How do I prepare my excavation company’s equipment list for a buyer’s inspection?

Start with the list itself. For each item, record the make, model, year, serial number, hours or mileage, where it is and whether it is owned, financed or leased. Do not forget the small items: attachments, trailers, compactors, lasers and tools, which are often missing from the first draft. Separate what is included in the sale from what is not, such as personal items or machines you mean to keep.

Then build the files behind the list. Pull together service records, repair invoices, inspection reports and, for financed machines, the loan statement. Resolve any mismatch between the list and the ownership papers before the buyer sees it. If you have recent appraisals, include them, but let a buyer arrange their own if they wish.

Finally, prepare the yard. Clean the machines, fix the small things, and have the keys and the records available when the buyer arrives. Make sure the machines are where the list says. Walk the list yourself first, with a pen, and fix every difference. If a buyer finds the list accurate, they will believe more of what else you tell them. Your lender, lawyer and accountant can confirm what must be settled on each piece.

Key takeaways

• List every machine and attachment with serial numbers, hours and ownership.
• Back each line with service records and loan details.
• Say clearly which items are included in the sale.
• Walk the yard against the list before the buyer does.