A Virginia general bill of sale is a flexible document for transferring personal property that does not have its own title — farm equipment, restaurant fixtures, electronics, jewelry, livestock, business inventory, collectibles. It establishes who sold what to whom, on what date, for what price, and in what condition, which becomes critical for tax records, insurance claims, and any future dispute. Virginia's 5.3% retail sales and use tax (plus regional add-ons in some areas) generally does not apply to casual private sales, but use tax can apply to large purchases, and the bill of sale is the primary record either way.
A general bill of sale works for furniture, tools, equipment, or any personal property — but only if written correctly. Our step-by-step guide shows exactly what language to include so the document holds up if there is ever a dispute. Read: How to Write a Bill of Sale (Step-by-Step) →
Virginia General Bill of Sale — What You Need to Know
Virginia Department of Motor Vehicles (for vehicles); Virginia Department of Taxation (for sales tax)
Primary ID Field
Serial Number
Sales Tax
0.053%
Title Required
No
A general bill of sale documents the transfer of personal property that does not require a state title — equipment, tools, electronics, livestock, furniture, collectibles, business assets. For titled property (cars, motorhomes, boats), use the property-specific bill of sale and file the appropriate Virginia DMV or DWR forms.
Inspection
Not required
Sales Tax Details
Tangible personal property sold by a Virginia retailer is subject to the 5.3% state retail sales and use tax plus any locality add-on (Northern Virginia, Hampton Roads, and Historic Triangle have additional regional rates). Casual private-party sales of used goods are generally not taxed at point of sale, but use tax may apply to large purchases.
Exemption: Sales between immediate family, garage-sale-scale casual sales, and qualifying agricultural or manufacturing transfers may be exempt from sales and use tax.
Inspection Requirements
No state inspection applies to general personal property. Buyers are responsible for verifying condition, authenticity, and the absence of liens (especially for business equipment, where a UCC search is wise).
Virginia General Sale — Step-by-Step Checklist
Describe the property in detail: make, model, serial number, color, condition, included accessories
List the price, deposit, and any installment terms; specify "as-is" unless a warranty is given
Include the date of sale and the printed names, addresses, and signatures of both parties
For business-asset sales, run a UCC lien search through the Virginia State Corporation Commission
Notarize the bill of sale for high-value items or when the parties do not know each other
Keep digital and paper copies; both parties should retain originals signed in ink
For livestock or large agricultural equipment, attach any health certificates, inspection reports, or service records
Common Pitfalls
Vague descriptions like "John's tractor" that fail to identify the asset by serial number
Skipping a UCC lien search on used business equipment and inheriting a secured creditor's claim
Not specifying "as-is" and being pulled into a warranty dispute over a used item
Forgetting that Virginia use tax can apply to high-dollar private purchases brought into the state
Losing the only signed copy and having no proof of ownership when an insurance claim arises
Assuming a verbal handshake covers livestock or equipment — Virginia courts will look for the written record
Pro Tip
A clear, signed bill of sale costs nothing and protects both parties from disputes, tax surprises, and lien problems for years to come.
Virginia General Bill of Sale — FAQs
When do I really need a bill of sale in Virginia?
Any time ownership of meaningful personal property changes hands. For titled assets (cars, motorhomes, boats), Virginia DMV or DWR requires a bill of sale alongside the title transfer. For untitled property — tools, equipment, livestock, electronics, furniture, jewelry, business assets — the bill of sale is often the only written record that proves you own the item. It also supports insurance claims, tax basis calculations on later resale, and inheritance documentation. Even small-dollar private transactions benefit from a one-page document signed by both parties.
Does a Virginia bill of sale need to be notarized?
Notarization is not legally required for most personal property bills of sale in Virginia, but it is highly recommended for higher-value items, business-asset purchases, livestock, and any transaction between parties who do not know each other. A notary verifies the signers' identities and the date, which makes the document harder to challenge later. Virginia notaries are widely available at banks, UPS Stores, and AAA branches for under $10. If the property is later titled (boat, off-road vehicle in another state), a notarized bill of sale often satisfies foreign-state requirements where a plain document would not.
Do I owe Virginia sales tax on a private-party purchase of used equipment?
Usually no, but it depends. Virginia's 5.3% state retail sales and use tax (plus higher rates of 6% to 7% in Northern Virginia, Hampton Roads, the Historic Triangle, and a few other regions) applies to retail sales by registered Virginia merchants. Casual sales between private parties — selling your old riding mower or used office desk to a neighbor — are generally not subject to sales tax. However, the buyer technically owes use tax on out-of-state purchases brought into Virginia and on certain private high-value transactions. The Virginia Department of Taxation publishes guidance and the bill of sale is the primary record either way.
How do I check whether used business equipment in Virginia has a lien?
Run a UCC-1 financing-statement search at the Virginia State Corporation Commission. Most used commercial equipment — printing presses, restaurant ovens, machine tools, farm tractors over a certain value — was financed at some point, and a perfected lien follows the asset until released. Buying without a UCC search means you may inherit a secured creditor's right to repossess. The Virginia SCC website allows free UCC searches by debtor name. Spend ten minutes on it before paying. If a lien shows up, ask the seller for a UCC-3 termination statement before closing the deal.
How long should I keep a Virginia bill of sale?
At least seven years for personal property and indefinitely for high-value or business assets. Seven years covers federal and Virginia state tax statute-of-limitations windows and most product-liability and warranty claims. For business equipment that you depreciate on Schedule C or a corporate return, keep the bill of sale as long as you own the asset plus seven years after you sell or scrap it — it is your basis documentation. Scan everything to a cloud folder; physical copies get lost in moves, fires, and floods, and a digital backup costs nothing.