Use one inventory format
Set common columns for unit reference, site code, set identity, rating, condition, evidence availability and sale scope. Keep the unit reference unique across the portfolio. Use the same labels for unknown values so a blank does not mean unknown at one location and not applicable at another.
Keep evidence folders tied to each unit
Organize photos and reports by site and unit reference. Include the source date and local contact responsible for clarification. Do not assign one site’s service history to another machine with a matching model. Record different evidence quality explicitly so a strong package at one site does not imply the entire portfolio was assessed.
Separate price and collection assumptions
Ask whether an offer covers all listed assets, named sites or selected units. Request the buyer’s removal assumptions for each location. A single portfolio number may hide different deadlines or excluded handling services; keep those terms visible in the comparison.
Coordinate updates centrally
Assign one person to maintain the master availability list while local contacts confirm condition and access. Date revisions and identify affected units. Before partial collection or withdrawal, check how the change affects any package offer. Preserve the final unit list associated with each accepted scope.