Organising equipment viewings before an auction
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A useful equipment viewing gives the buyer access to the right asset, the available records and someone who can answer or record questions. Book those three things together. An appointment is of little use if the machine is inaccessible or the only person who knows its history is away.
Start with the list of lots that buyers are likely to inspect. Check whether they can be seen individually or whether production, shared services or restricted areas affect access. The choice between selling in place and moving before sale can change what the viewing can show.
Build a schedule people can use
| Appointment field | What to confirm |
|---|---|
| Visitor and contact route | The sale manager's booking reference and agreed contact |
| Lots requested | Exact numbers, including accessories or linked lots |
| Time and duration | Arrival slot and realistic time available |
| Site host | Named person responsible for the appointment |
| Access limits | Areas available and any restrictions explained in advance |
| Records ready | Current catalogue, service information and recorded defects |
| Demonstration request | Whether anything is agreed, who authorises it and who is competent to carry it out |
| Follow-up | Questions requiring a later answer and their owner |
Do not pack the diary solely by counting visitors. Two people inspecting small loose items may need very different arrangements from someone assessing a large installed asset. Leave enough time to record questions between appointments.
Prepare evidence without promising a test
Bring the records buyers need to identify what they are seeing. Serial numbers, included-item lists and dated condition notes reduce avoidable uncertainty. If a record is missing, say so; an empty service folder should not become 'fully maintained' in conversation.
A viewing and an operating demonstration are separate arrangements. Use the demonstration planning guide to establish what can be offered. Do not improvise a test because a visitor asks confidently or says they have used similar equipment before.
HSE's guidance on second-hand equipment explains why equipment supply needs attention to safety requirements. It does not make a viewing a safety certification. Keep technical assessments and sale descriptions within the competence and evidence available.
Brief the host and record changes
The host should know which questions they can answer, what they cannot authorise and how to reach the sale manager. Use the site visitor brief for access and safety arrangements rather than expecting the appointment schedule to cover them all.
Record new information after each viewing. If a buyer points out a missing component, check it before changing the description. If a description is wrong, notify the sale manager so all relevant sale information can be corrected consistently.
A valuation inspection serves a different purpose. See preparing for a valuation visit when the visitor is assessing value rather than deciding whether to bid.
Ask UK Auction Group how viewing enquiries would be scheduled for your sale and what your site team needs to provide. The resulting plan should make appointments useful while fitting the actual operation of the premises.
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.