A farmer’s checklist for preparing equipment for resale

You already know your equipment better than any buyer or appraiser ever will. Years of maintenance went into keeping it running right, done in your own shop, on your own schedule. The step that’s easy to skip is showing that work to a buyer who’s never set foot on your farm. This checklist covers the practical steps that turn “trust me, it runs great” into proof a buyer can see for themselves. Print it, run through it before your next sale, and you’ll walk into auction day with equipment that’s ready to earn its full value.

Fluids

• Check engine oil level and condition — top off or change if it’s due
• Check hydraulic fluid level and look for signs of contamination
• Check coolant level and condition
• Check transmission and differential fluid levels
• Check fuel level and look for water or contamination in the tank
• Fix any active leaks — a $40 hose is cheaper than the discount a buyer applies for finding it themselves

Grease points and lubrication

• Grease every fitting according to the Original Equipment Manufacturer schedule — pins, bushings, linkages, PTO
• Wipe down excess grease so joints look maintained, not just recently serviced
• Check for dry or worn grease points that signal missed service intervals

Battery and electrical

• Test battery charge and load capacity
• Clean battery terminals and check for corrosion
• Confirm all lights, gauges, and warning indicators work
• Start the machine cold and run it through a full cycle — this is exactly what a buyer or inspector will do

Cleaning and presentation

• Wash the exterior — remove dirt, mud, and built-up grease
• Clean the cab interior, including glass, seat, and controls
• Clean the engine bay
• Touch up paint or decals where practical; consider professional refurbishing for higher-value pieces
• Address any minor repairs that are cheap to fix now and expensive to have discounted later

Equipment refurbishing tips

Photos

• Shoot in good daylight — dark or blurry photos read as neglect even when the machine is in great shape
• Photograph every angle: cab interior, engine compartment, undercarriage, hour meter
• Photograph any wear points or damage you’re already disclosing — buyers trust sellers who show the whole picture
• Include wide shots and close-ups; a buyer evaluating equipment online may never see it in person before bidding

Documentation

• Gather service logs, repair receipts, and maintenance history in one place
• Confirm serial numbers or the Vehicle Identification Number (VIN) match your records and are legible on the machine
• Pull together title, ownership, and usage records
• Note current hour or mileage readings
• Organize everything into a simple file — purchase date, major repairs, recent service — so a buyer’s “trust me” becomes “here’s the proof”

Why onsite inspections matter to appraisals

Before you list

• Walk the machine the way a buyer would, start to finish, before anyone else does
• Confirm your price expectations reflect current market data, not what a similar machine sold for a season or two ago
• Decide how you want to reach buyers — the wider the pool, the more competitive the bidding on your equipment

How Ritchie Bros. helps you maximize returns on farm equipment.

Get more tips from your local rep

A checklist gets you most of the way there. For guidance specific to your equipment, market, and timing, contact your local Ritchie Bros. representative — they can walk your yard with you and tell you what’s worth doing before your next sale.

Equipment for saleSponsored2016 Volvo VNM T/A Day Cab Truck TractorNorth East, MD 24 daysView listing

See also

From Winter Roads to Retirement: How R. French Transport Sold Its Fleet from Home in Arcola, SK