Arranging a commercial vehicle viewing day
- Topic
- Vehicles and fleets
- Reading time
- 3 minutes
- Last reviewed
On this page
A vehicle viewing should give buyers useful access without turning a working depot into an uncontrolled test area. Book the visit, identify the vehicles requested and agree what can be inspected or demonstrated before anyone arrives.
Start with the actual site. A quiet parking area and a yard with constant loading movements need different arrangements. Use the depot's responsible person to plan access and any necessary supervision.
Send clear information before the visit
Give the visitor the meeting point, contact name, appointment time and vehicles available. State restrictions that affect the visit, including whether keys, records or a competent demonstrator will be present. If road tests are unavailable, say so before a buyer travels.
Do not promise a demonstration because the vehicle has started previously. Confirm the present condition and the appropriate person to conduct any agreed activity. Unresolved safety or insurance questions should be addressed before access is offered.
The van evidence pack can answer many documentary questions before the visit. For trucks, use the HGV maintenance index so the right records can be made available without exposing unrelated fleet or personal information.
Sketch the visitor route
A useful viewing plan marks:
- The reception or meeting point.
- The pedestrian route to the viewing area.
- Vehicle movement and loading areas to avoid.
- The specific vehicles available to inspect.
- The location of the supervising contact.
- Any area or activity excluded from the appointment.
- What to do if the planned route becomes unavailable.
HSE's loading guidance describes the need to keep uninvolved people clear of loading activity. Apply that principle to the viewing plan with the site's competent person. Do not simply add visitors to a live loading zone and assume high-visibility clothing resolves the problem.
Keep tests within an agreed scope
A visual inspection, a stationary demonstration and a road test are different activities. Record which one is agreed and who controls it. The buyer may need an independent specialist, particularly where condition or specialist body equipment is uncertain.
DVSA's roadworthiness guidance is relevant when a commercial vehicle is to be used on the road in Great Britain. A viewing appointment does not remove the need to establish the appropriate requirements for the actual activity.
Keep a short note of material questions raised and information promised. Send factual corrections to the organiser so all buyers can receive an accurate description where required by the sale arrangement.
Coordinate with the operating business
The guide to collections at a live site provides related planning questions about keeping staff, customers and visiting vehicles apart. Viewing is a separate event, but both need a clear boundary around permitted access.
Agree the viewing arrangements with UK Auction Group as part of the sale discussion. Share the depot constraints and the evidence available. A realistic appointment is more useful to a buyer than a broad promise to test anything on the day.
Sources
- HSE loading guidance Checked
- DVSA roadworthiness guidance 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.