Start with the exact vehicles included
Match each offer to VINs or unit numbers. A price for the entire fleet and a price for the newest vans answer different questions. Record every exclusion, including vehicles, spare keys and installed equipment. If a buyer wants only part of the fleet, leave the remaining units visible in your comparison rather than assigning them an assumed sale value.
Use the same condition notes and release dates for each buyer. An offer assuming all units can leave immediately may need revision if some are still working. The fleet inventory template can serve as the shared list; attach a dated version to the terms so later edits are easy to identify.
Check what could change the price
Read what the buyer still needs to check. A number based on photos may depend on inspection, title review or confirmation that equipment works. Ask which findings could change the price, who will document them and whether you’ll receive revised terms before deciding to proceed.
Record the offer’s expiration date and any conditions tied to pickup timing. If the price assumes a repair will be completed, name the exact work and evidence required. Our fleet valuation guide explains the vehicle details buyers review when pricing.
Auction estimates need a separate label. A projected result is useful for planning, but you won’t know the sale price until bidding is complete. Use the auction’s seller agreement to identify fees, reserve terms and charges for unsold vehicles. You can put these beside a direct offer in the offer comparison worksheet.
Subtract the sale costs you would pay
For the same group of vehicles, start with the quoted purchase price and subtract the stated seller-paid sale and collection costs. The result is proceeds before loan payoffs and taxes. Keep any amounts already deducted from the quote separate so you don’t subtract them twice.
Depending on the terms, costs to check may include transport, towing, seller fees, storage or agreed preparation work. Ask for the amount or calculation method for each charge. A blank cost field is an unanswered question; it doesn’t establish that the service is free.
Keep remaining work alongside the calculation. Staff time arranging separate inspections or waiting for unsold units has a practical cost, even if you don’t assign it a dollar amount. Record any assumptions about how long the vehicles would stay parked and which costs continue during that period.
A higher price can produce lower proceeds
This hypothetical comparison covers the same eight vehicles, with the same equipment and condition. Assume the inspection conditions are resolved and the costs below are confirmed in writing. These figures illustrate the calculation; they are not market values or our terms.
| Item | Offer A | Offer B |
|---|---|---|
| Quoted purchase price | $100,000 | $104,000 |
| Seller-paid transport | $0, expressly confirmed | $3,000 |
| Other stated seller-paid sale costs | $0, expressly confirmed | $2,000 |
| Proceeds after these costs | $100,000 | $99,000 |
Offer B starts $4,000 higher and ends $1,000 lower after its $5,000 in stated costs. If either offer covered fewer vehicles or still depended on inspection, that difference would need resolving before treating the comparison as final.
For financed vehicles, also reconcile the proposed payment with current lender instructions. The amount available to your business after payoff is a separate calculation. Keep lender statements private and use the title and finance guide to prepare the questions for each account.
Read payment and collection terms together
Find the proposed payment method, due date and sequence for releasing vehicles and documents. Ask your company’s authorized payment contact how receipt will be confirmed. Agree on that process before the collection date and keep it in the written terms.
For each site, record who arranges transport, who pays, the collection window and the person authorized to release the units. Note whether any vehicle needs special loading or cannot be driven. If replacement vehicles are arriving later, give each outgoing unit a release date that reflects when your business can spare it.
Return unanswered questions before accepting
Send each buyer a short list of missing terms. Ask for a revised written offer when the scope, price or collection arrangement changes, then check it against the vehicle list again. Keep the versions so your team can see which terms it accepted.
- Which units and equipment are included, and which remain yours?
- Which checks remain open, and what could change the price?
- What costs will your business pay, and are any already deducted?
- How will payment, title documents and collection be coordinated?
- How long are the terms valid, and can you meet the release dates?
Let us beat your current fleet offer
We pay more than most dealers. Send your current offer amount and the vehicles it covers, along with their locations.