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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)

How to Use an Equipment Bill of Sale

Step 1 – Ensure Authenticity

Always do your research when making a purchase for equipment. If buying from a business, check out their online reviews to see what other buyers have to say about their dealings. Do whatever it takes until you feel confident that the business or person at the other end of the exchange is trustworthy and worth your time.

Before agreeing to purchase, ask the seller for the equipment’s serial number. Then call the manufacture to see if the serial number matches a record to verify authenticity. Also, it’s a good idea to see if the item is reported stolen by searching the database of Stolen Register. When completing the equipment bill of sale, be sure to include the serial number within.

Step 2 – Verify Ownership

Once you have verified that the equipment is authentic, you want to make sure that you are buying from the actual owner. This can be done by asking for the original purchase receipt and/or bill of sale. If there was financing involved to buy the equipment, ask for those documents as well. It’s important to know that the equipment is fully paid off.

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.

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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