A trailer is needed to transport large objects, vehicles, and vessels via the road. The trailer bill of sales form is essential for the buyer and the seller as it records the necessary details of all transactions made in purchasing the trailer. For this, definite considerations have to be effectively dealt with before the transfer of ownership of the trailer is completed.

    Essential factors to consider are :

    Considerations about the purchases and transactions made

    The money made from the sale of a trailer is a fundamental prerequisite in the sale. The details of the transaction need to be recorded.

    For an effective transaction to be made on the trailer,

    The bill of sale form must contain:

    • The signature of both buying and selling party
    • The total amount of the trailer in the local currency used (preferably in US dollars)
    • A detailed description of the trailer, its models, and other properties will need to be put on paper
    • the date of sale and delivery of the trailer to its new owner.

    Considerations for the seller

    For the seller to sell the trailer without dispute arising, the seller should:

    • Prep the trailer bill of sales form using only blue or black ink to print. Printing the form with another color of the ink may be a disaster.
    • Clearly write the correct description of the trailer.
    • As much as possible, avoid cancellations, omissions, and errors.
    • Sign the form and give the original copy of the form to the buyer.
    • Abide by the state rules in transferring ownership. Most states will need the seller to sign the form before a notary public.

    Considerations for the buyer

    To avoid the occurrence of crying foul, the buyer must:

    • Ensure the trailer bill of sales forms completely proves the new owner.
    • Make sure all rules were obeyed before signing the trailer bill of sales form. If it is required to sign in front of a notary public, it should be done.
    • Prepare the form with the seller. If the trailer was owned by more than one owner, all owners should sign separately.
    • A copy of the signed form, preferably the original copy, should be obtained as it serves with or without the receipt, the kind the payment made to the seller.

    It is very important to know that unless deemed necessary by the laws of the state, the signature of the notary public is not compulsory.

    Related: Motor Vehicle Bill of Sale Forms

    Tips to Help Sell a Trailer

    Following are some tips to help sell a trailer:

    Identify the type of trailer to be sold

    Since different trailers are available for various purposes, the type of trailer to be sold is assessed and properly documented.

    Every trailer will usually fall into one of these categories:

    • Vehicle carrying trailers

    Single/multiple carrying vehicle trailers
    Open/ close

    • Hauling trailers

    Farm animals

    • Flatbed trailers


    •  Enclosed dry-van trailers

    Not refrigerated

    Knowing the type of the kind of trailer to be sold will help get certain facts about the vehicle right – the length, year since existence, number of axels, max weight, and other descriptions necessary for repairs if required, or to catch the interest and meet the criterion of a prospective buyer.

    Repair and paint if necessary

    After analyzing the type of trailer to be sold, making repairs to spoiled parts of the trailer is vital to retain its worth and a prospective buyer. Clear dirt and debris from the trailer, repaint rusted parts before selling.

    Valuate the trailer

    if everything is kept in place, evaluating the trailer’s worth is the next line of action. Trailers come in different sizes to suit their functions, and based on usefulness, a trailer may differ so much from another from the same manufacturing company. The value of the trailer is based on its function and, to an extent, the manufacturing brand. To effectively tell the value of a trailer, a comparison can be made to similar trailers in your region.

    Choose the location of sales

    Picking a good location for the sales of the trailer is necessary, as vehicle rules differ from place to place. Also, the location of the sale is an essential requirement in the trailer bill of sales form. In choosing the best location, ensure the trailer to be sold is totally in conformity with the guiding principles of the location.

    Come up with a great ad

    Take good pictures of the trailers highlighting those showing the superior features of the trailer interested buyers will be impressed with. When paired with a wonderful ad and posted on online or offline platforms, prospective buyers who frequent these pictures will amass serious buyers. Some online platforms you may want to try are the eBay trailer page,, and other popular online platforms. Some trailer-specific websites to put up those ads include,, and so on. Ads are also done with newspapers and local magazine companies.

    Meet prospective buyers

    Meet with potential buyers with the hope of selling at your collated value of the vehicle. When meeting with these prospective buyers, ensure the purchasing persons are serious about buying and if they are within the jurisdiction to own a trailer by asking the necessary questions. Also, be sure the buyer has the necessities to purchase the trailer.

    Be open to a compromise on the price

    Depending on the value of the trailer and other obligatory paperwork to follow, be open to negotiations on the trailer. However, the trailer should not be underpriced in the course of negotiation. The price of the trailer lies on the kind of documentation done on the trailer by the seller and if parts of the trailers were replaced, repainted, or repaired currently. Naturally, this increases the cost of the trailer.

    Suppose the seller lacks the transaction records and receipts of the trailer from previous replacements done. In that case, any intending buyer will underprice the trailer as there is nothing to validate the genuineness of the trailer.

    Fill the bill of sales form

    If the price of the trailer has been agreed on with the prospective buyer, the form should be filled diligently with the correct information of both parties.

    Other information considered essential in filing a trailer bill of sales form includes:

    • The trailer details, the VIN, model, year of make are considered necessary in the bill of sale form.
    • The seller’s name and address
    • The buyer’s name and address
    • The buying price
    • Date of sale, etc.

    Both parties should ensure the trailer bill of sales form is filled with a recognized mode of identification.

    Inform concerned government institutions

    Organizations and institutions involved with vehicles should be alerted on the transfer of ownership and new documentations made if need be. For a previously used trailer, the seller needs to fully transfer all existing paperwork before a reregistration with the new owner can be done. An unregistered trailer is usually barred from operating on major roads. Registration of the vehicle with the State’s Department of Motor Vehicles is the first registration that must be done.

    Frequently Asked Questions

    Why is VIN a necessary addition to a trailer bill of sale form?

    The VIN comprises the year of production as well as the unique identification code of every trailer. Including the VIN solely describes the kind of trailer being purchased.

    When do I need a trailer bill of sales form?

    A trailer bill of sales form is necessary for all parties. As the seller, you need it to record details of transactions made on the trailer. As the buyer, proof of ownership is needed in writing to validate your ownership of the trailer.

    What do I do after completing the trailer bill of sales?

    After completing the bill of a sales form, the trailer needs to be registered with a recognized registering body such as the state’s department of motor vehicles. If the registration process isn’t completed within 5-30 days as stipulated by the state, operation within the state will be considered unlawful after the state’s set time of registration.

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