Learn who keeps the bill of sale, why it matters, how it protects both parties, and how to easily create one online using PDF.net.    

The answer to the question, “Who keeps the bill of sale?” is that 

This document proves that a sale took place and helps protect both sides if any issues come up later. So, it doesn’t matter if you are buying a used car or selling equipment; having a signed bill of sale on hand can save you a lot of trouble.

In this guide, we will explain why a bill of sale matters, who needs it, and how long you should keep it. We will also provide tips on how to store and create one with the help of PDF.net.

A bill of sale proves that a transaction took place and protects both the buyer and seller.

This document complements a title but does not replace it; each serves a different legal purpose.

Both parties should keep a copy of the bill of sale for their records to protect themselves in case of any future disputes or prove ownership, as well as for tax or registration purposes.

Retention time varies depending on the type of item, legal requirements, and potential future needs.

The best practices to store physical copies of your bills of sale safely are to keep them in secure places and digitize them for added backup.

Understanding the Bill of Sale: More Than Just a Receipt

This document outlines what was sold, when, to whom, and for how much, and it can apply to almost any personal property transaction.

When it comes to the person who is responsible for the bill of sale, it’s typically the seller who provides the document since they are the ones transferring ownership. However, the buyer can also initiate it if the seller has not prepared one.

A legal bill of sale should include the names and contact details of both parties, a description of the item being sold, the purchase price, the date of the transaction, and the signatures.

Most states need both parties to sign, and some (including Maryland, Montana, Louisiana, Nebraska, New Hampshire, and West Virginia) also require a notary’s signature. So, to make sure you don’t miss anything, 

always check the state-specific requirements

Depending on the item sold, your bill of sale may require additional information as well. For example, a bill of sale for a vehicle will also include a 

, registration number, engine serial number, etc.

Many bills of sale also include an “as-is” clause, which means the item is sold without any guarantees. If a warranty is offered, it should be clearly stated; including these details helps prevent misunderstandings or future disputes.

When it comes to what a bill of sale vs. a title is, the two are not interchangeable, but they often go hand in hand. A title is a 

state-issued document that proves legal ownership and transfers it

 in the eyes of the government. A bill of sale, on the other hand, 

acts as a supporting record of the transfer itself

When a Bill of Sale Is Legally Required vs. Recommended

In many states, a bill of sale is legally required for transactions that include 

, artwork, furniture, equipment, livestock, and real estate

Some states (e.g., New York, Indiana, and Washington) provide a downloadable form through the Department of Motor Vehicles (DMV), while others do not. If your state offers one, use it to ensure all the necessary information is included.

, so books or clothes can probably go without one. Still, creating it anyway is a good idea, as it helps prevent any confusion about ownership later on. Besides that, it can also show compliance with local laws and be useful for tax purposes.

If a dispute arises over who owns the item, when it was sold, or for how much, 

a bill of sale can serve as written proof of the transaction

. Courts often accept it as supporting evidence in small claims cases, especially when other records are missing.

It can also help parties resolve issues related to insurance, registration, or tax reporting. For instance, if a vehicle was sold but the title transfer was delayed, the bill of sale can confirm when the buyer took possession.

In addition, it protects sellers from liability after the sale. If the item causes damage or becomes involved in a legal issue, the seller can use the bill of sale to show they are no longer responsible.

Who Should Keep the Original Bill of Sale?

If you’re wondering who keeps the bill of sale—the buyer or seller—when the transaction is complete, the answer is 

Bill of Sale as the Buyer’s Essential Proof of Ownership

Why is a bill of sale important for buyers? It is simple; it shows that they have acquired the item legally, and this is especially important when the item is of high value and has to be registered. Therefore, if there are ever questions about ownership, a bill of sale can be considered clear proof.

It is also useful when buyers need to prepare for a resale or sort out their taxes; essentially, it is a record of purchase, which may be required in the future for various purposes.

Bill of Sale as the Seller’s Protection Against Future Liability

Sellers need a copy of the bill of sale, too, because it includes the information about the time when the item was sold and confirms that they no longer possess the item. If it is damaged or misused later on, the bill of sale protects the seller from being held responsible. For instance, with a vehicle bill of sale, the seller will not have to worry about tickets or claims, even if there are any issues with the title later on.

When Both Parties Should Retain Original Documents

It is always best if both parties have a signed bill of sale.

 If not, one party can scan it, convert it to a PDF file, and share the digital version with the other party.

seller have access to the original document, they can rest assured their rights are protected and that there’s a layer of security in case anything comes up.

Document Retention Periods: How Long to Keep Your Bill of Sale

Besides knowing who keeps the bill of sale, you need to know how long to keep it. Unfortunately, there is no single answer, as this 

depends on the type of item sold and whether there are other legal considerations

For vehicles like a motorbike, car, trailer, or boat, it is a good idea to keep the bill of sale for as long as you are in possession of the item. 

If you are the seller, at least 4–5 years

 will suffice, as it covers the typical period for issues like unpaid fines or registration errors.

Nevertheless, for peace of mind, you can hold onto the bill of sale permanently to prove you are no longer the legal owner if any issues arise.

You can keep the bill of sale for things like 

electronics, tools, and appliances for 1–3 years

. Additionally, if you have a warranty for the item, don’t get rid of the bill of sale until that period passes. For more expensive equipment, such as that used for business, a bill of sale will be helpful for tax and insurance purposes, so you should keep it a bit longer.

The bill of sale is typically used in conjunction with the deed and title in real estate transactions to document the transfer of included items, such as furniture. Therefore, it is best to 

, as it may come in handy if there are tax claims or legal disputes about what came with the property.

After creating and signing a bill of sale, it is important to keep it safe. Let’s see how you can do so:

store your bill of sale in a secure place

, like a filing cabinet or fire-resistant box. Don’t forget to label your folders by year or item type to stay organized, and make duplicates in case the original gets lost or damaged.

Digital Backup Strategies for Important Papers

A smart way to create a reliable backup is to 

scan and digitize your paper records, including your bills of sale. 

Once you do this, you can store them on your computer, a USB, or a cloud platform.

An even simpler way to do it is to use PDF.net, where you can upload your bill of sale, lock it to prevent changes, and share it whenever you need. This way, tracking and organizing your documents is effortless, even if you regularly handle sales or purchases.

When to Involve Professionals in Document Management

seek help from a lawyer or accountant for business-related items or items with legal obligations

. With large purchases, like a house or yacht, professionals can help you manage records and advise you on how long to keep them. Moreover, they may also help you draft bills of sale to meet state-specific requirements.

Create Your Bill of Sale Effortlessly With 

Wondering how to get a bill of sale? The process is simpler than you might think with PDF.net, so here are the general steps to create one yourself:

Full legal names and contact details (for both parties)

Terms and conditions, like “as-is clause,” warranty, etc.

If you don’t want to write a bill of sale from scratch, you can find a template online and 

 with our software if it’s in Word format. Then, you can use our 

 to change the text easily. A bill of sale can also be handwritten, but a digital version is often cleaner and easier to store.

Both the seller and buyer should sign. If you are unsure whether a bill of sale needs to be notarized, too, check your state’s requirements.

 Each party should keep a signed copy. Additionally, if you have a vehicle bill of sale, you may need another copy to submit to your local DMV upon registration.

. Remember to keep it in a secure place. For physical copies, consider a fireproof safe; when it comes to digital copies, you can easily encrypt your PDFs and password-protect them with our tools.

Knowing who keeps the bill of sale can be beneficial for both the buyer and seller, as each party should have a copy to stay protected when questions or issues come up later.

If you want to create, store, share, and sign your PDFs, including your bill of sale, digitally, PDF.net makes it easy. Remember, a couple of minutes to do this now can save you 

#1. Can a bill of sale be handwritten, or must it be typed?

. However, it still needs to contain all the necessary details and both parties’ signatures. It might also be the simpler option for many, but a typed version is usually seen as more professional.

#2. What happens if I lose my bill of sale?

you should try to get a copy from the other party

. For those related to vehicles, you can consult your 

#3. Do I need to notarize my bill of sale?

You do not need to notarize your bill of sale

 your state or the type of transaction explicitly requires it. For instance, notarization is mandatory in Louisiana, Maryland, Montana, Nebraska, New Hampshire, and West Virginia.

#4. Can I use a single bill of sale for multiple items?

you can use a single bill of sale for multiple items

 but remember to be as specific as possible when listing each item, its price, description, etc., to avoid confusion.

Learn who keeps the bill of sale, why it matters, how it protects both parties, and how to easily create one online using PDF.net.   

Who Keeps the Bill of Sale? Buyer & Seller Obligation Explained 

Learning how to sign documents on Android is convenient and easy, reducing paperwork and helping you enhance your file credibility.

Signing documents on Android is convenient because you can do it anywhere, no computer or printer needed.

In this article, we will present you with 

the easiest way to add a digital signature on Android

, discuss the benefits of this method, and explain how to solve common issues that may arise during the process. We’ll show you how to sign documents on Android using 

, a secure online tool that supports PDFs, Word files, images, and more.

How to Sign Documents on Android with PDF.net

To sign documents on Android with PDF.net, you need to visit our website, upload your file, create and position a signature, and download the new document version. It’s a 

 of signing PDFs without printing on Android, and it is also available in other text and image formats.

Let’s learn more about the signing process:

#1. Open the Website and Upload Your Document

, click the drop-down menu on the top-right, and choose the signing tool. Tap the 

 and select the document from your storage. Our software also supports formats such as DOC, DOCX, JPG, and PNG.

 your signature, as well as adjust its size, style (available for typed signatures), and color using the toolbar. These options automatically appear on the screen once you add a signature.

 and tap the signature to select it. You can then move the signature anywhere on your document to position it.

Once you’re satisfied with your signature and its position, you can save your file by tapping the 

 button in the top-right corner. The download process will start automatically after this and last for several seconds.

You should sign documents on Android because this process is 

. Also, signing documents electronically on Android means fewer physical copies and paperwork.

; all you need is this type of device and a reliable signing tool. Moreover, the process is not complicated, as you can type your name or handwrite your signature with your finger or using a stylus, as well as add a ready-made signature from your storage.

In addition, adding signatures electronically

, as you can have the same types of physical documents and signatures in a digital form. This is both eco-friendly and suitable for long-distance collaboration.

Lastly, signing documents on mobile or tablet devices is as legitimate as adding a traditional or 

. Even though they are not identical to traditional ones, 

if created according to specific standards (consent, identity verification, etc.).

3 Tips For Creating Secure Digital Signatures

Creating secure digital signatures requires paying special attention to the software and network type you use, as well as to safety standards that ensure the signature's protection and validity.

Choosing reliable electronic signature apps for Android is one of the most important aspects of having secure signatures. This is because not all signing tools allow you to meet all the legal signature criteria.

Specifically, what you should be looking for are online mobile tools or apps that create an e-signature while ensuring the signer’s 

Plus, you should also use high-end apps for digital signatures, featuring 

 elements such as audit trails, mathematical algorithms, 

, and timestamps. Even though electronic and digital signatures differ in some respects, both can be legitimate 

Public Wi-Fi networks are a common threat to users’ devices and data, as they are not well protected. Obviously, you should avoid such a network type when creating electronic signatures since you risk getting malware, data theft, or your signing attempt resulting in an error.

private internet connection or a virtual private network (VPN)

. Also, your internet connection should be stable and have a decent upload and download speed.

 is a good layer of protection, regardless of whether you have an online or a mobile app account. This safety protocol implies confirming your login process by receiving an SMS or email code and typing it into the login field.

This way, even if someone knows your sign-in password, they cannot access your account without verification, meaning that 

Troubleshooting Common Issues When Signing PDFs on Android

Signing documents on Android may not always be smooth, as there may appear app, file compatibility, and signature creation problems. Let’s examine the 

Your electronic files can take various formats, some of which the signer tools may not support. To prevent this, you can 

convert your file to a widely used format

 (e.g., Word, PDF, JPG) and use designated software (e.g., Android PDF signing apps) to add a signature.

Even more, if you already have a file with a supported signature format, but prefer a different one, you can also transform your document to a format that suits you better. For instance, if your preferred format is PDF, you can 

Receiving the error message saying that the app has stopped working will interrupt your signing process. There are many reasons why this can happen, but you can try the most common ways to resolve it, including:

Using another app verified on Google Play

Another, not-so-common reason for app crashes can be using oversized files. If the app cannot load your file, it may completely shut down, or your device may automatically turn off the Android process. To avoid this, you can 

If you cannot see your signature after signing documents on Android, you should

 and see if you did everything correctly. This is because you may forget to save the signature or accidentally tap the undo button before downloading your file.

Also, some online signature tools and apps allow you to add a signature but not save it unless you have 

. Additionally, the same signature scenario can also happen if you use low-quality signing software.

, thinking that it’s a standard one, but you may not see it on your file; you can only check its presence via metadata. In such cases, you can remove it and use a visible one instead, or keep it after ensuring that it is there.

Sign Documents on Android Seamlessly with PDF.net

 to your PDF, Word, and image-based documents easily on PDF.net. No matter which Android phone or tablet you use, you can access our online 

 and use simple but highly secure tools to sign your files with zero hassle.

 before and after adding signatures. For instance, if you receive a notification that your Word, image, or PDF file size limit is surpassed after signing the document, you can use the compression software to resize the document.

handy tools, and get valuable information that can simplify many PDF editing-related processes

To make a signature in Android, you can use an 

. All you need to do is upload your file, select the signer tool, create your signature, and place it on your document, after which you can download it.

Yes, it is safe to sign PDFs on your phone, but only if you use secure software. For instance, PDF.net provides 

 with equal legal force as traditional ones.

#3. What file formats can I sign using PDF.net?

 file formats using PDF.net. Additionally, if you have a file in a specific format but want to change it, you can use other tools we offer to convert it to your preferred format.

How to Sign Documents on Android (PDFs, Word, and More)

Explore the key differences between electronic and digital signatures—security, regulations, usage, and how to choose the right one.

The difference between electronic and digital signatures is that the former is

, while the latter involves more elements and advanced security measures.

There’s been an ongoing debate about whether a digital signature is the same as an electronic signature, and the answer to that is no. While it may be easy to mix up these two terms (electronic vs. digital), the difference between the two signature types is significant.

Knowing how these signatures differ can help you choose the right type and sign your documents properly. Let’s get started!

The key difference between electronic and digital signatures includes 

E-signatures are simpler than digital signatures—you can add them using text or PDF editors, whereas you need software with Public Key Infrastructure for digital ones.

Both signatures are valid in various regions around the globe; electronic ones are more common in the US, whereas digital signatures are more widespread in Europe and India.

Most regulatory acts demand digital signatures for more confidential files (e.g., wills and investments) and e-signatures for risk-free documents (e.g., time-tracking company statements).

Electronic signatures are marks on documents presented in an electronic form. Their purpose is to show a signer’s consent to specific document stipulations, offering a modern alternative to the traditional 

Before becoming officially legal, such signatures were used in the 19th century in telegraphed messages, mainly for signed autographs. As technology progressed, they have become easier to create and have obtained two main forms:

—a common example of an electronic signature, which you can create by typing your name using a text document reader and positioning it within a file.

—you can sign a document with it either by using a special font that looks like handwriting or by signing your file manually, scanning the signature, and placing it within the document.

Due to their nature, electronic signatures are not highly secure, as adding them does not involve special safety protocols. This further means that e-signatures 

. For instance, redacting PDFs or Word files will delete their signature, which is one of the many ways to 

 and whether merely typing your name is an electronic signature. The answer to that question is yes. Specifically, this way of document signing is

 of the most widespread international regulations.

Digital signatures are highly secure document elements by which a signer officially agrees to specific conditions. They ensure the signer’s identity (using 

) and that the document remains intact during and after the signing process.

Firstly, you can create a digital signature using software with 

 or mathematical algorithms and a timestamp.

Then, the entire document undergoes encryption, which makes it 

 without decrypting it first. During encryption, private and public keys are generated. The signer encrypts the file with the private key and shares the public key with the receiver to decrypt it. Together, encryption and decryption make 

In addition to cryptography, digital signatures are based on 

, a set of processes and regulations that enable encryption and document signing.

PKI involves digital certificates, providing security by recognizing

. With such certificates, you can secure your WiFi, Virtual Private Network (VPN), and other types of connections, web pages, or systems that support multi-factor authentication (MFA).

A digital signature isn’t about handwriting or typing, it’s defined by the use of cryptographic keys and digital certificates. Typing a name or using a stylus 

, but unless it’s backed by PKI, it’s still an 

Electronic vs. Digital Signatures: Critical Differences

There are many differences between an electronic and a digital signature, as they imply different 

usage, security levels, and regulatory requirements

Let’s take a closer look at these electronic and digital signature differences:

One of the main differences between electronic and digital signatures lies in their security levels and protocols.

As said, electronic signatures do not feature any high-end safety measures, and you can edit or remove them. If you want to secure your files further, you can opt for a file format that allows for additional protection layers (e.g., PDF).

password-protect PDFs or encrypt PDF documents 

to ensure that only the receiver can access and use the file. Similarly, you can prevent modification by making your PDFs non-editable.

With digital signatures, you won’t have to use additional tools to secure your documents, as they come with built-in features such as 

encryption, audit trails, and cryptography

. This means that no one but you and the file recipient can access it, let alone alter it.

Lastly, another outstanding feature of digital signatures is automatic identity verification, which is not an integral part of electronic signatures. This feature detects a user’s IP address and tracks their activity (typing, cursor movement, etc.) using audit trails, ensuring that the signer is who they say they are.

Additional differences between electronic and digital signatures, besides security, are 

. The main reason is the complexity of the signature and the services you can get from both.

For example, you can find tools for creating e-signatures almost anywhere (text and PDF online and offline readers and editors). On the other hand, only designated software can make digital signatures.

While e-signature tools may be easier to find, the signatures you can create with them are not as secure as the ones you can get using digital signature software. This further means that digital signatures are less affordable than electronic ones.

Finally, most users find it equally easy to create these signatures. This is because both of them require you to know how to use a text or a 

. The only extra step is that you need to streamline cryptography (encryption and decryption) for digital signatures.

Blog

Who Keeps the Bill of Sale? Buyer & Seller Obligation Explained

How to Sign Documents on Android (PDFs, Word, and More)

Differences Between Electronic & Digital Signature + Usage Tips

Is It Safe to Send Documents via Email? Tips for File Protection

Are Online PDF Editors Safe? What Most Users Don’t Know

How to Post a PDF on Instagram: 4 Simple Methods That Work

How to Make PDFs Interactive: From Static to Stunning

How To Split a PDF File Into Multiple Files Fast and Easy

How to Edit PDF Files on Your Mobile: Edit PDFs Anywhere