Free Equipment Bill of Sale Template

An equipment bill of sale is a written record that transfers ownership of equipment from a seller to a buyer. It confirms the terms of the sale and helps both parties avoid confusion or disputes later.

This document is commonly used for high-value or business-related equipment and includes details that matter for ownership, insurance, financing, and tax records.

Equipment commonly covered by this type of bill of sale includes:

• Construction equipment, such as excavators, skid steers, and bulldozers.
• Farm and agricultural equipment, including tractors, balers, and combines.
• Industrial and warehouse equipment, like forklifts and generators.
• Landscaping and forestry equipment, such as chippers and mulchers.
• Specialized or commercial machinery used in business operations.

In many cases, putting the sale in writing is essential. Under the Uniform Commercial Code Section 2-201, sales of goods worth $500 or more generally require a written agreement. An equipment bill of sale helps meet this requirement.

An equipment bill of sale helps prove ownership by showing that the buyer paid for and received the equipment. However, some equipment may also require additional documents, such as registration or a certificate of title, depending on the item and your state.

Even when other paperwork is involved, a bill of sale is often required to complete registration or update records, making it an important part of the transfer process.

A clear equipment bill of sale should spell out the transaction details so there is no guesswork later. Include:

• Buyer and seller information: Full legal names and addresses.
• Equipment description: Type, model, serial number, and identifying details.
• Condition and status: Working condition and any known issues.
• Sale price: Total amount paid and whether tax is included.
• Payment method: Cash, bank transfer, or other agreed method.
• As-is language: Whether the equipment is sold with or without warranties.
• Signatures and date: Signed by both parties.

For general personal property sales, you can also use our bill of sale template and customize it for your transaction.

Follow these steps to create an equipment bill of sale that’s clear, accurate, and easy to use later.

Step 1 – Identify the Buyer and Seller

List the full legal name and address of both parties. You may also include phone numbers or email addresses in case questions come up after the sale.

Step 2 – Describe the Equipment

Describe the equipment in enough detail that it can’t be confused with another item. This is especially important for high-value machinery.

• Equipment type and intended use.
• Brand, model, and serial or identification number.
• Hour meter or usage reading, if applicable.
• Overall condition and operational status.
• Included attachments or accessories.

Step 3 – Document the Sale Terms

Clearly state the sale price and how payment will be made. If the equipment is sold as-is or without warranties, include that language so expectations are clear.

If the equipment is subject to financing or a lien, those issues should usually be resolved before ownership transfers.

Step 4 – Sign and Finalize the Document

Both parties should sign and date the bill of sale. Each party should keep a copy for their records. A signed document can be helpful for accounting, insurance, and future resale.

Not usually. Most equipment bills of sale are valid with signatures alone.

However, notarization may be recommended for high-value equipment or required by certain lenders or agencies. If you’re unsure, check your local requirements before finalizing the sale.