Find the owner and the authorized signer for each unit
Match the inventory to titles and company records. A branch may operate vehicles belonging to a related entity, lender arrangement or lessor. Make those distinctions explicit. Identify who can approve the sale and who can provide the necessary documents after the branch closes.
Keep uncertain titles and finance questions on a separate task list. The loan and lease guide and missing-title guide explain what to prepare. Confirm authority and requirements with your company’s advisor and TxDMV’s seller guidance.
Write down three different dates
- Last operational use: when each unit finishes the work still assigned to it.
- Preparation complete: when equipment, records, keys and data have been checked.
- Last site access: when the company loses access to the premises or its local coordinator.
The proposed release must fit those constraints and the buyer’s agreed terms. If it cannot, resolve the next site and transport responsibilities before moving vehicles. A closure date does not establish a collection or storage promise from a prospective buyer.
Keep records accessible and mark retained equipment
Assign one person to assemble the vehicle inventory and preserve service, title and sale records under the company’s retention rules. Identify a continuing contact after closure. Do not put passwords, lender account numbers or bank records into the vehicle spreadsheet.
Identify tools, stock, shelves, trackers and wraps that stay or come out. Schedule the work after final use but before access ends, with a completion record. The equipment and data guide supplies the vehicle-by-vehicle check.
Closure preparation worksheet
| Task | Record | Responsible person / status |
|---|---|---|
| Ownership and authority | Unit, titled entity, signing authority and outstanding documents. | |
| Included scope | Vehicle, equipment included and retained property. | |
| Site constraints | Last working date, preparation window and last access date. | |
| Continuing records | Private record location and post-closure contact. | |
| Written release | Payment/document conditions, agreed site and collection window. |
An illustrative two-site closure
A branch has six vans. Four are parked; two still support customer jobs. Titles are held at the head office, and the branch manager’s final day precedes the proposed handover. The preparation plan needs a continuing site contact, authority from the titled entity and separate availability dates for the working vans. It also needs a clear agreement if any unit will move to another site. This is a planning example, not a completed sale.
Use the multiple-location guide for site reconciliation. If downsizing is the purchase reason, the fleet liquidation page explains how to describe the proposed group; this worksheet covers the seller’s closure preparation.
Complete the unit record after handover
Record actual release, received items, signed documents and outstanding tasks. Assign the remaining title, toll account, insurance and fleet-system steps to the appropriate staff. Work through the sale checklist and current official instructions for each unit rather than marking the fleet finished when the yard is empty.
Flag the location deadline in your inquiry
Send the count, types and cities where vehicles are kept. Note the closure date and which units remain in use or await ownership review.