Equipment condition report

Walk around the machine and rate each part Good, Fair or Poor, with notes where you need them. Print a signed record of what you saw on the day.

What you type stays in this browser. It is not sent to us, saved or put in any web address. We count page visits and print presses, never what you type. Closing the page clears it.

What a condition report is

A condition report records the state of a machine on one specific day, in a standard order, so anyone reading it knows what was checked and what was found. It is the record that settles arguments later.

When you need one

Before buying a used truck or machine, on your own or with a mechanic.
When a lender or insurer asks for an inspection on used equipment.
Before and after a rental, to show what changed.
When you sell, to show the buyer what they are getting.

What to include

The serial number or VIN, hours and miles, so the report ties to one machine.
A rating for every section, and N/A for what does not apply. A blank looks like it was missed.
Specifics in the notes: "left rear cylinder weeping" beats "some leaks".
Dated photos, kept with the report.

What the form asks for

The machine: Year; Make; Model; Serial number or VIN; Hours; Mileage; Owner or seller; Where it was inspected; Inspection date; Inspected by.
Engine and powertrain: Engine: starts, runs, no smoke or knocks; Fluid levels and visible leaks; Radiator, hoses and belts; Transmission and drive; Exhaust and emissions equipment.
Hydraulics and work functions: Cylinders, hoses and fittings; Pumps and valves; Work functions under load; Attachments and couplers.
Tires, tracks and brakes: Tires or tracks: wear and damage; Undercarriage, axles and suspension; Brakes, including parking brake; Steering.
Frame, body and cab: Frame: cracks, welds and rust; Body, panels and paint; Glass and mirrors; Cab, seat and controls; Gauges and warning lights.
Electrical and safety: Batteries and charging; Lights and horn; Backup alarm and camera; Guards, rollover protection and seat belt; Fire extinguisher and decals.
Overall: Overall condition; Repairs needed, with any cost estimates; Other notes.

This is a general template, not legal advice. Check with an attorney for your situation.

Common questions

Who should do the inspection?
Anyone can fill out the form, but on an expensive machine pay a qualified mechanic who works on that type of equipment. The cost is usually small against one surprise repair.

What is the difference between Good, Fair and Poor?
Good means it works as it should with normal wear. Fair means it works but will need attention soon. Poor means it needs repair now or is not safe to run. Use the notes to say why.

Does a lender need a condition report?
Some do on older or higher-value used equipment. Others take photos and a serial number, or send their own inspector. Your lender will tell you.

Is this a warranty?
No. The report says what the inspector saw on that day. It is not a promise about how the machine will run from then on.

Can I use it for a DOT inspection?
No. Commercial vehicles have their own federal annual inspection rules and report requirements. This is a buying and record-keeping tool, not a replacement for those.

Buying equipment and need financing? Apply here.