Is that catering equipment owned, rented or on loan?
- Topic
- Retail and catering
- Reading time
- 3 minutes
- Last reviewed
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Do not treat every machine in a kitchen as an asset the business can sell. Coffee machines, beverage equipment, refrigeration and other items may be rented, financed or supplied under a commercial agreement.
Build an ownership register before the sale list. Match the paperwork to the actual equipment, then hold any item whose sale authority remains unresolved.
Match agreements to physical machines
Start with the model, serial number and location. Search purchase invoices, finance agreements, rental schedules, supplier contracts and correspondence. A general asset-register entry is useful, but it may not identify the terms under which the machine arrived.
Use one row per machine or clearly identified package:
| Field | Entry |
|---|---|
| Equipment reference | Model, serial and current site |
| Claimed owner | Business, supplier, finance provider or unresolved |
| Evidence | Invoice or agreement reference and date |
| Agreement status | Current, completed, disputed or not established |
| Permission needed | Named party and specific question |
| Return or settlement arrangements | Written terms to verify |
| Sale hold | Yes until authority is established |
| Release decision | Evidence, approver and date |
Do not use a tick in the "paid" column as proof that every agreement condition has been met. Keep the actual document or written confirmation behind the decision.
Ask the right party the right question
A useful enquiry identifies the equipment and asks whether the business may sell it, whether any conditions remain, and what written evidence will confirm release. If return is required, ask who arranges it and what accessories must go back.
Do not rely on a verbal recollection that the supplier said the equipment would eventually become yours. Resolve the position with the relevant party or adviser.
HMRC's explanation of hire-purchase agreements notes that ownership in such an agreement is retained until its conditions are fulfilled. That is a limited explanation of one arrangement, not a legal determination of the contract in front of you. Lease, rental and supplier agreements must be read on their own terms.
Keep the kitchen sale moving around held items
The kitchen equipment sale plan should show unresolved assets as held rather than quietly include them in a provisional total. Other clearly authorised items may be able to progress while enquiries continue.
Mark the physical equipment so staff do not move it into a sold lot. Keep its accessories and records together. If it is being returned, distinguish that collection from a buyer's collection.
The coffee-machine guide covers a common equipment package with separate grinders, water treatment and pressure-system records. The beverage and cellar guide addresses supplier equipment that may extend beyond the visible taps.
Check changes before final instructions
Ownership evidence can be undermined by a mismatched serial number, a replacement machine or a transfer between outlets. Reconcile the final list against the physical site, especially where equipment was swapped during repairs.
Record who approved each release and the evidence used. Keep sensitive agreement details controlled; the public catalogue need not reproduce an entire finance contract.
If the evidence conflicts, obtain appropriate legal or professional advice for the actual agreement and jurisdiction. Do not sell first and expect the disagreement to be settled from the proceeds.
Give UK Auction Group a list showing authorised, held and return-to-provider items. Include the written release evidence where needed. That allows the sale and collection plan to reflect what the business can actually instruct.
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.