Disclosing known faults when selling business equipment
- Reading time
- 3 minutes
- Last reviewed
On this page
Record a known fault precisely and tell the sale manager before the description is approved. State what happened, when it was observed and what evidence exists. Do not guess the cause or describe a repair as cheap or simple without a suitable assessment.
A disclosure log helps organise the facts. It does not decide whether equipment can be supplied in its current state or replace competent advice about safety.
Build a fault record
| Field | What to enter |
|---|---|
| Asset reference | Exact item and relevant component if known |
| Observed symptom | What the person actually saw, heard or recorded |
| Date and circumstances | When the observation occurred and the relevant context |
| Evidence | Photograph, report or other existing record |
| Previous action | Work documented, with date and scope |
| Current uncertainty | Cause, extent or function not established |
| Assessment needed | Specific question and responsible competent person |
| Sale communication | Who received the information and which description changed |
Avoid arranging an unsafe repeat of a fault just to obtain a video. Use the evidence already available and ask the appropriate professional how further assessment should be handled.
Separate symptom from diagnosis
A fictional note might say, 'The display went blank during the last recorded use on [date]; no cause has been confirmed.' That is more defensible than 'needs a new screen' if nobody has diagnosed the problem.
Likewise, an invoice for a replaced component shows that work was recorded. It does not necessarily establish that a later symptom has the same cause or that the rest of the machine was assessed.
Use the condition-and-value guide to discuss the commercial implications once the evidence is clear. A price reduction should not be used to skip the separate safety decision.
Keep the safety route visible
For Great Britain, HSE's second-hand equipment guidance is the relevant official starting point on supply responsibilities. Use the safety-information register to identify what the competent adviser and auctioneer need to consider for the actual transaction. Confirm jurisdiction-specific requirements where needed.
The sold-as-seen guide explains why that phrase is not a substitute for addressing responsibilities. Do not treat disclosure alone as automatic permission to sell for use.
Write the final wording from the checked record
Use the honest-description guide to distinguish observed, documented, seller-reported and untested information. Keep the approved wording aligned with photographs and any assessment report.
If a new issue appears later, notify the sale manager rather than waiting until collection. Retain the dated update so the sequence of information remains clear.
Discuss the fault record with UK Auction Group before agreeing the sale material and route. The useful next step is a confirmed assessment or instruction based on the actual issue, not a reassuring phrase that outruns the evidence.
Explore the sale preparation 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.