Resources
Handoff Template
A handoff template for South African machine deals, covering condition, included tooling, documents, and site sign-off.
How Handoff Template works on a machine sale week
The Handoff Template records the practical details that matter when a machine changes hands. It covers condition on collection or delivery, tooling supplied, documents included, and sign-off once the machine is on the customer's floor.
Use the Handoff Template to capture the machine exactly as it stands on collection day or after delivery. Record the model, serial plate, visible condition, loose tooling, power requirements, and any transport marks before the unit is connected. For Johannesburg moves from Crown Mines, note the loading method, truck access, and who signs at handover.
Photos matter most when they are tied to the checklist entries, not stored on their own. Add images of the bed, slides, guards, chucks, electrical panel, and any accessories laid out beside the machine. Include the meter reading or test status if the machine was run before dispatch.
Collection and delivery record
This template gives one place for the condition report, included items list, document check, and final sign-off. Mark what was supplied with the machine, such as steadies, toolposts, arbors, manuals, or spare belts. Space is also left for faults found during unloading or first positioning on site.
Before sending the form, check that the machine name and serial match the invoice. List every loose item that travelled separately, including cabinets, coolant trays, and change gears.
- Serial plate and model recorded
- Tooling counted at handover
- Site sign-off box included
Site checks before sign-off
A machine handed over in Gauteng often faces different conditions once it reaches Durban or Cape Town. Note whether rust protection was applied for coastal transport, whether lifting gear was used at both ends, and whether three-phase supply was available for a test. For Crown Mines collections, add arrival time, loading contact, and the condition seen before the machine left site.
Power interruptions can affect what can be tested before dispatch, so the form should state what was demonstrated and what was not. Dust covers, coolant residue, and transit wrapping should also be noted where they affect inspection. When the machine lands on the customer's site, confirm footing, placement, and any damage to guards, handles, or control boxes.
Operated by Astros Marketing (Pty) Ltd from 2 Makro Place, Sunnyrock 1401.
Documents and tooling to list
Use the handoff template for machine photos, collection timing, and any issues already found. Keep the subject line direct.
Complete the Handoff Template while the machine, paperwork, and loose items are all in front of you. Typical entries include manuals, test notes, invoice copies, chuck keys, centres, faceplates, and any valve grinding accessories supplied with the sale. That creates a clear record for both collection and final placement on the customer's site.