Plant collection: what a haulier needs before booking
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Before booking plant collection, give the haulier the machine's identity, documented transport configuration, running status, site access and full list of included equipment. Flag anything still unverified.
“An excavator from our yard” is not enough for a useful quotation. The haulier needs to understand what will be presented for collection and which assumptions require a site visit or specialist confirmation.
The brief supplies information. It does not determine the vehicle, loading method, load restraint or legal transport requirements; those need the appropriate transport specialists.
Describe the transport configuration
Record length, width, height and weight with the source and configuration basis. A machine's working dimensions may differ from its transport arrangement, and optional equipment can change the relevant figures.
Do not combine the shortest length from one brochure configuration with the lowest weight from another. If the actual arrangement is uncertain, say which information needs checking.
A tracked spider lift is a useful example: published dimensions may depend on whether particular components remain attached. A telehandler may also have loose attachments or accessories that need their own inventory.
The person preparing the machine and the haulier should agree which arrangement the quote assumes. Naming a compact configuration does not mean someone has been appointed to prepare it.
Complete the haulier brief
| Brief field | Information to provide |
|---|---|
| Machine | Maker, model, serial and current photographs |
| Transport envelope | Dimensions and weight, source and configuration |
| Running status | Dated observations and any competent findings |
| Movement limitations | Known steering, braking, track, tyre or other concerns |
| Keys and access | Key availability, control equipment and authorised site contact |
| Separate items | Buckets, forks, spare parts or other included equipment |
| Site approach | Address, access restrictions and route photographs |
| Collection area | Ground or space concerns requiring assessment |
| Timing | Agreed availability, site hours and handover deadline |
| Responsibilities | Who prepares, loads, receives and signs for the stated items |
Unknown running status should remain unknown. Do not tick “drives” because the engine started several months ago. The non-running plant guide helps describe present symptoms and limitations without guessing a repair.
Record missing keys before the vehicle is dispatched. Equally, a key being present is not evidence that the machine can be moved safely.
Agree responsibilities before arrival
HSE's loading guidance for Great Britain calls for advance agreement where more than one company is involved and for relevant information to be exchanged. For a plant sale, that means the seller, buyer, haulier and any preparation contractor need a shared understanding of the job.
Ask the quotation to state what is included and what remains the responsibility of someone else. An instruction such as “buyer collects” does not explain who provides competent loading support or how an immobilised machine will be presented.
If the haulier identifies a need for a survey or additional specialist equipment, resolve it before confirming the appointment. Do not improvise on collection day to preserve an unrealistic booking.
Update the brief when the machine changes
If equipment is removed, the machine stops running or the access route becomes obstructed, tell the haulier. The original quote may rely on information that is no longer true.
Check the final collection inventory against the sale agreement. Loose attachments should have the same references used in photographs and the catalogue. Keep excluded fleet equipment clearly identified so a hurried handover does not release the wrong item.
For a managed sale, send UK Auction Group the brief alongside the asset schedule. Agree how collection information will reach the buyer and contractors, and nominate the person who can answer site questions.
A complete brief will not eliminate every transport question. It does make the remaining questions visible while there is still time to answer them.
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Sources
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.