Numbering and labelling assets before a sale
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Give each sale asset a stable reference before taking photographs or compiling records. Keep that reference even if the item moves or the auctioneer assigns a different lot number later.
The reference is for your sale records. Do not cover, alter or replace manufacturer plates, serial markings or safety labels when adding temporary identification.
Use a simple convention
For a single site, sequential IDs such as S-001, S-002 and S-003 may be sufficient. For multiple sites, a short site prefix can help, provided it does not become the only record of current location.
Avoid putting changeable information such as condition, owner opinion or sale price into the ID. Those belong in separate fields. An ID should continue to identify the same asset when those facts change.
Keep a cross-reference sheet
| Sale ID | Description | Serial or other identity record | Current location | Catalogue lot |
|---|---|---|---|---|
| S-001 | Identified main machine | Photograph reference and readable text | Bay A | To be assigned |
| S-002 | Separate accessory group | Contents list and photograph set | Stores shelf 2 | To be assigned |
| S-003 | Second similar machine | Its own plate photograph | Bay C | To be assigned |
These examples are fictional. Record absent or unreadable serial details as such rather than inventing a substitute manufacturer number.
Match photographs and documents
Use the sale ID in file names or the image record so an editor can connect each photograph to the correct asset. Include the current physical location in the sheet; a background view alone may become misleading after the workshop is rearranged.
Use the valuation asset-list guide for the fuller specification and condition fields. The numbering sheet is the connection between records, not the complete sale description.
If ownership records are incomplete, the evidence-recovery guide helps with the separate ownership question. An applied label does not prove title or permission to sell.
Handle changes without losing the history
When lots are combined or split, preserve the underlying asset IDs and record their relationship to the new lot number. Do not relabel one machine with another's ID to make a sequence look neat.
During a move, use the relocation register to update location and receipt while keeping identity fixed. For duplicate machines, check the actual identifier before each update rather than trusting the order of photographs.
Check the final mapping
Use the catalogue review to confirm every lot points to the intended assets and photographs. Investigate a duplicate ID or missing mapping before approval; those small clerical errors can create large scope misunderstandings.
Send the cross-reference sheet to UK Auction Group with the inventory. The sale team can then add its own catalogue references while preserving a reliable link to the equipment and evidence on your site.
Explore the sale preparation guides.
Sources
- UK Auction Group: asset disposal 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.