Checking an auction catalogue before it goes live
- Reading time
- 3 minutes
- Last reviewed
On this page
Check the catalogue against the asset evidence, not only for spelling. A polished description can still identify the wrong machine, include a retained accessory or present an untested function as working.
Give the review to people who can answer different questions. The equipment contact checks factual details; the authorised seller confirms the scope; the sale manager coordinates the final version. One quick read by the owner may not cover all three.
Proof the catalogue in layers
Begin with the asset list and the photograph references. Match each lot to the actual item. Look particularly closely at similar machines, duplicate photographs and model numbers copied between entries.
Then check what the buyer is being offered. The included items should agree across title, description and images. The exclusion guide helps identify nearby objects that could be mistaken for part of the lot.
Finally, compare the description's claims with the records. The description guide distinguishes observed facts, documented information and unknowns. Do not leave stronger wording in the catalogue merely because it sounds more saleable.
Catalogue sign-off sheet
| Check | Evidence to compare | Record before approval |
|---|---|---|
| Identity | Plate, asset list and item photographs | Correct model, reference and image set |
| Quantity | Actual count and proposed lot terms | Clear quantity and how the offer is described |
| Included items | Approved schedule | Accessories and documents match the offer |
| Exclusions | Retained and held-item register | Images and wording cannot reasonably imply inclusion |
| Condition | Dated records and known concerns | Facts, faults and untested status stated accurately |
| Location and access | Current site information | Material constraints passed to the sale manager |
| Timing | Agreed sale and release arrangements | No outdated dates or unconfirmed promises |
| Corrections | Review comments and evidence | Named approver and final version |
Record a specific correction rather than a general instruction to improve the wording. For example: photograph three belongs to S021, not S012. The correction can then be checked without repeating the whole review.
Resolve questions before approving them away
If a technical claim cannot be supported, obtain the evidence or ask for accurate qualification. Do not let an approval checkbox convert an unknown into a fact.
For work equipment supplied in Great Britain, HSE's second-hand guidance addresses information and safety responsibilities. Catalogue accuracy is one part of preparation; it is not a safety assessment or proof that the proposed supply is appropriate.
Use the buyer-information guide to see whether the listing answers the practical questions buyers are likely to ask. A concise description can be complete without reproducing every document.
Approve one current version
Return corrections through the agreed sale-manager contact. Ask to see the changed entries where the issue affects identity, scope or a material claim. Keep the final catalogue version with the approval record.
When instructing UK Auction Group, agree who provides this sign-off and how late changes will be handled. Proofreading should leave a clear record of the actual offer, not merely a reassuring email saying the catalogue looks good.
Explore the auctions and private sales guides.
Sources
- UK Auction Group: asset disposal Checked
- HSE: second-hand products Checked
This guide gives general information. Equipment-specific, legal, tax and safety decisions may need a qualified adviser or competent specialist. The guides do not promise sale prices, fees or results.