Titles and paperwork by state
What your state needs before a donated vehicle can be sold
Title rules are set by each state and they change. Rather than fifty pages that go stale, here are the six patterns that cover every situation we see, with the states that fall under each. Call (888) 228-7320 and we will confirm exactly what yours needs.
The six patterns, and which states follow them
Title required, standard transfer
Most states. You sign the title in the seller or transferor section, we handle the rest. If the title is lost, the registered owner applies for a duplicate, which typically takes one to four weeks.
Applies in: Alabama, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, District of Columbia, Florida, Georgia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Hampshire, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, Virginia, Washington, West Virginia, Wisconsin, Wyoming, Alaska
Notarized signature required on the title
A notary must witness your signature when you sign the title over. Bring photo identification. We will tell you before pickup if this applies, and in some cases the driver can meet you at a notary.
Applies in: Arizona, Kentucky, Louisiana, Montana, North Carolina, Oklahoma, Pennsylvania, Wyoming, Ohio (in some counties)
A separate bill of sale or release of liability is expected
In addition to the title, the state expects a bill of sale or a release of liability filed by you, which protects you from anything that happens to the vehicle afterwards.
Applies in: California, Hawaii, Idaho, Maryland, Nebraska, Nevada, New Hampshire, New York, South Dakota, Washington, West Virginia, Wyoming
Older vehicles may be exempt from titling
Vehicles above a certain age are sometimes transferable on a bill of sale and registration alone. The cut-off varies from 10 to 25 model years. This is common for older trucks, motorcycles and trailers.
Applies in: Alabama, Arkansas, Connecticut, Georgia, Maine, Mississippi, New Hampshire, New York, Rhode Island, South Carolina, Vermont, Virginia
Trailers are frequently exempt below a weight threshold
Many states title only trailers above a stated gross weight, commonly between 1,000 and 4,000 pounds. Below it, registration or a bill of sale is enough. Homemade trailers may need a state-assigned VIN.
Applies in: Arizona, California, Colorado, Florida, Georgia, Illinois, Indiana, Kansas, Maine, Michigan, Minnesota, New Hampshire, North Carolina, Ohio, Oklahoma, Pennsylvania, South Carolina, Texas, Vermont, Virginia, Wisconsin
Off-road machines are usually not titled at all
ATVs, UTVs, dirt bikes and snowmobiles are commonly registered rather than titled, or not registered at all. A bill of sale, an OHV decal or a notarized affidavit of ownership is generally what establishes ownership.
Applies in: All states, with variation. A handful do title UTVs and street-legal machines.
These groupings are a guide to the paperwork conversation, not legal advice, and states do change their rules. Your state's motor vehicle agency is the authority, and we confirm the current requirement before any pickup.
If you cannot find the title
This is the most common paperwork problem and it is usually solvable. In most states the registered owner can apply for a duplicate title, which takes between a few days and about four weeks depending on the state and whether you apply in person. The fee is modest.
- Duplicate title. The standard route when the title existed and was lost. You apply as the registered owner.
- Bonded title. Where ownership is provable but no title can be produced, some states issue a title backed by a surety bond.
- Court-ordered title. For long-stored vehicles with a broken ownership chain, a few states use a magistrate or court order.
- Affidavit of ownership. Standard for equipment, trailers and off-road machines that were never titled. Notarized, with the VIN or serial number.
- Abandoned vehicle process. If the vehicle is not yours, this is the route, and it is a process you complete before donating rather than one we can complete for you.
Untitled construction and farm equipment is a different matter entirely and not a problem: those machines are never titled anywhere, so a bill of sale, an MSO or a fleet asset record is the norm.
Liens, loans and lenders
A recorded lien has to be released before a vehicle can be sold, even one paid off years ago that nobody thought to clear. Lenders issue a lien release letter on request, and for a paid-off loan it is usually straightforward. For an open loan, the payoff comes out of the sale proceeds if the vehicle is worth more than the balance.
Aircraft are the case to watch: liens are recorded federally with the FAA and remain on record until formally released, so we check the registry early. Boats can carry yard, dockage or storage liens, which must be cleared from proceeds before sale.
Estate and inherited vehicles
An executor or personal representative can donate a vehicle from an estate, supported by letters testamentary, a small-estate affidavit, or whatever your state issues. The receipt and Form 1098-C are made out to the estate.
Where the estate has already been distributed and the vehicle transferred to an heir, the heir donates it as owner in the ordinary way. If the title is still in the deceased's name and no estate was opened, your state's process for transferring on death applies, and we can point you to it.
What you do after pickup
- Remove the plates unless your state requires them to stay with the vehicle.
- Cancel the registration with your motor vehicle agency.
- File a release of liability if your state uses one.
- Notify your insurer and cancel the policy on that vehicle.
- Keep the pickup receipt until Form 1098-C arrives.
Giving Center files the transfer notification so the vehicle stops being your responsibility, but canceling your own registration and insurance are steps only you can take.
Title questions
How long does a duplicate title take?
Between a few days and about four weeks, depending on the state and whether you can apply in person. We can schedule pickup for when it arrives, or in some cases pick up the vehicle and hold the sale until the paperwork is complete.
Can I donate a vehicle titled to someone else?
Only with legal authority to transfer it, such as an executor's appointment or a power of attorney. A family member cannot donate a vehicle titled to another living person.
Does the title need to be notarized?
In several states, yes. We will tell you before pickup, and in some cases the driver can meet you at a notary.
What if my name changed since the title was issued?
Sign as the name appears on the title and be ready to show the document that connects the two names, such as a marriage certificate or court order.
Do I need a title for a tractor or an excavator?
No. Those are not titled in any state. A bill of sale, an MSO, dealer paperwork or an asset record is what buyers and auction houses expect.
My trailer never had a title. Is that normal?
Very. Many states title only trailers above a weight threshold. Registration, a bill of sale, or a notarized affidavit of ownership is normally enough.
We will confirm your state before pickup
One call settles the paperwork question. Nothing gets scheduled until we both know what is needed.
Giving Center does not provide tax, legal or financial advice. Donations are deductible to the extent allowed by law. See IRS Publication 526, Publication 561 and Publication 4303, and consult a tax professional.