Identify the individual unit
Condition belongs to a specific machine, not to a model name. Start with photographs of the full unit, model plate and serial identifier. Record voltage, frequency, plug, year if supported, current location and the seller’s authority to offer it. If an identifier is obscured or inconsistent, resolve that before discussing cosmetic grade.
Brand familiarity does not prove official authorization, warranty or access to service. Ask those questions separately and keep unverified answers out of the listing.
Define the operating check
“Working” is too broad for commercial equipment. Agree on a test suited to the machine: power-on behavior, controls, motor or pump operation, heating, leaks, unusual noise, safety interlocks and a representative cycle under load. Record the date, test conditions and person or party that performed the check.
Video can make the evidence easier to review, but it should show the serial-linked unit and the relevant sequence without hiding cuts at critical moments. A video is not a replacement for an agreed inspection scope or an independent inspection when the order risk justifies one.
Record defects plainly
Separate visible wear from functional defects. Photograph dents, corrosion, cracked panels, missing fasteners, damaged cables and repaired areas at useful distance and close range. List known leaks, error codes, intermittent behavior and any function that was not tested.
Avoid a single grade such as “excellent” unless the criteria are defined. A short factual condition summary plus a defect list gives the buyer more information.
Review service and refurbishment evidence
Ask for dated service records, replaced-part details and the identity of the party that performed the work. Distinguish documented refurbishment from cleaning or cosmetic preparation. Confirm whether removed parts are included and whether replacement components match the intended voltage and configuration.
Warranty, spare-parts supply and future service access require explicit confirmation. They should not be inferred from a past repair or the machine’s brand.
Confirm what ships
Create an included-parts list covering hoppers, trays, portafilters, baskets, cables, keys, manuals and loose accessories as applicable. Photograph the group together. Missing accessories can affect commissioning even when the main machine passes an operating check.
Then define export protection for the identified unit. Record cleaning and drainage steps, moving-part restraints, moisture protection, cushioning, crate or pallet construction, final dimensions and gross weight. Heavy equipment also needs a plan for lifting points and site unloading.
Freight and delivery support should be quoted only after that packing data and the destination are known. Existing catalogue dimensions for a new unit may not describe a custom crate for a pre-owned machine.
Set an evidence date
Availability and condition can change while a buyer decides. Put a verification date on the listing and reconfirm status before commitment. If the machine is moved, operated again, serviced or damaged after inspection, update the evidence set.
A useful purchase record identifies the unit, agreed condition, defects, included parts, inspection evidence, packing method and final status. This is more durable than relying on chat descriptions scattered across the negotiation.
Buyer checklist
- Match the model plate, serial identifier and full-unit photographs.
- Confirm ownership or authority to sell.
- Record voltage, frequency, plug and location.
- Agree on operating tests and evidence format.
- List every untested function and known defect.
- Review dated service and replacement-part records.
- Separate documented refurbishment from cleaning.
- Confirm included accessories and removed parts.
- Approve the export packing method, dimensions and weight.
- Reconfirm condition and availability before commitment.
The goal is not to eliminate every uncertainty. It is to make each known fact, open question and buyer decision visible for the individual unit.