Selling a car can feel like stepping into uncharted territory. Whether you’re upgrading to something newer or simply need to part ways with your faithful ride, having the right paperwork makes all the difference between a smooth transaction and a potential headache later on.
A well-crafted sale letter protects both you and the buyer while creating a clear record of the transaction. These letters serve as your shield against future disputes and your proof that everything was handled properly from start to finish.
Sample Letters of Sale of Motor Vehicle
These ten carefully crafted letters cover different scenarios you might encounter when selling your vehicle. Each one offers a unique approach to help you handle your specific situation with confidence.
1. Basic Vehicle Sale Confirmation Letter
Subject: Sale Confirmation for 2018 Honda Civic
Dear [insert recipient’s address],
This letter confirms the sale of my 2018 Honda Civic, VIN 19XFC2F59JE012345, to you on March 15, 2024. The agreed purchase price of $18,500 has been paid in full via cashier’s check.
The vehicle is sold as-is with no warranties expressed or implied. All maintenance records and the clear title have been transferred to your name. The odometer reading at the time of sale was 45,230 miles.
Thank you for your prompt payment and smooth transaction.
Sincerely, [sender’s name and title]
2. Detailed Private Party Sale Letter
Subject: Complete Sale Documentation – 2020 Ford F-150
Hello [recipient’s address],
What a pleasure meeting you yesterday and finalizing the sale of my 2020 Ford F-150! This letter serves as our official record of the transaction completed on April 8, 2024.
Here are the key details we agreed upon: The truck (VIN 1FTEW1EP5LKE67890) sold for $32,000 cash. You inspected the vehicle thoroughly and accepted its current condition, including the minor scratch on the rear bumper we discussed. The truck has 28,750 miles and comes with all original manuals, two sets of keys, and recent service records.
I’ve signed over the title and provided you with the bill of sale. The vehicle is now officially yours, and I wish you many happy miles ahead.
Best regards, [insert sender’s name and role]
3. Family Member Sale Letter
Subject: Vehicle Transfer Within Family
Dear [recipient’s address],
Since you’re heading off to college next month, Mom and I decided it’s time to officially transfer ownership of the 2017 Toyota Camry to you. This letter documents the sale completed today, August 20, 2024.
The car (VIN 4T1BF1FK8HU123456) is being sold to you for $1 as a symbolic transaction between family members. The actual value is approximately $16,500, but we want you to have reliable transportation for school. The odometer shows 67,890 miles, and the car has been well-maintained with regular oil changes every 5,000 miles.
We’ve transferred the title and updated the insurance. Drive safely and call if you need anything.
Love, [sender’s name and relationship]
4. Business Fleet Vehicle Sale
Subject: Fleet Vehicle Disposal – Unit #247
To [insert recipient’s address]:
ABC Delivery Services hereby confirms the sale of Fleet Vehicle #247, a 2019 Chevrolet Express Van (VIN 1GCWGBFG5K1234567), to your company on September 12, 2024. The final sale price of $28,750 reflects the negotiated amount after your inspection.
This vehicle served our delivery operations for four years and accumulated 89,540 miles. All scheduled maintenance was performed according to manufacturer specifications. The van includes commercial shelving units and a backup camera system installed in 2020.
Our accounting department will process the title transfer within three business days. The vehicle warranty expired in 2022, and no implied warranties accompany this sale.
Professionally yours, [insert sender’s name and position]
5. Restored Classic Car Sale Letter
Subject: Sale of Restored 1967 Mustang Fastback
Dear [recipient’s address],
After months of correspondence and your patient wait, the restoration of my 1967 Mustang Fastback is complete and ready for its new home. This letter confirms our agreed sale price of $45,000, with your deposit of $5,000 applied and the remaining $40,000 due upon delivery.
The restoration took eighteen months and included a complete engine rebuild, new interior, and professional paint job in the original Acapulco Blue. Every component was either restored to original specifications or replaced with period-correct parts. The vehicle now shows 127,890 miles on the odometer, though the engine and transmission are essentially new.
Documentation includes photos of the restoration process, receipts for all parts and labor, and authentication of the original VIN 7R02C123456. The car comes with its original owner’s manual and Marti Report confirming its factory specifications.
This Mustang represents countless hours of passion and craftsmanship. I know you’ll treasure it as much as I have.
Enthusiastically, [sender’s name and designation]
6. Urgent Sale Due to Relocation
Subject: Quick Sale – 2021 Subaru Outback
Hi [insert recipient’s address],
Thanks for responding so quickly to my Craigslist ad! My job transfer to Seattle got moved up unexpectedly, and I need to sell my 2021 Subaru Outback before I leave town next week.
The car (VIN 4S4BTABC5M3456789) has only 15,670 miles and still smells new inside. I bought it last year and barely drove it thanks to working from home. Everything is under warranty until 2027. The sale price of $26,500 is firm since I’m already taking a loss to sell quickly.
I’ve got all the paperwork ready including the clean title, warranty booklets, and maintenance records. The car passed inspection last month and doesn’t need anything. You seemed like the perfect buyer when we talked, and I’m glad it’s going to someone who will appreciate it.
Hope to hear from you soon, [sender’s name and contact info]
7. Motorcycle Sale Letter
Subject: Sale of 2019 Harley-Davidson Street Glide
Dear [recipient’s address],
Completing the sale of my 2019 Harley-Davidson Street Glide Special today brings mixed emotions. This bike (VIN 1HD1KBM17KB123456) has been my weekend companion for the past three years, but a recent back injury means it’s time to find it a new rider.
The sale price of $22,500 reflects the bike’s excellent condition and the $3,200 in extras I’ve added. These include Vance & Hines exhaust, stage one air cleaner, LED lighting package, and a premium sound system. The bike has 18,940 miles and has never been down or damaged.
All maintenance was performed at the authorized Harley dealer, and I have every service record. The bike comes with two helmets, riding jacket, and the bike cover. You’ll also get the original parts I replaced if you ever want to return it to stock configuration.
Ride safe and enjoy every mile, [insert sender’s name and designation]
8. Salvage Vehicle Sale Letter
Subject: Sale of Vehicle with Salvage Title
To [recipient’s address]:
This letter confirms the sale of my 2016 Nissan Altima (VIN 1N4AL3AP8GC123456) with full disclosure of its salvage title status. The agreed purchase price of $8,500 reflects the vehicle’s history and current condition.
The car was declared a total loss by insurance in 2021 following hail damage. I purchased it from the insurance company and had all bodywork professionally repaired. The mechanical components were never affected, and the car runs perfectly. It has passed state inspection and is legal to drive.
You inspected the vehicle thoroughly and accepted its condition and title status. The car shows 78,450 miles and comes with repair documentation and current inspection certificate. No warranties are provided with this sale.
Thank you for understanding the unique circumstances of this transaction.
Sincerely, [sender’s name and role]
9. Consignment Sale Letter
Subject: Consignment Sale Completion – 2020 BMW X3
Dear [insert recipient’s address],
Elite Auto Consignment is pleased to confirm the successful sale of your 2020 BMW X3 (VIN 5UX2V2C59L1234567) on behalf of our client. The vehicle sold for $38,750 after being on our lot for six weeks.
Per our consignment agreement, we retained our 8% commission of $3,100, leaving a net payment of $35,650 for the vehicle owner. The buyer was pre-approved for financing and completed their purchase yesterday afternoon.
The transaction included a 30-day limited powertrain warranty that we provide on all vehicles under 50,000 miles. The BMW had 23,890 miles and was in exceptional condition throughout the sales process.
We appreciate the opportunity to represent your vehicle and achieve this successful outcome.
Best regards, [insert sender’s name and title]
10. Estate Sale Vehicle Letter
Subject: Estate Vehicle Sale – 1985 Cadillac DeVille
Dear [recipient’s address],
As executor of the Johnson estate, I’m writing to confirm the sale of the 1985 Cadillac DeVille (VIN 1G6CD6987F1234567) that belonged to my late father. The car sold for $4,200 on October 30, 2024, following your inspection and test drive.
Dad owned this car for twenty-two years and maintained it meticulously in his garage. It shows 89,670 miles but runs like a much newer vehicle. The interior is pristine, and the exterior shows only minor age-related wear. All original documentation including the owner’s manual and service records accompany the sale.
The estate needed to liquidate Dad’s assets, but I’m happy knowing the car went to someone who appreciates its character and history. Dad would be pleased that his Cadillac found an owner who sees its value beyond just transportation.
The title transfer is being processed through probate court and should be complete within ten business days.
With appreciation, [sender’s name and executor designation]
Conclusion: Vehicle Sale Documentation
Creating a proper sale letter protects everyone involved and provides peace of mind long after the transaction ends. These templates give you solid starting points, but remember to customize each letter based on your specific situation and local requirements.
The right documentation turns a potentially stressful experience into a straightforward business transaction. Keep copies of everything, and both you and your buyer will benefit from having clear, written proof of your agreement.