What Goes on a Buyer's Order
A line-by-line look at the Buyer's Order: parties, vehicle, price, trade-in, fees, taxes, deposit, required state wording, and signatures.
Last checked November 14, 2026
What the Buyer's Order is
The Buyer's Order is the document that spells out the deal in writing: who is buying, what they are buying, what they will pay, and on what terms. It is usually the first thing signed once the buyer and dealer agree on numbers, and it ties together every other form in the jacket.
A clear Buyer's Order protects both sides. It stops the argument about what was agreed, and it gives you a record if the state ever asks. This is general information, not legal advice. Your state may require specific wording, so confirm with your dealer board.
The parties and the vehicle
- Dealership name, address, phone and dealer license number
- Buyer name and address, and any co-buyer
- Date of the deal and the salesperson
- Year, make, model, trim, color and VIN
- Stock number and odometer reading at delivery
- New or used status, and whether the vehicle is a demonstrator
The price section
The money section should read top to bottom so the buyer can follow the math. Keep the order consistent from deal to deal, so nothing gets buried.
| Line | What it shows |
|---|---|
| Cash price of the vehicle | The agreed selling price before anything else |
| Trade-in allowance | What you are giving for the trade, if any |
| Lien payoff on trade | Amount owed on the trade, which comes out of the allowance |
| Dealer fees | Documentation fee and any other fees, itemized |
| Government fees | Title, registration and plate fees as the state sets them |
| Sales tax | Calculated under your state's and locality's rules |
| Deposit | Money already paid toward the deal |
| Balance due | What the buyer still owes at delivery |
Trade-in details
When there is a trade, record its year, make, model, VIN, mileage and the lien holder with payoff amount and good-through date. Say clearly who is responsible for paying off the lien. Many states give a tax credit for the trade-in value, so the order should show the trade allowance as its own line so the tax math is visible.
Required state wording
Most states require some language on the order. It might be a notice about the as-is status, a statement about the buyer's right to cancel or not, or a note about odometer, title, or lien disclosures. Some states require specific type size or placement.
Do not copy a form from another state or from a dealer friend. Use wording that is current for your state, and review it once a year. If your order does not carry the required text, the order itself can become a compliance problem.
Deposits and signatures
If the buyer leaves a deposit, say whether it is refundable and under what conditions, and give a receipt. Disputes over deposits are among the most common problems at independent lots. Write the terms down in plain language before you take the money.
Both buyer and dealer sign and date. If there is a co-buyer, they sign too. Hand the buyer a copy, and keep the original in the deal jacket. Never let a customer sign a blank or partly filled order.
Common mistakes
- Leaving off the lien payoff on the trade, so the numbers do not tie out
- Fees that are not itemized or that differ from what was quoted
- Missing co-buyer name and signature
- Using an old template that lacks the current state wording
- Changing the price by hand after signing without both parties initialing
How a dealer management system helps
DMS Apex builds the Buyer's Order from the deal, with each state's required wording, and handles deals with trade-ins, lien holders and co-buyers. It also prints the deposit receipt, Buyers Guide, odometer disclosure and As Is notice, all in black and white. DMS Apex covers all 50 states and DC for $28 a month flat, with a 15-day free trial.
Common questions
Is a Buyer's Order the same as a purchase contract?
They serve a similar purpose. The Buyer's Order documents the deal terms, and it is often used alongside any finance or retail installment paperwork. Ask your state or attorney how they fit together.
Do I need to put the doc fee on the order?
Yes, itemize every fee. Some states cap or regulate documentation fees and require specific disclosure, so check your state's rule.
What if the deal changes after the buyer signs?
Prepare a new order, or have both parties initial the change. Do not alter a signed order without the buyer agreeing.
Run your lot, deals and paperwork in one place
DMS Apex is $28 a month with a 15-day free trial. It prints your state's forms and works out your state's tax.
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