Equipment Auction Pickup Checklist

Commercial Transport Resources

Confirm the machine can be released before arranging pickup

An auction purchase is ready for transportation only when the seller’s release process, equipment condition and loading arrangements are confirmed. A paid invoice alone may not be the document the pickup gate requires. Check the instructions for the specific sale and location.

Release documents and collection authority

• Match the lot number, serial number and machine description to the purchased asset.
• Confirm payment clearance and obtain the release document or gate pass required by the seller.
• Ask whether the buyer must authorize the transport company or driver by name.
• Confirm where keys, manuals and included attachments will be handed over.
• Record the pickup contact and a second contact who can resolve a release problem.

Appointments and removal deadlines

Get the site’s pickup hours, appointment process, entrance instructions and removal deadline in writing. Ask whether weekends, holidays or appointment availability affect collection. Tell ETS about any storage-charge start date before requesting a pickup window; a transport estimate is not a guarantee that an auction deadline can be met.

Agree on loading responsibilities

Do not assume the auction yard supplies a forklift, crane, operator or winch. Ask what assistance is available for the actual machine, whether it must be booked, and whether there is a separate charge. Loading resources must also match the selected trailer and the condition of the equipment.

• Does the machine start, move, steer and brake?
• Can an authorized operator place it in the manufacturer-approved transport configuration?
• Are tracks, tires, attachments or hydraulic components damaged?
• Are detached items included, and are their dimensions and weights known?
• Is there a firm, accessible loading area with room for the truck and trailer?
• Who is responsible for preparing and loading the machine, and who will unload it at delivery?

Copy your auction pickup worksheet

Complete this worksheet for each lot. Copy the notes before leaving; this page does not store or send them.

Pickup details

Auction / seller and location:<br /> Sale reference and lot number:<br /> Machine make / model / serial number:<br /> Payment cleared and release document issued:<br /> Authorized pickup party:<br /> Gate or check-in instructions:<br /> Appointment date / hours / time zone:<br /> Removal deadline and storage terms:<br /> Runs / moves / steers / brakes:<br /> Transport dimensions and weight:<br /> Included attachments and loose items:<br /> Loading assistance confirmed with:<br /> Pickup contact and backup:<br /> Delivery access and unloading contact:<br /> Unresolved items before dispatch:

Document the handoff

Have the pickup contact confirm the correct machine and included items. Arrange condition photographs and shipment paperwork at pickup and delivery. Share discrepancies with the seller and transport coordinator before departure where possible. Keep release references and customer details private.

For an example of location-specific rules, Ritchie Bros.’ Denver pickup instructions describe its appointment and release-ticket process. Always use the current instructions for your own sale; requirements differ by seller and location. Mentioning an auction company does not imply a partnership.

Plan the transport around the actual equipment

Use our equipment measurement worksheet and quote planning worksheet, then review equipment dealer transport or agricultural equipment transport for the relevant service.