How to Make a Receipt for Selling Personal Items (Marketplace, Craigslist, Private Sales)
You just sold your old couch on Facebook Marketplace. The buyer showed up, handed you $300 cash, loaded it in their truck, and drove away. Done deal, right?
Mostly. But what happens if they message you tomorrow claiming the couch was damaged? Or they dispute the payment with their bank if they paid digitally? Or you need to prove where that $300 came from at tax time?
A receipt fixes all of this. And before you think "it's just a used couch, I don't need paperwork" - that's exactly when you need it most. Private sales between individuals have zero automatic documentation. No store records, no payment processor logs, no corporate paper trail. If something goes wrong, it's your word against theirs.
Let me show you how to make a proper receipt for selling personal items - whether it's furniture on Marketplace, electronics on Craigslist, or a car to your neighbor.
Why Personal Item Sales Need Receipts
When a business sells something, there are records everywhere: their inventory system, payment processor, bank statements, accounting software. When you sell your old TV to someone from OfferUp, there's nothing unless you create it.
A receipt protects you when:
- The buyer claims the item was damaged or not as described
- Someone disputes a digital payment (PayPal, Venmo, Zelle)
- You need to prove the item was sold if it's later reported stolen
- Tax authorities ask about income from selling items
- The buyer tries to return an item you sold "as-is"
- There's any disagreement about what was agreed upon
A receipt protects the buyer when:
- They need proof of purchase for insurance claims
- The item needs warranty service (some warranties transfer)
- They want to resell it later and prove ownership
- They need to register the item (vehicles, boats, certain equipment)
Both sides benefit from documentation. Five minutes of paperwork prevents hours of headaches.
What to Include on a Personal Sale Receipt
A receipt for selling personal items is essentially a simple bill of sale. Here's what it needs:
Seller Information:
- Your full legal name
- Address (at least city and state)
- Phone number or email
- Date of sale
Buyer Information:
- Buyer's full legal name
- Address (optional but helpful)
- Phone number or email (optional)
Item Details:
- Clear description of what's being sold
- Serial number, VIN, or other identifying numbers (if applicable)
- Condition (new, like new, good, fair, as-is)
- What's included (accessories, manuals, original packaging)
Sale Terms:
- Sale price
- Payment method (cash, Venmo, PayPal, etc.)
- "Sold as-is" statement (if no warranty implied)
- Any specific agreements or warranties
Signatures:
- Seller signature and date
- Buyer signature and date (important!)
The buyer's signature is crucial for private sales. It proves they agreed to the terms, received the item, and acknowledged the condition.
Step-by-Step: Creating a Personal Sale Receipt
Step 1: Write a Clear Item Description
Be specific. "TV" isn't enough. Include:
- Brand and model
- Size or specifications
- Serial number (photograph the label)
- Color
- Any damage or wear
- What's included
Example:
Item: Samsung 55" 4K Smart TV
Model: UN55TU8000FXZA
Serial Number: 04BC3XY123456
Condition: Good - small scratch on lower right corner of bezel (see photos)
Includes: TV, remote control, power cable, original box
This level of detail prevents "that's not the TV I bought" disputes.
Step 2: Document the Sale Terms
Write exactly what was agreed:
Sale Price: $275.00
Payment Method: Cash
Terms: Sold as-is, no warranty expressed or implied
All sales final, no returns
The "sold as-is" language is important. It means you're not guaranteeing anything about the item's future performance. If the TV dies next week, that's not your problem.
Step 3: Get Both Signatures
This is the part most people skip, and it's the most important part.
A signed receipt proves:
- The buyer acknowledged receiving the item
- They agreed to the condition and terms
- The sale actually happened
Seller Signature: ___________________ Date: ___________
Printed Name: John Smith
Buyer Signature: ___________________ Date: ___________
Printed Name: Sarah Johnson
Ask the buyer to sign. Most people are happy to - it protects them too.
Step 4: Make Copies
Create two copies of the signed receipt:
- One for you
- One for the buyer
If you're writing by hand, use carbon paper or just write two copies. If you're doing this digitally, print two or email them a copy.
Complete Personal Sale Receipt Example
Here's a full example you can adapt:
BILL OF SALE / RECEIPT
Private Party Transaction
Date of Sale: January 18, 2026
SELLER:
Name: John Smith
Address: 456 Oak Avenue, Portland, OR 97201
Phone: (503) 555-0123
Email: john.smith@email.com
BUYER:
Name: Sarah Johnson
Address: 789 Pine Street, Portland, OR 97205
Phone: (503) 555-0456
ITEM SOLD:
Description: Samsung 55" 4K Smart TV
Model Number: UN55TU8000FXZA
Serial Number: 04BC3XY123456
Condition: Good condition with minor cosmetic wear
Small scratch on lower right corner of bezel
Includes: Television, remote control, power cable,
original packaging
SALE TERMS:
Sale Price: $275.00
Payment Method: Cash
Payment Status: PAID IN FULL
This item is sold AS-IS with no warranty expressed or
implied. Seller makes no guarantees regarding the item's
future performance or functionality. Buyer has inspected
the item and accepts its current condition. All sales
are final - no returns or refunds.
SIGNATURES:
Seller: _________________________ Date: ____________
John Smith
Buyer: _________________________ Date: ____________
Sarah Johnson
Buyer acknowledges receipt of item and copy of this
bill of sale.
Receipts for Common Private Sale Items
Furniture Sales
BILL OF SALE
Date: January 18, 2026
Seller: Mike Chen, Portland, OR
Buyer: Lisa Park
Item: West Elm Mid-Century Modern Sofa
Color: Gray tweed
Dimensions: 86" W x 36" D x 34" H
Condition: Good - normal wear, no stains or tears
Slight fading on one arm from sun exposure
Sale Price: $450.00
Payment: Venmo (@mikechen)
Terms: Sold as-is, buyer responsible for pickup/delivery
Seller Signature: _____________ Date: _______
Buyer Signature: _____________ Date: _______
Electronics Sales
For electronics, always include serial numbers:
BILL OF SALE
Date: January 18, 2026
Seller: David Kim, Seattle, WA
Buyer: Rachel Torres
Item: Apple MacBook Pro 14" (2023)
Serial Number: C02XG1234567
Specs: M2 Pro chip, 16GB RAM, 512GB SSD
Condition: Excellent - no scratches, dents, or damage
Battery health: 94%
AppleCare+ expires: March 2026
Includes: Laptop, USB-C charger, original box
Sale Price: $1,400.00
Payment: Cash
Terms: Sold as-is. Factory reset completed,
signed out of all accounts.
Seller Signature: _____________ Date: _______
Buyer Signature: _____________ Date: _______
Vehicle Sales
Vehicle sales need more documentation. This is a simplified receipt - most states have official DMV forms you should also complete:
BILL OF SALE - MOTOR VEHICLE
Date: January 18, 2026
Seller:
Name: Robert Martinez
Address: 123 Main St, Austin, TX 78701
Driver's License: TX 12345678
Buyer:
Name: Jennifer Wong
Address: 456 Elm St, Austin, TX 78702
Driver's License: TX 87654321
Vehicle Information:
Year: 2019
Make: Honda
Model: Civic EX
VIN: 2HGFC2F52KH123456
Odometer Reading: 52,847 miles (actual)
License Plate: ABC-1234
Title Number: 987654321
Sale Price: $18,500.00
Payment: Cashier's check #45678
Seller certifies:
- Vehicle is free of liens
- Odometer reading is accurate
- Title will be transferred to buyer
Vehicle sold AS-IS with no warranty.
Seller Signature: _____________ Date: _______
Buyer Signature: _____________ Date: _______
For vehicles, also complete your state's official title transfer documents. The receipt alone isn't enough.
Collectibles and High-Value Items
For valuable items like jewelry, art, or collectibles:
BILL OF SALE
Date: January 18, 2026
Seller: Thomas Anderson, Los Angeles, CA
Buyer: Maria Santos, Los Angeles, CA
Item: Vintage Rolex Submariner Watch
Reference Number: 5513
Serial Number: 234XXXX (1968 production)
Condition: Original, unpolished, service movement
Documentation: Service records from 2019
Includes: Watch, original box, service papers
Sale Price: $12,500.00
Payment: Bank wire transfer
Transaction ID: WTR2026011812345
Seller warrants: Item is authentic and seller is
rightful owner with authority to sell.
Sold as-is regarding condition. Buyer has inspected
item and accepts current condition.
Seller Signature: _____________ Date: _______
Buyer Signature: _____________ Date: _______
For high-value items, consider meeting at a bank or police station, and using a traceable payment method.
Digital Payment Considerations
Cash is simple - money changes hands, done. Digital payments add complications.
Venmo, Zelle, Cash App
These are essentially instant cash transfers. Once sent, they're hard to reverse. Still document with a receipt:
Payment Method: Venmo
Venmo Username: @buyername
Transaction Amount: $275.00
Transaction Date: January 18, 2026
PayPal
PayPal Goods & Services offers buyer protection, which means buyers can dispute charges. If you're the seller:
- Use "Friends & Family" if the buyer is truly a friend/family
- For strangers, accept that "Goods & Services" fees (about 3%) protect the buyer
- Document the transaction thoroughly in case of disputes
Payment Method: PayPal (Goods & Services)
PayPal Transaction ID: 1AB23456CD789012E
Amount Received: $266.33 (after fees)
Original Price: $275.00
Check or Money Order
Wait for checks to clear before releasing items. Cashier's checks are safer for large amounts:
Payment Method: Cashier's Check
Check Number: 45678
Bank: First National Bank
Amount: $1,400.00
The "Sold As-Is" Clause
"Sold as-is" is your best friend when selling used items. It means:
- You're not guaranteeing the item will work forever
- The buyer accepts the item in its current condition
- No implied warranty exists
- Returns aren't expected
Always include language like:
"This item is sold AS-IS, WHERE-IS, with all faults and without any warranty, expressed or implied. Buyer has inspected the item prior to purchase and accepts its current condition. Seller makes no guarantees regarding functionality, performance, or fitness for any particular purpose."
This doesn't protect you from fraud (you can't sell a broken TV claiming it works). But it does protect you from "the TV died two weeks later" complaints.
Be honest about condition. "As-is" doesn't mean you can lie. It means you're selling the item in its current state, whatever that is. If there are known problems, disclose them.
Special Situations
Shipping Items to Buyers
If you're not meeting in person:
Shipping Information:
Carrier: UPS
Tracking Number: 1Z999AA10123456784
Ship Date: January 18, 2026
Destination: 789 Buyer Street, Chicago, IL 60601
Item ships within 2 business days of payment clearing.
Seller responsible for packaging. Buyer accepts risk
of loss once carrier takes possession.
Insurance: $500 coverage included
Consider requiring signature confirmation for valuable items.
Trades and Partial Trades
If you're trading items plus cash:
TRADE AGREEMENT
Seller trades: PlayStation 5 Console with 2 controllers
Buyer trades: Xbox Series X + $150 cash
Agreed trade value:
PS5 system: $400
Xbox Series X: $250
Cash difference: $150 (paid by buyer to seller)
Both parties agree items are traded as-is.
Seller Signature: _____________ Date: _______
Buyer Signature: _____________ Date: _______
Multiple Items to Same Buyer
List each item separately with individual prices:
Item 1: Coffee table, walnut $75.00
Item 2: End table, matching $50.00
Item 3: Floor lamp, brass $35.00
----------------------------------------
Total: $160.00
Red Flags and When to Walk Away
Sometimes the best protection is not completing the sale. Watch for:
Payment scams:
- "I'll send you a check for more than the amount, just send me the difference" (classic scam)
- Urgency to pay immediately without seeing the item
- Requests to use unusual payment methods
- "My assistant will pick it up"
Stolen item concerns:
- Buyer won't provide name or contact info
- Cash only, no questions asked
- Doesn't want any paperwork
- Seems nervous about documentation
Problem buyers:
- Wants to "test" electronics extensively at your home
- Excessive haggling after seeing the item
- Brings unexpected people to the meetup
Trust your instincts. If something feels off, you can always decline to sell.
Where to Meet for Sales
For safety, consider meeting in public places:
Good options:
- Police station parking lots (many have designated spots for this)
- Bank parking lots
- Coffee shop parking lots (during business hours)
- Shopping center parking areas
For large items that can't travel:
- Have someone else home during the meetup
- Don't let strangers inside alone
- Complete payment outside before they enter
For high-value items:
- Meet at a bank where payment can be verified
- Use a safe transaction service
- Consider an escrow service for very expensive items
Tax Implications
Selling your personal stuff is generally not taxable if you're selling at a loss (which most used items are). You bought the TV for $800, sold it for $200 - no taxable gain.
However:
- If you sell items for more than you paid, that's taxable gain
- If you regularly buy items to resell at profit, that's business income
- Payment apps may report your sales to the IRS (1099-K threshold is $600)
Keep your receipts. If the IRS asks about that $5,000 in Venmo deposits, you'll want to show it was selling old furniture at a loss, not unreported income.
For more on tax documentation, see our guide on which receipts to keep for taxes.
Creating Receipts Easily
You don't need fancy software. Options include:
Handwritten: Just write it out on paper. Make two copies. Works fine for most transactions.
Word/Google Docs: Create a template you can reuse. Fill in the blanks, print two copies.
Receipt generators: Online tools can create formatted receipts quickly. Fill out a form, download a PDF.
Notes app: Even a note on your phone, signed on-screen by both parties, is better than nothing.
The format matters less than the content. Include all the key details, get both signatures, keep a copy.
The Bottom Line
Selling personal items doesn't require a business degree or legal team. A simple receipt with both signatures protects everyone:
- Describe the item specifically - brand, model, serial number, condition
- State the terms clearly - price, payment method, "sold as-is"
- Get both signatures - this is crucial
- Keep copies - for both parties
Most private sales go smoothly. The receipt is for the rare occasions when they don't. Five minutes of documentation can save you from disputes, fraud, and tax confusion.
Next time someone shows up to buy your old laptop or couch, hand them a simple receipt along with the item. They'll appreciate the professionalism, and you'll both have peace of mind.
Now go sell that stuff collecting dust in your garage. Just make sure you get it in writing.