An equipment bill of sale is a document that records the sale of machinery, electronics or heavy equipment from a seller to a buyer. It lists the item, the price, how the price is paid and the details of both parties. People use it for everything from a lawn mower or a computer to a skid steer, a forklift or farm machinery.
Last Updated: October 2026. This guide is reviewed and updated regularly to reflect current law. If you notice an error or outdated information, please contact us.
A bill of sale lends credibility and legal validity to the transfer of ownership, encapsulating all pertinent details about the purchased item, such as its production year, serial number, and condition. This document essentially functions as a legally binding contract that outlines the purchase price and the mutually agreed-upon obligations of the parties involved. Consequently, it fosters a sense of security for both the seller and the buyer, ensuring their rights are well-protected in the transaction.
| Document Name | Equipment Bill of Sale Form |
| Other Names | Farm Equipment Bill of Sale, Machinery Bill of Sale |
| Avg. Time to Fill Out | 10 minutes |
| # of Fillable Fields | 56 |
| Available Formats | Adobe PDF, Microsoft Word |
| Often used in | Texas, Georgia, Oregon, Florida, and Alabama |
| Often used for | Kitchen equipment, complex machinery, musical instruments, outdoor equipment, staging equipment, storage solutions, fax machines, agriculture machinery, and power and office tools. |
Creating a bill of sale from scratch may appear daunting to some, given the legal complexities involved. However, a well-crafted document, complete with all relevant details and conditions, acts as a bulwark against potential legal disputes and misunderstandings.
FormsPal offers many bill of sale forms for different kinds of sales, including equipment. The equipment form comes as a Word (.docx) file and as a PDF. Download the form that fits your needs, fill in the requisite information, and add your signature to validate the transaction legally.
The online form builder lets you answer a few simple questions and customize the document further.
Selling equipment goes more smoothly when you follow a clear sequence. Prepare the item, advertise it, agree on a price and finish with a signed bill of sale that both sides keep.
Clean the equipment, fix small problems and gather any manuals and service records you have. Buyers lean toward items that look well maintained or nearly new.
Take clear, high-quality photos and list the item on as many platforms as you can. Include the key details about the equipment and your contact information. Platforms like EquipmentTrader are ideal for showcasing your equipment.
Buyers often try to bring the price down, so be ready for it. Know your bottom-line price and leave a little room in your asking price to make the deal attractive.
A transaction is legally recognized once the bill of sale form is filled out and signed. Both the buyer and seller should retain a copy of this legal document to safeguard their interests. The bill of sale for your equipment should include the following details:
This bill of sale suits most machinery and gear that a seller can point to and identify, from a skid steer or a tractor to a laptop or a welder. The Description part of the form holds the details of the item, and the buyer and the seller both sign the finished bill to record the sale. Sellers use it for items like these:
In each case the seller and the buyer fill in the Description part with enough detail that anyone who reads the bill can tell which machine changed hands. A car, a truck, a trailer or a boat has its own page. See the motor vehicle bill of sale, the trailer bill of sale or the boat bill of sale for those sales.
It also helps to agree on the price before you sit down with the form. Compare similar listings for the same make, model and age, and note the hours of use. A buyer who sees the evidence behind your asking price tends to negotiate with less back and forth, and the sale closes sooner.
This walkthrough follows the FormsPal Equipment Bill of Sale template, from the date line at the top of page 1 to the acknowledgment block on page 4. Each step names the part of the form it covers. Fill in the parts in the same order, and use the sample screenshots to see where each answer goes.
The screenshots under each step show the FormsPal Equipment Bill of Sale template filled with sample entries in blue, so you can see where each answer goes. The names, addresses, dates and amounts are examples only.
Write the date the bill of sale is made on the DATE line at the top of page 1.
Enter the seller’s details in the five lines of this part:
Enter the buyer’s details in the five lines of this part:
Write the seller’s name and the buyer’s name in the two blanks of the sentence that begins paragraph 3.
Fill in these lines, then add anything else that identifies the equipment under Other Information:
On page 2, write the sale date and year on the purchase date line, then the total purchase price in U.S. dollars.
If you want to record whether taxes are included in the price, add a short note under Other Information in step 5.
Tick the box for payment all at once on the purchase date, or the box for a deposit. For a deposit, enter the deposit amount and date, and the date the balance is paid in full.
Tick one box:
If you tick Check, write the check number in the space.
Review the standard terms, ensuring both parties understand them. Typically, these terms affirm the seller’s ownership and legal right to sell the equipment and confirm that the bill of sale’s details are accurate. The buyer acknowledges the equipment is sold in an “as-is” condition and accepts responsibility upon completion of the sale.
Then the seller and the buyer each sign, date and print their name on their own line.
While the buyer’s signature is usually optional, it’s recommended to have both parties sign the document for added security.
If you use witnesses, each witness signs on page 3, adds the date and prints their name. The form has room for two witnesses.
Having one or two witnesses present during signing can also be beneficial.
If you want the document notarized, take page 4 to the notary public or other officer. The state and county, the date, the officer’s name and title, the signer’s name and the officer’s signature and seal go on this page.
Notarizing the bill of sale offers additional legal protection. However, this step is typically optional and dependent on your jurisdiction’s requirements.
Selling a skid steer, a forklift or a farm tractor raises the same practical questions each time. These short answers cover what to write, how to fill in the form and what to do after you sign.
Use the Description part of the form and fill in these lines:
Look for the serial number on the maker’s plate or label.
Yes. Click Create My Document at the top of the page, answer a few questions and save your progress. You can also download the PDF or Word file and fill it in yourself.
Tick the deposit box and enter the deposit amount, the deposit date and the date the balance is paid in full. Add any other payment details you agreed on under Other Information.
Make a copy for the seller and a copy for the buyer, and store yours with the purchase records. A photo or scan of the signed pages also works as a backup.
The Description part has room for one machine. For a sale of several items, fill in a separate form for each one, or list every item with its own make, model and year in Other Information.
Name each attachment next to the main machine in Other Information, for example a bucket, a set of forks or a trailer that comes with the sale. The buyer then sees exactly what the price covers.
Run through three quick checks before you sign:
General information, not legal or tax advice.
