Build an asset list that can be read quickly.
Use one row per instrument. Start with manufacturer, exact model, quantity, location and current condition. Give connected modules their own rows, and use a shared system reference so they stay together.
Practical preparation
One list. A clearer handover.
For a department move, a single surplus instrument or a room full of equipment, a consistent record is the best place to begin.
Photograph what will actually be included.
Take an overall view, then photograph model labels, modules, accessories and visible damage. Include the controller or workstation if it forms part of the proposed sale. Keep the photos attached to the right asset reference.
Separate known facts from open questions.
Working, stored, disconnected and untested are different descriptions. Record the last known use and any faults. If no recent performance record exists, say so; there is no need to create one just to start a conversation.
Agree the scope before separating the system.
Confirm which instruments, computers and accessories are included. Document commercial terms, access, timing and responsibility for preparation, packing and collection before equipment leaves the site.
Start with the equipment you have.
Send the model, configuration, condition and location. Attach photographs and any relevant records to your email.
Agree the details before collection
Confirm what is available
Give each asset a stable identifier. Reuse it in photographs, emails and revised lists. If you change the sale scope, keep the identifier and update the status rather than renumbering the whole spreadsheet.
Describe the configuration
Use the equipment categories to list the included modules and accessories. Body; objectives; cameras; control unit; computer. Keep photographs matched to the equipment list and mark retained or shared items. Include the exact model rather than relying on the system family name.
Share the known condition
Describe the most recent use, known faults, missing parts and available records. Say “unknown” when that is the accurate answer. Do not restart or dismantle equipment just to make the enquiry. Avoid including research, patient or other confidential data in photographs and documents.
Agree the commercial scope
An initial enquiry starts a discussion. If a purchase is proposed, confirm the included items, price, payment timing, preparation, packing and collection responsibilities in writing. Do not assume a preliminary discussion commits either party to a transaction.
Coordinate the handover
Mark retained, removed and newly added items on each revision. Before collection, agree a final equipment list, accessories, terms and site responsibilities. A preliminary spreadsheet should not be mistaken for the final collection instruction.
Questions before you start
Can I enquire without a complete service file?
Yes. Send the model, location and what you know about condition. State which records are available and which details remain unknown.
What if the instrument is still in use?
Include the expected release window and any dependency on replacement equipment. A discussion can begin before a collection date is agreed.
Can I send photographs and a spreadsheet?
Use the enquiry form for the initial details. Email photographs or an existing spreadsheet to the address on the contact page, with your enquiry reference. Remove unrelated or confidential information first.
Is collection or payment automatic?
No. Purchase suitability, terms, preparation and collection arrangements must be agreed for the specific equipment and location.