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.