Documents You May Need When Selling Trucks & Plant Machinery

When selling a commercial vehicle or piece of plant machinery, having the correct paperwork ready can help avoid delays, answer buyer questions and make the sale easier to complete.

The exact documents depend on what you are selling. A road-registered truck may need different paperwork from an excavator, telehandler or other plant machine.

✔ Proof of ownership
✔ V5C where applicable
✔ VIN or machine serial number
✔ Service and maintenance records
✔ Finance settlement details where relevant
✔ Sales invoice or bill of sale

Proof of Ownership

A buyer may want evidence that you are entitled to sell the vehicle or machine.

Useful records can include:

Original purchase invoice
Bill of sale
Previous sales invoice
Company asset records
Finance settlement confirmation

This can be particularly important with higher-value plant machinery or equipment that is not road registered.

V5C Logbook for Road-Registered Vehicles

Road-registered commercial vehicles will normally have a V5C registration certificate.

This can apply to:

The V5C should ideally show the correct registration and vehicle details.

When a vehicle is sold, the change of keeper should be reported correctly to DVLA.

Do Plant Machines Have a V5C?

Not always.

Some plant machinery is road registered and may have a V5C, while other machines are identified primarily by their manufacturer, model and serial or PIN number.

For non-road-registered plant, useful information can include:

Manufacturer
Model
Serial or PIN number
Year of manufacture
Operating hours
Purchase invoice
Ownership records

VIN, Chassis Number & Machine Serial Number

Identification numbers should match the machine or vehicle being sold.

For trucks and road vehicles this may include:

VIN
Chassis number
Registration number

For plant machinery this may include:

Machine serial number
Product Identification Number (PIN)
Manufacturer plate
Model designation

A clear photograph of the identification plate can be very useful when requesting a valuation.

Service & Maintenance Records

Maintenance history can help demonstrate how a truck or machine has been looked after.

Useful records can include:

Service invoices
Maintenance schedules
Inspection records
Engine or gearbox repairs
Hydraulic repairs
Replacement parts invoices
Major component replacement records

This can be especially useful for excavators, telehandlers, wheel loaders and high-hour machinery.

MOT, Test & Inspection Records

For road-going commercial vehicles, MOT or test information can help a buyer understand the current roadworthiness position.

Useful documents may include:

Current MOT or test certificate
Previous test records
Advisory information
Recent repair invoices

A short or expired test does not necessarily prevent a sale, but it should be disclosed accurately.

Operating Hours & Mileage Records

Mileage is important for trucks and vans, while operating hours are usually more relevant for plant machinery.

Useful evidence may include:

Dashboard mileage
Hour meter reading
Service history showing previous readings
Fleet maintenance records
Telematics or machine-management records where available

Finance Settlement Documentation

If finance is outstanding, the position should be clarified before the sale is completed.

Useful paperwork can include:

Current settlement figure
Finance company details
Written settlement confirmation
Evidence that finance has been cleared

Do not leave outstanding finance until collection day.

Sales Invoice or Bill of Sale

A written sales record can help protect both seller and buyer.

A simple invoice or bill of sale may include:

Seller name and address
Buyer name and address
Date of sale
Make and model
Registration number where applicable
VIN or serial number
Mileage or operating hours
Sale price
VAT where applicable
Attachments or additional equipment included

VAT Information

If the seller is VAT registered, the VAT position should be established before the sale is completed.

This can be particularly important when selling:

Company-owned trucks
Plant machinery
Fleet vehicles
Commercial equipment

If you are unsure whether VAT should be charged, confirm the position with your accountant.

Plant Attachments & Accessories

If attachments are being sold with a machine, it is useful to record exactly what is included.

This may include:

Buckets
Hydraulic breakers
Quick hitches
Forks
Jibs
Grabs
Rippers
Specialist attachments

Photographs and serial numbers can be useful on higher-value attachments.

Inspection & Certification Records

Some specialist machinery may have additional inspection or certification records.

Depending on the equipment, this could include:

Inspection reports
Lifting-equipment records
Maintenance certificates
Safety inspection documents
Calibration or testing records

Where available, these records may help a buyer understand the condition and maintenance history.

Documents for Fleet Sales

When selling several vehicles or machines together, a simple fleet schedule can save a lot of time.

Include:

Make
Model
Year
Registration or serial number
Mileage or hours
Condition
Current location
Finance status

For larger disposals, see our company fleet and bulk equipment buying service.

Documents for Export Sales

If the vehicle or machine is being sold for export, additional paperwork may be required.

This can include:

V5C permanent export information for road vehicles
Commercial invoice
VIN or serial number details
Customs documentation
Proof of export
Transport documents

See our guide to selling trucks and plant machinery to export buyers for more information.

What If Some Documents Are Missing?

Missing paperwork does not always prevent a sale, but it can make valuation and ownership checks more difficult.

If documents are unavailable, be clear about this from the start.

Useful alternatives may include:

Previous invoices
Service records
Company asset records
Serial number photographs
Finance settlement letters

What Should I Have Ready Before Requesting a Valuation?

For a truck:

Registration number
Make and model
Year
Mileage
V5C availability
MOT or test status
Service history
Known faults
Photographs

For plant machinery:

Manufacturer
Model
Year
Operating hours
Serial or PIN number
Service history
Attachments included
Known faults
Photographs

Related Selling Guides

Request a Truck or Plant Machinery Valuation

If you are unsure what paperwork you have or whether anything important is missing, you can still request a free truck or plant machinery valuation.

Send the make, model, year, mileage or operating hours, condition and photographs, and include whatever documentation you currently have available.