The Hawaii County DMV Odometer Disclosure Statement is the legal record that states the exact mileage on a vehicle’s odometer at the moment ownership changes hands, and every person who sells, gifts, or transfers a vehicle on the Big Island must complete it. On Hawaiʻi Island this disclosure most often lives in two places: the back of the Hawaii Certificate of Title and the separate Bill of Sale, Form CS-L(MVR)40, with an Odometer Correction Statement available when something needs to be fixed.
Getting this small block of boxes wrong carries a heavy price. Federal law treats a false odometer entry as fraud, and the penalty can reach $10,000 per violation plus possible jail time, which is why the National Highway Traffic Safety Administration (NHTSA) tightened the rules in 2021. About 450,000 vehicles are sold each year with rolled-back odometers nationwide, costing buyers more than $1 billion, so Hawaiʻi County reviews these forms closely.
Here is what you will learn in this guide:
- 🚗 What the Hawaii odometer disclosure does and exactly who must sign it
- 📋 Every box on the form explained in plain English, line by line
- ✍️ Three real seller scenarios walked through from start to finish
- 🏝️ Where to file in Hilo and Kona, the fees, and the proof to keep
- ⚠️ The mistakes that void a title and how to avoid odometer fraud charges
What the Form Is and Who Must File It
The Hawaii County Odometer Disclosure Statement is a sworn statement of mileage that the seller gives the buyer when a vehicle changes owners. It is required by federal law under the Truth in Mileage Act and 49 CFR Part 580, and it is enforced locally by the County of Hawaiʻi Vehicle Registration and Licensing Division. The disclosure is built into the assignment section on the back of the Hawaii Certificate of Title, and it also appears on the CS-L(MVR)40 Bill of Sale used across the islands.
The person who must file it is the seller, also called the transferor. This includes private owners selling a used car, dealers, people gifting a vehicle to family, and anyone settling a vehicle from an estate. The buyer, called the transferee, must also sign to confirm they received the disclosure. Both signatures are what make the statement legally complete.
Not every vehicle needs a disclosure. Under the 2021 NHTSA rule change, vehicles from Model Year 2011 and newer must carry an odometer disclosure for 20 years from their model year. Model Year 2010 and older vehicles follow the old 10-year rule and are now exempt. Vehicles over 16,000 pounds gross weight and most vehicles 10 model years old or older under the prior rule are also exempt, but when in doubt, fill it out anyway.
This statement matters because the State of Hawaii will not transfer the title to the new owner without it. A blank or altered odometer block can stop the transfer at the counter. Worse, a false reading exposes the seller to civil suits and federal charges, so accuracy protects both parties.
Before You Start: Documents and Information You Need
Gather everything before you write a single number, because a rushed entry is the most common cause of a voided title in Hawaiʻi County. The odometer block sits inside larger documents, so missing one item can stall the whole transfer.
- The original Hawaii Certificate of Title. The disclosure is printed on the back; without the original, the County cannot process the transfer and you may need a duplicate title first.
- The current odometer reading. Walk to the car and read the exact number on the dash; a guessed number that does not match the buyer’s later reading triggers a fraud flag.
- The vehicle’s Year, Make, Model, and Body Type. These must match the title exactly, because a mismatch makes the County reject the form.
- The full Vehicle Identification Number (VIN). The 17-character VIN ties the mileage to the correct car; one wrong digit voids the document.
- The seller’s full legal name and address. It must match the name printed as the registered owner on the title, or the signature will not be accepted.
- The buyer’s full legal name and address. The buyer signs the disclosure, so you need their legal details before the meeting.
- The date of sale. The disclosure must show the exact date ownership transfers, since this starts the buyer’s transfer deadline.
- A blue or black ink pen. Hawaii titles warn that any alteration or erasure voids the title, so pencil or correction fluid is never allowed.
- A notary, if signing the title assignment. Many Hawaii County transfers require the seller’s and buyer’s signatures to be notarized, so plan to sign in front of a notary.
- The sale price. The Bill of Sale that often carries the disclosure also records the price for tax purposes.
If any item is missing, stop and get it first. A missing original title forces an Application for Duplicate Certificate of Title, which adds days. A missing or wrong VIN is the single fastest way to have the form bounced back.
Where to Get the Form and How to Access It
The odometer disclosure already exists on the back of your Hawaii Certificate of Title, so most sellers do not download anything extra. When you need a standalone version, the County of Hawaiʻi Bill of Sale and transfer forms are posted on the Vehicle Registration and Licensing Division website. The Bill of Sale, Form CS-L(MVR)40, Rev. 9/10, contains the federal odometer disclosure language and is accepted statewide.
You can also pick up paper copies in person at the County’s satellite offices in Hilo and Kona, where staff can hand you the current version. This is the safest route if you are unsure which form applies, because clerks confirm the revision date on the spot.
If you need to fix a mistake after signing, you need the Odometer Correction Statement rather than a fresh disclosure. Oʻahu calls this Form CS-L(MVR)70, and Maui County uses the DMVL583 Odometer Correction Statement; Hawaiʻi County accepts an equivalent correction statement through its VRL offices. Always confirm the revision date printed on the form, because an outdated version may be refused.
Because the disclosure is part of the title and Bill of Sale, you should never copy the odometer block onto a blank sheet of paper. The County matches the disclosure to the official document, so a homemade form will not transfer the title.
Step-by-Step: How to Fill Out the Hawaii Odometer Disclosure Line by Line
The disclosure is a short block, but each line is a sworn legal statement. Fill it out in blue or black ink, print clearly, and never erase. Below is each field in the order it appears on the Hawaii title assignment and the CS-L(MVR)40 Bill of Sale.
1. Vehicle Year, Make, and Model
This field asks for the basic identity of the car whose mileage you are reporting. Copy the Year, Make, and Model exactly as they appear on the front of the Hawaii Certificate of Title, using all capital letters where possible. For example, Keoni Akana writes 2018 TOYOTA CAMRY because that is the wording printed on his title.
A common edge case is a vehicle with a trim or body style not shown on the title; in that case, match the title rather than the manufacturer’s marketing name. The most common mistake here is pulling the model from memory instead of the title, which creates a mismatch that makes the County reject the form. Many people believe the odometer block stands alone and the vehicle details do not matter, but the County cross-checks every field against the title, so an inconsistent Make or Model stops the transfer.
2. Vehicle Identification Number (VIN)
This field asks for the unique 17-character code that identifies your exact vehicle. Write all 17 characters of the VIN exactly as printed on the title, double-checking each letter and number, and do not add spaces or dashes. For example, Leilani Cabral enters 1HGCM82633A004352 by reading it digit by digit off her title.
A frequent edge case is confusing the letter O with the number 0 or the letter I with the number 1, since VINs use specific characters. The most common mistake is transposing two digits, and the direct consequence is that the mileage gets tied to the wrong vehicle, voiding the disclosure and the title. People often think the VIN on the dashboard is enough, but you must copy the VIN from the title itself, because the County matches the form to its own records.
3. Odometer Reading (No Tenths)
This field asks for the exact number of miles showing on the dashboard right now. Write the whole number only, with no tenths, no commas if the form has no comma space, and no estimates; read it directly from the dash before you sign. For example, Marcus Silva records 87,432 miles after walking to his truck and reading the display.
The key edge case is a digital odometer that shows tenths; drop the decimal and round down to the whole mile. The most common mistake is writing last month’s mileage or a rounded guess, and the consequence is a gap between your number and the buyer’s later reading, which looks like fraud. A widespread misconception is that small differences do not matter, but federal law treats any knowingly false figure as odometer fraud, so report the true number.
4. The Mileage Certification Box (Actual / Not Actual / Exceeds Mechanical Limits)
This is the heart of the disclosure, and it asks you to certify what the odometer number really means. You must check exactly one of three boxes: that the reading is the actual mileage; that it is NOT the actual mileage and a warning of odometer discrepancy applies; or that the reading reflects mileage in excess of its mechanical limits, meaning it rolled over. For example, Keoni Akana checks actual mileage because his odometer has never been touched and works fine.
A classic edge case is an older car with a 5-digit odometer that has passed 99,999 and started over; that seller checks exceeds mechanical limits, not actual. The most common mistake is leaving all three boxes blank or checking two, and the consequence is that the County rejects the form because the certification is incomplete. Many sellers wrongly believe they should check actual mileage to make the car look honest even after an odometer replacement, but that is itself a false statement that creates legal liability.
5. Seller (Transferor) Printed Name and Signature
This field asks for the legal name and signature of the person selling or giving away the vehicle. Print your full legal name exactly as it appears as the registered owner on the title, then sign in ink; if the form requires it, sign before a notary. For example, Leilani Cabral prints LEILANI K. CABRAL and signs to match the owner name on her title.
An important edge case is co-owners: if the title lists two owners joined by “and,” both must print and sign, while “or” may allow one. The most common mistake is signing a nickname or a name that does not match the title, and the consequence is a rejected transfer because the signature does not match the registered owner. People often think a typed or stamped name counts, but the disclosure requires a handwritten signature, and Hawaii titles warn that any alteration voids the document.
6. Buyer (Transferee) Printed Name and Signature
This field asks the buyer to confirm they received the odometer disclosure. The buyer prints their full legal name and address and signs in ink to acknowledge the mileage statement; this is not optional. For example, Marcus Silva, buying the truck, prints MARCUS J. SILVA and signs below the seller’s signature.
A common edge case is a buyer purchasing through a power of attorney; then the agent signs and notes their authority, attaching the Purchaser Power of Attorney. The most common mistake is the buyer skipping this signature, and the consequence is an incomplete disclosure that the County will not accept. Buyers often assume only the seller needs to sign, but federal law requires the buyer to acknowledge receipt, so both signatures are mandatory.
7. Date of Disclosure
This field asks for the date the mileage is being certified and ownership transfers. Write the date in MM/DD/YYYY format, using the actual day the parties sign, not a future or backdated day. For example, Keoni Akana writes 03/14/2026 on the day he hands over the keys.
A useful edge case is when the buyer cannot register the vehicle right away; the disclosure date still reflects the true transfer date, because the buyer then has 30 days to file the transfer. The most common mistake is leaving the date blank or backdating it, and the consequence is that the buyer’s 30-day transfer clock cannot be verified, risking a late penalty. Many people think the date is just paperwork, but it legally starts the transfer deadline and ties the mileage to a moment in time.
8. Notarization Block (When Required)
This block asks a notary public to verify the identities of the people signing. The seller and buyer sign in front of a notary, who then completes the notarial certificate with their seal, commission number, and the date. For example, Leilani Cabral and her buyer both show photo ID and sign while the notary watches, and the notary stamps the title assignment.
A frequent edge case is signing remotely; if parties cannot meet, each may need a separate notarized signature, which the County can guide you through. The most common mistake is signing the title before reaching the notary, and the consequence is that the notary cannot certify a signature they did not witness, forcing a redo on a fresh title. People often assume notarization is optional for private sales, but many Hawaii County title transfers require it, so confirm with the VRL office before you sign.
Three Filled-Out Examples Using Real Scenarios
Below are three common Big Island situations, each followed through the disclosure from start to finish. Each shows what the seller actually enters in the key boxes.
Scenario 1: Keoni sells a normal late-model car. Keoni Akana is selling his 2018 Toyota Camry with a working odometer to a private buyer in Hilo. Because it is a Model Year 2018 vehicle, the disclosure is required under the 20-year rule.
| Form Section | What Keoni Enters |
|---|---|
| Vehicle Year/Make/Model | 2018 TOYOTA CAMRY |
| VIN | 4T1B11HK5JU123456 |
| Odometer Reading | 62,118 |
| Mileage Certification Box | Checks actual mileage |
| Seller Printed Name | KEONI P. AKANA |
| Seller Signature | Signs in blue ink before notary |
| Buyer Printed Name | DAVID R. LEE |
| Date of Disclosure | 03/14/2026 |
| Notarization | Both sign before a Hilo notary |
Scenario 2: Marcus sells an old truck that rolled over. Marcus Silva is selling a 1994 Ford pickup with a 5-digit odometer that passed 99,999 and now reads low. The car is Model Year 2010 or older, so it is technically exempt, but Marcus fills out the disclosure anyway to protect himself.
| Form Section | What Marcus Enters |
|---|---|
| Vehicle Year/Make/Model | 1994 FORD F-150 |
| VIN | 1FTEF14N5RNA12345 |
| Odometer Reading | 04,210 |
| Mileage Certification Box | Checks exceeds mechanical limits |
| Seller Printed Name | MARCUS J. SILVA |
| Seller Signature | Signs in black ink |
| Buyer Printed Name | ANELA K. KEAHI |
| Date of Disclosure | 04/02/2026 |
| Notarization | Both sign before a Kona notary |
Scenario 3: Leilani sells a car with a replaced odometer. Leilani Cabral is selling a 2015 Honda Civic that had its instrument cluster replaced after an accident, so the displayed mileage is lower than the true mileage. She must be honest about the discrepancy.
| Form Section | What Leilani Enters |
|---|---|
| Vehicle Year/Make/Model | 2015 HONDA CIVIC |
| VIN | 19XFB2F50FE123456 |
| Odometer Reading | 41,587 |
| Mileage Certification Box | Checks NOT actual mileage (discrepancy) |
| Seller Printed Name | LEILANI K. CABRAL |
| Seller Signature | Signs in blue ink before notary |
| Buyer Printed Name | RYAN T. NAKAMURA |
| Date of Disclosure | 05/20/2026 |
| Notarization | Both sign before a notary |
How to File the Completed Form
Once the disclosure is signed, the buyer files it with the County of Hawaiʻi to transfer the title, while the seller files a separate Notice of Transfer. The disclosure itself is filed as part of the title and Bill of Sale, not on its own. Hawaiʻi County offers in-person and mail channels.
In person. Bring the signed title with the completed odometer disclosure, the Bill of Sale, and the buyer’s ID to a Vehicle Registration and Licensing satellite office. Hilo’s main office is at the Aupuni Center on Pauahi Street, and Kona is served at the West Hawaiʻi Civic Center on Ane Keohokalole Highway. The title transfer fee is generally around $5 plus registration costs, payable by cash, check, or card, and you receive a stamped receipt as proof of filing on the spot.
By mail. The buyer can mail the signed title with the disclosure, the Bill of Sale, and a check to the County of Hawaiʻi Vehicle Registration and Licensing Division in Hilo. Processing usually takes a few weeks, and you should keep a photocopy of every page plus your mailing receipt as proof.
Seller’s Notice of Transfer. The seller should also submit a Notice of Transfer to the County so they are no longer responsible for the vehicle. This can be done in person or by mail and protects the seller from future tickets and liability.
Keep your proof of filing in a safe place. The buyer’s stamped receipt or registration confirms the title moved into their name, and the seller’s Notice of Transfer receipt confirms they are off the record.
What Happens After You File
After the County accepts the disclosure and the title transfer, it issues a new Certificate of Title and registration in the buyer’s name. The recorded mileage becomes part of the vehicle’s permanent history and follows the car into the national odometer database. This is how future buyers and the County catch rollbacks.
The buyer must complete the transfer within 30 days of the sale date shown on the disclosure. Filing late triggers a penalty, so the date you wrote in the disclosure directly affects the buyer’s wallet. For the seller, the Notice of Transfer ends their liability for the vehicle going forward.
If the County spots a problem, such as a missing certification box or a mileage gap, it places a hold and contacts the parties. The buyer cannot register or sell the car until the disclosure is corrected. In serious cases of suspected odometer fraud, the matter can be referred to state or federal investigators.
For most sellers, nothing dramatic happens; the transfer clears, and the seller receives confirmation that the vehicle is no longer theirs. Keeping copies of the disclosure protects you if a dispute ever arises about the mileage you reported.
Mistakes to Avoid When Filling Out the Form
Each box on this small form is a separate chance to make an error that voids a title. Watch for these specific mistakes.
- Leaving the certification box blank. The disclosure is legally incomplete, and the County rejects the transfer.
- Checking two certification boxes. The statement contradicts itself, so the form is voided.
- Using pencil or correction fluid. Hawaii titles state that any alteration or erasure voids the title.
- Transposing VIN characters. The mileage attaches to the wrong vehicle, killing the disclosure.
- Writing a rounded or guessed odometer reading. A mismatch with the buyer’s reading looks like fraud.
- Including tenths on the odometer line. The form asks for whole miles, and tenths can be read as a different number.
- Signing a name that differs from the title. The signature does not match the owner, so the transfer is refused.
- Forgetting the buyer’s signature. Federal law requires the buyer to acknowledge the disclosure.
- Backdating or leaving the date blank. The buyer’s 30-day clock cannot be verified, causing a penalty.
- Signing the title before reaching the notary. The notary cannot certify a signature they did not witness, forcing a new title.
- Checking actual mileage after an odometer replacement. This is a false statement and odometer fraud.
- Using a homemade odometer form. The County matches the disclosure to the official title, so it is rejected.
Do’s and Don’ts
These quick rules keep your disclosure clean and your transfer fast.
Do:
- Read the odometer at the car right before signing, because a fresh reading prevents a false-statement claim.
- Use blue or black ink, since the County requires permanent ink for legal documents.
- Match every field to the title exactly, because the County cross-checks each entry.
- Check only one certification box, since the law requires a single clear statement.
- Keep a photocopy of the signed disclosure, because it protects you in any future dispute.
- Confirm whether notarization is required before signing, so you do not waste a title.
Don’t:
- Don’t erase or write over any entry, because alterations void the Hawaii title.
- Don’t guess the mileage, since a wrong number can be treated as fraud.
- Don’t leave any box blank, because an incomplete form stalls the transfer.
- Don’t backdate the disclosure, since it triggers a late-filing penalty for the buyer.
- Don’t sign before the notary if notarization is required, because the signature cannot be certified.
- Don’t check actual mileage when you know the reading is wrong, since that is a federal crime.
Pros and Cons of Filing on Your Own vs. With Help
Most private sellers handle the disclosure themselves, but some use a dealer, attorney, or title service. Here is how the choices compare.
Pros of filing on your own:
- It is nearly free, since you avoid service fees.
- You control the timing and can file as soon as the sale closes.
- You learn exactly what the County requires for future sales.
- A simple, clean-title sale rarely needs outside help.
- You keep your personal details out of a third party’s hands.
Cons of filing on your own:
- You bear full responsibility if you make a mistake that voids the title.
- You must research which certification box and forms apply.
- You handle the notary and filing logistics yourself.
- A small error can cost days of back-and-forth with the County.
- Complex cases, like estates or odometer discrepancies, are easy to get wrong.
FAQs
Do I have to fill out an odometer disclosure for a 1998 vehicle?
No. Model Year 2010 and older vehicles are exempt from federal odometer disclosure, but you may still complete one voluntarily to protect yourself from a future fraud claim.
Is the odometer disclosure required for a 2015 car?
Yes. Model Year 2011 and newer vehicles need a disclosure for 20 years from their model year, so a 2015 car must be disclosed through 2035.
Do I write tenths of a mile in the odometer box?
No. Enter only whole miles with no decimal, because the form asks for the reading without tenths and decimals can be misread.
Do I check “actual mileage” if my odometer was replaced?
No. You must check “NOT actual mileage,” because the displayed number no longer reflects true mileage, and a false certification is odometer fraud.
Do both the buyer and seller have to sign?
Yes. Federal law requires the seller to certify the mileage and the buyer to acknowledge receiving the disclosure, so both signatures are mandatory.
Can I use pencil or correction fluid on the form?
No. Hawaii titles state that any alteration or erasure voids the title, so use only blue or black ink and never correct over an entry.
Do I write my full legal name or a nickname in the seller box?
Yes, use your full legal name exactly as it appears as the registered owner on the title, because a mismatched name causes the County to reject the transfer.
Is notarization required for the disclosure in Hawaii County?
Yes, many Hawaii County title transfers require the seller’s and buyer’s signatures to be notarized, so confirm with the VRL office and sign in front of the notary.
Can I fill out the odometer block on a blank sheet of paper?
No. The County matches the disclosure to the official title or Bill of Sale, so a homemade version will not transfer the vehicle.
What do I do if I made a mistake after signing?
Yes, there is a fix; use an Odometer Correction Statement through the VRL office rather than erasing the original, because erasures void the title.
Does the 5-digit odometer that rolled over count as actual mileage?
No. You must check the box stating the reading “exceeds its mechanical limits,” because the odometer restarted and no longer shows true total miles.
How long does the buyer have to file the transfer?
Yes, there is a deadline; the buyer has 30 days from the sale date on the disclosure to file, and late filing brings a penalty.
What is the penalty for a false odometer reading?
Yes, it is severe; federal law allows fines up to $10,000 per violation, possible imprisonment, and civil treble damages to the harmed buyer.
Do I need the original title, or is a copy fine?
No, a copy is not enough; the disclosure is on the original Certificate of Title, and you must use the original or request a duplicate first.
Related reading
- How to Fill Out the Nebraska DMV Odometer Disclosure Statement + FAQs
- How to Fill Out the Nevada DMV Odometer Disclosure Statement + FAQs
- How to Fill Out Hawaii County DMV Vehicle Bill of Sale (w/Examples) + FAQs
- How to Fill Out the Hawaiʻi County DMV Vehicle Registration Application + FAQs
- How to Fill Out the Rhode Island DMV Odometer Disclosure Statement + FAQs
- How to Fill Out the Wyoming DOT Odometer Disclosure Statement + FAQs
- How to Fill Out the South Dakota DMV Odometer Disclosure Statement + FAQs