How do I get my supply yard’s loader and scale records ready for a buyer?

Start with the loader, since it does most of the work. Gather the purchase or lease papers, the service log, repair invoices, tire and attachment records and the hours on the machine. Note what is wearing out and what you would replace next. If the loader is leased or financed, say so plainly and have the terms ready for your lawyer to explain. Buyers cope with age far better than they cope with silence.

Then turn to the scale. Collect any inspection or calibration certificates, and note who services it and how often. A scale that is trusted by customers is part of the yard’s reputation, so show that it has been looked after. Keep a set of scale tickets from a recent busy week, matched to the invoices they produced, so a buyer can trace one load from the gate to the books.

Finally, store it all in one folder, with an index. Ask your accountant to confirm that the ticket totals agree with sales and stock records before a buyer does the comparison. Label every folder by year so a reader who has never visited can follow the story without you in the room.

Key takeaways

• Collect the loader’s service log, hours and ownership papers in one folder.
• Keep scale inspection records and a sample of tickets matched to invoices.
• Say openly what is leased or near replacement.