Building an asset list a valuer can use
- Topic
- Equipment valuations
- Reading time
- 3 minutes
- Last reviewed
On this page
A useful valuation asset list lets another person identify each item, understand the proposed scope and find the supporting evidence. It does not need elaborate software. A consistent spreadsheet or table can work well if the references are stable and the facts are clear.
Begin with the assets actually under consideration. Keep excluded, hired or uncertain items visible in a separate status, rather than omitting them in a way that creates confusion during a site visit.
Fields for a practical asset list
| Field | What to enter |
|---|---|
| Asset reference | A unique reference used on photographs and records |
| Location | Site, building and position specific enough to find it |
| Manufacturer and model | Observed or documented details, with uncertainty marked |
| Serial or identification number | Exact readable details or unknown |
| Age or acquisition information | Source and date; distinguish purchase from manufacture |
| Configuration or capacity | Verified details relevant to the equipment |
| Condition | Observed facts, known faults and untested status |
| Usage evidence | Dated readings or records with their limitations |
| Included items | Accessories, tooling and documents proposed in the scope |
| Ownership status | Confirmed, under review, hired or otherwise excluded |
| Availability | Last required use and earliest release |
| Sale constraints | Known access limits and fixed dates |
| Evidence links | Photographs, manuals, reports and relevant records |
| Question owner | Person following up each significant gap |
You can add equipment-specific fields once the valuer explains what matters. Do not add dozens of columns that nobody can populate reliably.
A hypothetical row
An example might read: S014; workshop one; manufacturer and model recorded from plate; serial photograph attached; year unknown; accessory list attached; last operation reported by the production contact on a stated date; current technical condition not assessed; ownership records under review.
That row has gaps, but it is useful because the gaps are visible. Replacing them with guessed dates or an unexplained good-condition label would make it less reliable.
The missing-information guide helps decide what to recover next. Keep comments specific enough that another person can act without repeating the whole enquiry.
Avoid duplicate assets and changing references
Use one row per meaningful item or agreed group. If an accessory appears separately, show whether it is also included in a machine package. A total can be misleading when the same equipment appears under two descriptions.
Keep references stable when you change the order of the list. Row 12 is not a durable identity if another colleague sorts the sheet by value. Use the asset reference in file names and correspondence instead.
Match the list to the instruction
The valuation overview explains why purpose and assumptions matter. Send the current version with the brief, and record changes that occur later. If a visit is planned, use the visit preparation guide so the route and records follow the same list.
Before sending it to UK Auction Group, check that its links work for the intended recipient and that unrelated confidential material has been removed. State the date and version. A usable list saves the next conversation from becoming an exercise in guessing which machine everybody means.
Explore the valuations guides.
Professional reference: RICS.
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.