What should stay out of an asset sale catalogue?
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Keep any item out of the active sale catalogue while authority to sell it is unresolved. Also record the things you have deliberately decided to retain. Without a visible exclusion list, a photographer or cataloguer may reasonably assume that equipment in the sale area belongs in the sale.
An exclusion register is a working control. It does not determine legal ownership or confirm that an item is safe to supply.
Start with a walk-through, not a memory test
Walk the site with someone who knows the equipment and someone who can follow up the records. Look for rental labels, customer identifiers, shared accessories and items that still support operations. Ask about objects stored inside cabinets or beside machines as well as the main assets.
Do not remove labels or disturb equipment to investigate. Photograph identifying details from accessible positions and record questions for the appropriate person.
| Item category | Initial status | Evidence or decision required |
|---|---|---|
| Hired or leased equipment | Hold outside sale scope | Owner or provider instructions |
| Equipment with finance questions | Hold | Relevant agreement and confirmation |
| Customer property or tooling | Exclude pending instructions | Ownership records and authorised handover |
| Landlord or shared-site items | Hold | Property records and relevant advice |
| Owner-retained items | Exclude | Written decision and confirmed ownership position |
| Equipment with unresolved supply concerns | Hold for assessment | Competent advice on the proposed supply |
| Items already promised elsewhere | Hold | Clarification of existing instructions or agreements |
The finance and ownership checklist covers provider enquiries. Where documents are missing, follow the ownership evidence guide rather than filling the gap with an assumption.
Give each exclusion a complete record
Record the item reference, location, reason for exclusion, evidence, decision owner and next action. Add a photograph if it helps distinguish the item from similar equipment. Use a clear physical label where appropriate and agreed with the site manager, but keep the written register as well.
For example, an accessory may sit beside the machine being sold but belong with equipment that is staying. The register should identify it specifically. A note saying some accessories excluded leaves too much for a buyer or collector to interpret.
If the owner wants to retain an item from a company sale, ask the accountant or legal adviser about the proposed arrangement. A personal preference does not itself settle the transfer or tax position.
Keep catalogue and site information together
After the scope is agreed, follow the guide to communicating exclusions in photographs and descriptions. The sale manager, site team and document pack should all refer to the same version.
For customer-owned tooling or stock, maintain a separate return process. A customer visit to collect its own property should not be mistaken for an auction buyer's collection.
RICS's valuation guidance recognises the importance of asset scope and interests in equipment. Supply that information when requesting an estimate so excluded property does not inflate the apparent consignment.
Send UK Auction Group the exclusion register with the proposed sale list. A clear list of what stays out is part of a useful sale brief, especially when the site contains equipment from several owners.
Explore the selling assets guides.
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.