Define what comes with each vehicle
Mark each installed item as included, retained or unresolved in the inventory. Check ownership of leased devices and separately financed equipment before describing them as included. Keep loose tools, parts and stock separate from fixed bodies or cargo equipment.
A photograph with everything installed can describe a different vehicle from the one delivered after removal. Attach the included-equipment list to the same dated inventory as the offer. Update the configuration and photos if the package changes.
Record labels, specifications and operation separately
- Manufacturer, model and available dimensions or capacity from the actual label or records.
- Mounting points, wiring, locks, doors and visible damage or corrosion.
- Operating status, known faults and available equipment service records.
- Equipment hours where recorded, labeled separately from vehicle engine hours.
- The decision about inclusion, removal responsibility and expected final condition.
Do not invent a capacity from appearance. Photograph accessible labels and identify missing information. Follow the manufacturer’s instructions for operation or testing; the photo guide explains how to describe condition without operating equipment solely for a picture.
Illustrative documentation for three vehicle types
| Vehicle | Useful equipment note | Question still to resolve |
|---|---|---|
| Service van | Steel shelving and partition included; loose tools retained. Photos show bolt locations and floor wear. | Who removes the leased tracker and checks wiring afterward? |
| Service-body truck | Body and ladder rack included; one compartment latch damaged. Two body keys present. | Is the body specification documented, and has mounting condition been reviewed? |
| Box truck | Box dimensions from records; tuck-under liftgate included, status unconfirmed. Label photographed. | Who can assess the liftgate and which findings remain price conditions? |
Compare inclusion with removal before spending money
If your business wants to retain an item, describe the vehicle after removal and ask whether that changes the proposed offer. Record the technician’s removal estimate, expected holes or wiring changes, and delay separately. Do not subtract a guessed equipment value or assume removal improves the sale.
Powered or hardwired equipment may need an appropriate technician and provider instructions. Use the removal register to assign the work and final condition check. For connected accounts and stored personal data, follow the specific vehicle instructions and the FTC’s vehicle data guidance.
Request written terms for the package you can release
Ask how the quoted price depends on equipment condition, inspection and inclusion. If requesting alternate prices with and without an item, keep each scope labeled; the totals do not represent the same package. Use the valuation guide and offer comparison guide to separate conditions from stated sale costs.
For the purchase scenario, review service contractor fleet sales or delivery fleet sales.
Start with the inventory template and leave unverified specifications visible as unknown.
Describe the actual included equipment
Send the vehicle count, types and locations. Note service bodies, shelving or liftgates, what stays, and what is still unconfirmed.