Preparing for an on-site machinery valuation

Provide the current asset list, including location and included accessories. Mark excluded or uncertain items separately. If the consignment changes before the visit, send the updated version and explain the changes.

Attach available records that bear on the valuation purpose. These might include identification details, maintenance records, earlier reports and information about finance or site deadlines. Label missing information rather than allowing it to be mistaken for a clean history.

If the visit follows a remote estimate, revisit the limitations discussed in the photograph-based valuation guide. The visit should have a clear reason for resolving particular gaps, not merely repeat the same conversation at the machine.

Use this sequence as a planning aid and adapt it with the valuer:

1. Confirm the instruction, asset-list version and any changes since booking.
2. Introduce the site contact and the people authorised to answer operational or ownership questions.
3. Provide the required site briefing and agree access with the responsible person.
4. Walk through the assets by reference, recording discrepancies and inaccessible items.
5. Review documents and questions that could not be answered at the equipment.
6. Summarise the outstanding evidence, its owner and the next reporting step.

The actual route and safety arrangements belong with the site's competent people. Do not move heavy equipment or open restricted areas just to make the visit look complete.

Check that the person accompanying the valuer can distinguish similar assets. The identification-record guide helps where plates are worn or model names are uncertain. Ask staff to provide what they know without guessing technical details to fill a silence.

An operator may be able to explain the machine's history but lack authority to approve a sale. A finance contact may hold the agreement but know little about condition. Make those roles clear so the valuer can ask the right person.

For each open point, record the asset reference, the question, the evidence required, the responsible person and the agreed response date. Examples include a missing accessory schedule, a finance-provider response or confirmation of the site's final access date.

Prepare the visitor information sheet before the appointment so arrival and access do not consume the time intended for the assets. HSE's contractor guidance also provides context for coordinating external work; apply the site's appropriate arrangements.

When booking with UK Auction Group, send the pack and ask what else the valuer needs. A prepared visit leaves both parties with a clearer evidence record, including the questions that still need an answer.

Explore the valuations guides.

Professional reference: RICS.