By Surplus Cascade · Updated October 25, 2026
Use one row for each asset or system.
A useful inventory identifies equipment and exposes unknowns. Start with these fields: manufacturer, exact model, quantity, serial number if available, condition, included accessories, location and notes. For a complete system, give it a system ID and use that ID on related controllers or parts. Keep quantity and estimated weight clearly distinguished.
Describe what was checked.
Use plain states: working as last used, power-on only, untested, faulty, incomplete or for parts. Add the date and basis of the assessment when known. Describe a fault instead of guessing a diagnosis. A calibration date, service record or error message is useful evidence; absence of a record should remain visible.
Take photographs that answer specific questions.
- Overall front and rear views.
- Readable manufacturer, model, serial and option labels.
- Controllers, probes, cables and modules supplied with the asset.
- Known damage, missing parts and storage condition.
- Room access and loading route for larger equipment.
Use existing safe access. Do not open energized equipment, run a laser or move a heavy tool merely for photographs. Send readable originals rather than screenshots of a spreadsheet full of tiny images.
Keep uncertain details uncertain.
Write “unknown” where a model, condition or configuration cannot be confirmed. Separate quantities counted from estimates. If rows may be duplicates, flag them. For modular equipment, list populated slots or available module labels without assuming every module belongs to every chassis.
Add project information once.
Include city, state or ZIP, approximate lot volume, completion target, access hours, stairs or lift limits, loading availability and the contact authorized to release equipment. Flag leased, financed or third-party assets as excluded. Disclose data and special-material concerns before scheduling.
Example: describe one system without guessing
A useful row could say: “PXIe chassis; controller and four modules included; exact models in attached photos; untested since storage; two chassis in total; Sacramento, CA.” Give each module its own row if you can read the labels, using the same system ID. This is an illustrative entry, not a list of equipment currently owned or offered by Surplus Cascade.
Send the format you have.
CSV/XLSX, PDF, phone photos and a plain model list can start a review. Keep banking details, passwords and unrelated personal information out of the inventory. If an NDA is needed, discuss it before sharing restricted files. For more detail use the semiconductor or laser inventory guide, then start a direct sale review.