1. Start With a Clean Asset List
Begin with a simple list of every machine, attachment and support item you may want included. Use the maker, model, serial number if visible, and the main function of each item. If a unit is out of service, still include it, because it may affect the lotting and the site plan.
Keep the list practical. Group similar items together only if they are truly alike, because mixed condition or different specs can confuse the inspection and later viewing day. A clear list also helps when a machine is in another workshop, yard, or storage area in Germiston, Midrand or further afield.
- Record machine type and capacity where known
- Note whether it is running, idle, incomplete, or stripped
- Separate fixed plant from loose tooling and spares
- Mark any items under lease, hire purchase, or third party control
2. Make the Machine Safe and Reachable
Inspectors need safe access, and buyers will expect the same later on. Clear walkways around the machine, remove loose scrap, and make sure the area is dry enough to walk on. If the site has uneven floors, low lighting, or restricted loading bays, say so early so the team can plan around it.
Where power is needed for testing, check that the machine can be isolated properly and that the site can handle basic start up checks. In Gauteng and coastal areas alike, old wiring, dust, and humidity can affect what can be tested on the day, so do not force a machine that is not ready. It is better to flag a fault than hide it.
- Clear access from the gate to the machine
- Unlock panels and provide keys, remotes, or access codes
- Remove personal tools, product stock, and unrelated materials
- Identify any safety risks such as leaks, sharp edges, or unstable parts
3. Gather the Papers Buyers Ask For
Good records support a valuation, but they do not guarantee a sale price. They help the valuer assess age, use, condition and likely market interest. Bring together the documents that explain the asset’s history and current status.
If a file is incomplete, send what you have. Missing paperwork is common and can still be handled, but it is quicker when service logs, manuals and purchase paperwork are close at hand. For imported machinery, any customs or release documents you hold may also help confirm identity and spec.
- Purchase invoice, delivery note, or internal asset record
- Maintenance logs and service history
- Operating manuals, wiring notes, and parts references
- Any certificates, inspection reports, or compliance records relevant to the machine
4. Fix the Small Things That Change Buyer Confidence
Minor faults do not always need repair before an inspection, but they should be identified. Missing guards, broken gauges, flat tyres, damaged cables, and seized controls all matter because they affect how buyers view the lot. If a machine needs a final clean or a basic service, do it before the photograph session if possible.
Do not paint over faults or cover damage. Buyers usually spot that quickly, and it can slow down the process. A straight note on condition is more useful than a polished surface with unanswered questions. Where a machine has been idle for months, state that clearly, especially if load-shedding, dust or coastal air may have affected it.
5. Prepare Photos and Lot Details Properly
Photographs form part of the listing record, so take them in good light and from enough angles to show the whole item. Include the controls, nameplate, side views, the work area around it, and any visible defects. If the machine has attachments, extra dies, tooling or spares, photograph those separately.
Write lot details in plain language. Keep the description factual and avoid guesses. If you are not sure of the exact year or capacity, say so rather than making an estimate. That keeps the catalogue clean and helps the team ask the right follow up questions.
- Take wide shots and close-ups
- Show serial plates and model marks where visible
- Photograph faults, missing parts, and accessories separately
- Use the same naming format for every item
6. Plan the Site for Inspection and Removal
An inspection is only part of the job. If the machine is likely to sell, you also need to think about removal, lifting access, and who will open the site on collection day. Make sure forklifts, cranes, slings, or other lifting gear can reach the unit if needed. Measure doorways, gates, and yard turns before the auction process starts.
Check whether floor anchors, bolts, pipework, ducting or electrical connections need to be disconnected. In many industrial sites around Johannesburg, Pretoria and Durban, the removal stage takes longer than expected because the access route was never measured. A quick plan now saves delays later.
7. Confirm Who Will Speak for the Seller
Before the inspection, decide who can answer questions, approve reserve guidance, and sign off on catalogue details. One clear contact avoids mixed instructions and reduces confusion on the day. If the machine belongs to a company, make sure the person handling the sale knows which items may be sold together and which must stay separate.
Machine Africa works with sellers across South Africa from the Kempton Park base, including Johannesburg, Pretoria, Durban, Cape Town and Gqeberha. The enquiry form on our contact page is the best way to start the process, and it helps the team line up the right valuation, lotting and site logistics support for your machinery.
