Used Machinery Bill of Sale Template
A bill of sale is the short document that proves a machine changed hands, on what terms and with what promises. For used CNC machines, presses and other plant equipment, a clean bill of sale protects the buyer on title and the seller on condition. Fill in the form and export it to PDF or Word.
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Used Machinery Bill of Sale Template
Bill of Sale
Date of sale: 2026-10-20
Seller: Northfield Tooling Inc., 1200 Industrial Way, Dayton, OH 45402 Buyer: Precision Parts Works LLC, 88 Mill Road, Greenville, SC 29601
1. Equipment sold
The Seller sells and transfers to the Buyer the following equipment: 2016 Haas VF-4 vertical machining center, serial number 1145872.
Included items: Chip conveyor, 4th axis rotary table, tool setter, operator manual, 30 tool holders.
2. Price and payment
Purchase price: USD 48,500.00.
Payment terms: Wire transfer cleared before release of equipment. Title and risk of loss pass to the Buyer only after the full price has been received in cleared funds and the equipment has been released at Seller plant, Dayton, OH.
3. Condition
Basis of sale: As is, where is. The Buyer confirms it has had the opportunity to inspect the equipment, review its records and ask questions. Except as written in this document, the Seller gives no warranty of merchantability, fitness for a particular purpose or condition, to the extent the law of State of Ohio allows.
4. Title
The Seller states that it is the lawful owner of the equipment, has the right to sell it, and that it is free of liens, security interests and encumbrances. The Seller will provide a written lien release from any lender that held a security interest before or at the time of release.
5. Removal, rigging and compliance
The Buyer is responsible for rigging, transport, installation, electrical connection, guarding and safety compliance at its own site. The Seller will disconnect utilities and drain fluids only as agreed in writing. The Buyer is responsible for any import, export or sales tax due on the transaction.
6. General
This document is governed by the law of State of Ohio. It is the whole agreement on this sale and can be changed only in writing signed by both parties.
| Item | Seller initials | Buyer initials |
|---|---|---|
| Serial number matches nameplate | ||
| Controller and options verified | ||
| Lien release received | ||
| Manuals and keys handed over |
Signatures
This template is a starting point, not legal advice. Sales tax, title registration, security interest searches (for example a UCC search in the US), and import rules vary by jurisdiction. Have counsel review before signing high value sales.
Link purchased assets to your ERP
Optional: ask how bills of sale and serial numbers can feed your fixed asset register automatically.
Optional. The tool and every export work without this. No spam.
How to use the template
Enter both legal entity names exactly as they appear on registration documents, then the make, model, year and serial number copied from the machine nameplate, not from the advert. List accessories separately because disputes about tool holders, conveyors and manuals are common. Pick the condition basis that matches the negotiated deal, set the governing law, and export. Print two copies and sign both. Attach the nameplate photo and any lien release to your copy.
- Copy the serial number from the physical nameplate
- List every accessory, option and software license included
- Agree who disconnects utilities and who rigs
- Keep the signed copy with the asset record in your ERP
What each clause does
The equipment clause fixes exactly what is sold. The price clause links the transfer of title to cleared funds, which stops a buyer from taking a machine on a bounced payment. The condition clause is where as-is wording lives; buyers often accept as-is when the price already reflects condition, but should insist on inspection before release. The title clause is the one that matters most to the buyer: a seller who does not own free of liens cannot give clean title, and a lender may follow the machine.
Worked example
A shop buys a 2016 vertical machining center for USD 48,500. The seller still owes a bank on the machine. The bill of sale requires a lien release before the machine leaves the plant. The buyer pays by wire, receives the release, checks the serial number against the nameplate and signs the initials table. The fixed asset is then created with the serial number, purchase price and in-service date, which also supports depreciation and insurance records.
Common mistakes
Frequent problems are wrong entity names, missing serial numbers, no lien check, silent accessory exclusions, and no statement of who carries risk during transport. Cross-border sales also need export classification, because some machine tools are controlled. Do not treat this form as a substitute for a security interest search on high value equipment.
Frequently Asked Questions
Is a bill of sale enough to transfer ownership of a machine?
In most places a signed bill of sale together with payment and delivery transfers ownership for ordinary equipment. Titled assets and some regulated equipment need extra registration. Check local rules and look for liens before paying.
What does as is, where is mean?
It means the buyer takes the machine in its current condition at its current location, with no promise about performance. It does not remove the seller's duty to have good title, and the exact effect depends on local law.
Should the serial number be on the document?
Yes. The serial number ties the paper to one physical machine, supports insurance and depreciation records, and helps resolve disputes about substituted equipment. Always read it from the nameplate.
Do I need a lawyer?
For low value equipment a clear bill of sale is often enough. For high value machines, equipment with lender interest, or cross-border sales, have counsel review it. This template is a starting point only.
If you want machine purchase records, serial numbers and asset data pulled from your ERP into documents like this automatically, Netray can help build that on your own systems.
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