Buying heavy equipment does not end with payment but with acceptance. This is the moment when the buyer can check, without haste, that they have received exactly the machine they ordered, with the right equipment and in working order. Remarks recorded at acceptance are resolved quickly. Remarks discovered after a month of operation often take a long time to prove.
Below is a practical acceptance procedure suitable for most types of equipment: from loaders and excavators to rollers and motor graders.
Preparing for acceptance
Appoint a responsible person on the company side in advance - better two: a manager responsible for the documents, and a mechanic or an experienced operator who understands the equipment. Take a copy of the contract and the specification with you so you can check the equipment item by item, not from memory.
Agree with the supplier on a time and place where the machine can be inspected in good light and started. Acceptance in a hurry in a dark parking lot is a common cause of missed defects.
Transport and unloading
If the supplier delivers the machine, clarify in advance who is responsible for transport and unloading and at what moment the risk of damage passes to the buyer. Prepare a site for unloading from the lowboy: level, with enough room for the machine to drive off. Be present at unloading if you can: that way you will immediately see whether there was any damage in transit and can record it before signing the documents.
Documents
Start with the papers. Check that you have received all the documents required by the contract and by law for registering the equipment. Clarify in advance with the supplier the list of documents for registering equipment with the technical supervision authorities and check it against the contract. In addition, the set usually includes the operator's manual, the service book, invoices and the acceptance certificate.
Check the machine's serial number and the engine number against those in the documents. An error in a single digit can later cause problems with registration and insurance, so this step must not be skipped.
Equipment
Go through the specification from the contract. Check the model, the type and volume of the bucket or working tool, the attachments, and the additional options you ordered: air conditioning, heater, cameras, a centralized lubrication system. Check for the tool kit, keys and spare parts, if they are included in the delivery.
External inspection
Walk around the machine. Pay attention to:
- paint damage, dents and chips that may have appeared in transit;
- the integrity of the glass, mirrors and headlights;
- the condition of the tires or tracks;
- leaks of oil, fuel or coolant under the machine and on the components;
- the security of the attachment mounts.
Photograph every remark immediately and enter it in the certificate.
Test start and operation check
Start the engine and let it run. Check the gauge readings and look for error messages on the display and for unusual noises. Check all working movements: raising and lowering the boom, swing, bucket operation, gear shifting, steering and brakes. Movements should be smooth, without jerks or delays.
Check the lighting, horn, heater and air conditioning in the cab. If possible, let the machine work under a light load.
Drawing up the certificate
The acceptance certificate is the main acceptance document. Enter all remarks in it, even minor ones, and agree with the supplier on deadlines for fixing them. Sign the certificate only after it reflects the real condition of the machine. Keep the photographs and copies of all documents.
If defects are found
Minor defects - scratches in the paint, a missing item of equipment, a slight leak - are not always a reason to refuse the machine. What matters is to document them properly: describe them in the certificate, attach photographs and agree with the supplier how and by when they will be fixed. If, however, a fault is found that prevents normal operation, discuss the next steps with the supplier before signing the certificate, relying on the terms of the contract.
Do not accept verbal promises of the kind “we will fix everything later.” Anything not written in the certificate will be hard to prove afterwards.
Operator training and the first hours of work
Ask the supplier's representative to show the operator the specifics of operating and servicing the model: daily checks, lubrication points, filter locations, what to do when errors appear on the display. Even an experienced operator gets up to speed faster if shown the nuances of the particular machine.
The first hours of a new machine's work are especially important. Follow the manufacturer's break-in recommendations, watch the gauge readings carefully and carry out the first service on schedule. Keep a work log from day one: engine hours, checks carried out, refuelings, operator remarks. Such a log helps you notice deviations in time and makes communication with service easier if repairs are needed.
Careful acceptance and a correct start help reduce the risk of disputes with the supplier and unnecessary downtime in the first months of operation.
