How do I record my key-cutting machine calibration and maintenance for the buyer?

Start with a list of every machine: the make, model, serial number, where it sits and when you got it. Give each its own page or tab. A paper binder beside the machine is fine, provided entries are dated and legible.

For calibration, note how you test it. Perhaps you cut a test key and compare it to the original, or check against a gauge. Write down the result and what you adjusted. Record the date you replaced cutters, wheels or jaws, and how you decided it was time. Where a technician or supplier worked on a machine, keep their invoice and note the visit.

Add the problems too. A log that shows a fault, the fix and the follow-up looks more honest than one with no entries. Gather manuals and warranty papers in the same place. When you put the business on the market, copy the logs into a neat folder. Ask your accountant whether machines are held on lease or under a loan, and list that status on each page. Photographs of each machine in its current state, with the serial plate visible, make a useful addition and take only a few minutes to collect.

Key takeaways

• One dated log per machine, with the test you used and the result.
• Keep technician invoices and manuals with the log.
• Note faults and fixes honestly, plus any lease or loan on the machine.