What Does an Equipment Inspection Report Include?

When money is on the table (a trade-in, a private sale, a lending package), a verbal "it's in good shape" is not enough. You need documentation. That is what an equipment inspection report is for.

Here is what a professional report should cover, and what the EquipBook Inspect gives you for $99.

What a Good Inspection Report Covers

A thorough inspection documents the machine's condition across every major system. The goal is to give the next party (buyer, lender, or dealer) enough information to make a confident decision without standing in front of the machine.

• Visual exterior condition: Body damage, paint, fluid leaks, and any visible structural damage. Rated and documented with photos.
• Engine and drivetrain: Start condition, warning lights or fault codes, fluid levels and quality, visible leak points, exhaust condition.
• Hydraulics: Function test for all circuits. Cylinder condition. Leaks at fittings and hoses.
• Undercarriage or tires: Track wear percentage for crawler equipment, tire tread depth, sidewall condition, cracks or bulges.
• Cab and controls: HVAC, displays, joysticks, seat, glass, and ROPS or cab structure.
• Hours meter: Documented as of inspection date. Any signs of tampering noted.
• Attachments: Condition of any included attachments, wear plates, and cutting edges.
• Overall grade: Excellent / Good / Fair / Poor with a written summary.

Who Needs an Inspection Report

A condition report removes risk from the transaction for everyone involved.

• Buyers: Know what you are getting before you hand over a check. "Good shape" means something different to every seller.
• Sellers: A clean, documented condition report commands a higher price. It answers the buyer's questions before they ask them and removes the negotiation friction of "I do not know what I am buying."
• Dealers taking trades: A graded report with photos gives you a defensible number to show the customer when they push back on your trade-in appraisal.
• Lenders: Most equipment lenders require condition documentation before approving financing. A professional condition report supports the loan value and speeds up underwriting.

How the EquipBook Inspect Works

The EquipBook Inspect is a $99 photo-based condition report, delivered same day.

1. Submit your machine details and upload photos from your phone. We give you a photo guide covering the 15 to 20 images that capture every key inspection point.
2. Our team reviews every photo and documents condition across all systems.
3. You receive a professional PDF with condition grades, written notes, and full photo documentation.

The report includes a condition grade by system (Excellent / Good / Fair / Poor), an overall grade with written summary, photo documentation of every major system, hours documented as of inspection, and any flagged issues that affect value.

Inspection Report Plus Valuation: The Full Picture

The inspection report tells you what condition the machine is in. The valuation tells you what that condition is worth.

Used together, they give you everything you need for a clean transaction:

• Sellers: Get the free valuation first to set price expectations. Add the $99 Inspect to document what you are selling. Your listing now has a number and the proof behind it.
• Dealers: Use the free valuation live in the trade-in conversation. Run the Inspect on every acquisition to document condition before the machine hits your lot. The photos and grade become your listing content.
• Buyers: Get the Inspect on any machine before you buy. If the seller will not allow it, that is information too.

How It Compares to a Traditional Appraisal

Traditional appraisals require an inspector to travel to the machine. That takes time and costs $300 to $800 or more for a single unit.

The EquipBook Inspect is phone-based: no scheduling, no travel, same-day turnaround. For most transactions (private sales, dealer trade-ins, smaller financing packages) a photo-documented condition report is all you need and all the lender requires.

For very large transactions or highly specialized equipment, an in-person appraisal may be warranted. But for any machine under $150,000, a $99 report with same-day turnaround is the faster, smarter starting point.

Get Your Report

The EquipBook Inspect is $99. Submit your machine details and photos, get your report same day.

Not sure what your machine is worth? Start with a free valuation to get a baseline number. Add the Inspect to back it up with documented proof.