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Equipment Bill of Sale Form

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The Equipment Bill of Sale is a great general-use document if you’re purchasing or selling any valuable piece of equipment. Here are just a few examples of equipment you may need to use this form for:

  • Office tools  and machinery (printers, projectors, desks and computers)
  • Kitchen equipment (appliances, knife sets, quality and specialty cookware)
  • Entertainment (Sound systems, lights, stages, musical instruments, and displays)
  • General & home use (lawnmowers, ladders, snow blowers, tool sets and more)

As you can see, the Equipment Bill of Sale is a versatile sales document.

When Should I Use an Equipment Bill of Sale?

The Equipment Bill of Sale has many uses. Often this document comes up when a purchase is being made on a used pieced of equipment. This document is also useful if the seller is in need of some fast cash and for buyers in desperate need of the equipment up for sale. It allows for instantaneous, as-is exchanges between the buyer and the seller.

The Process of Buying Used Equipment

The sales process for most used equipment is pretty simple. But it can vary from time to time, so here’s a simple checklist to follow.

1. Find a Reputable Seller

Always do your research when making any purchase. Check online reviews, ask around, and check the Better Business Bureau. Do whatever it takes until you feel confident that the person at the other end of the exchange is trustworthy and worth your time.

2. Verify the Equipment Matches Its Description

Used equipment sales are as-is. Rarely is there a warranty to back it up. That’s why you should inspect the equipment (or bring in an inspector in some cases) to ensure the equipment you’re purchasing matches the description on the sales form.

3. Ensure the Title is Clear (if applicable)

For larger machinery (namely in construction), titles may need to be transferred to complete the exchange. If this is the case, the seller is responsible for clearing the title so that it can be passed to the buyer at time of purchase.

Precautions to Take When Buying Used Equipment

Remember, the Equipment Bill of Sale is used for as-is transactions. This means the buyer needs to be careful when handling such purchases. Here are some safety tips when buying used equipment.

  1. Buy from a reputable seller.
  2. Ensure the equipment is in full and functioning order.
  3. Bring in a professional to inspect heavier and more dangerous pieces of equipment.
  4. Verify the title is clear and the documentation is accurate.

If everything checks out, then congratulations on your successful purchase!

How to Write an Equipment Bill of Sale

Step 1 – The Parties

  • Provide the Buyer’s Name
  • Enter the Seller’s Name
  • Enter the agreed purchase price

Step 2 – Description

  • Enter a description of the tool(s) and/or heavy or light machinery
  • Make
  • Model
  • Year
  • Serial Number
  • Reading (ie: odometer readings for heavy equipment (if any)
  • Date the seller’s acknowledgement of the agreed date as to transfer of funds and the change of ownership (taking possession) by the buyer in dd/mm/yyyy format

Step 3 – Signatures

  • Buyer’s Signature
  • Date of Signature
  • Printed Name
  • Seller’s Signature
  • Date of Signature
  • Seller’s Printed Name
  • Witnesses Signatures
  • Date of Respective Signature
  • Printed Name of Witnesses


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