Auction Equipment Pickup Logistics: What to Do After You Win the Bid

Understanding Auction Removal Deadlines

Every major auction platform has a removal deadline—the date by which you must have your equipment off the seller's premises. At Ritchie Bros and IronPlanet, equipment must typically be removed within 8 business days after the auction closes. Miss that deadline and you may face daily storage fees. Equipment left for more than 60 days may be deemed abandoned, with disposal costs deducted from your proceeds.

The removal deadline clock starts from auction close, not from when you receive your transportation authorization. This means you need to start arranging transport before the auction closes if you're bidding on equipment that requires oversize permits or is located far from your destination.

Step 1: Get Your Transportation Authorization

After full payment is confirmed, the auction platform releases the seller's contact information and a Transportation Authorization document. At Ritchie Bros/IronPlanet, this is accessible via the "Transportation Authorization" link on the Post Sale Info page. This document is what your carrier needs to present at the gate to pick up the equipment.

Do not send a carrier to pick up equipment without the Transportation Authorization. The seller is not required to release equipment without it, and you'll waste a truck roll and potentially miss your removal deadline.

Step 2: Get the Equipment Specifications

Before calling a carrier, gather the following information about your equipment:

• Make, model, and year
• Operating weight (from the auction listing or manufacturer specs)
• Transport dimensions: length, width, height (with boom/stick in transport position for excavators)
• Whether the machine is operable (can it move under its own power?)
• Whether it has any attachments that affect dimensions or weight
• Pickup location: full address, gate hours, and any access restrictions
• Delivery location: full address, access restrictions, and whether a forklift or crane is available for unloading

Accurate specifications are critical. Carriers quote based on the information you provide—if the actual dimensions are larger than quoted, the carrier may refuse to load or charge a significant surcharge at pickup.

Step 3: Book Transport Early

With an 8-business-day removal window, you have less time than you think. Here's a realistic timeline:

• Day 1–2: Payment confirmed, Transportation Authorization received, carrier contacted and quote obtained
• Day 2–3: Carrier booked, permit applications submitted (if oversize/overweight)
• Day 5–7: Permits approved (standard oversize permits take 5–7 business days)
• Day 6–8: Pickup and transit

If your equipment requires oversize permits, you have almost no margin for error. Book your carrier on Day 1 and have them submit permit applications immediately. For equipment that ships within legal dimensions on a standard flatbed, you have more flexibility—but don't wait until Day 7 to start calling carriers.

Step 4: Understand What the Auction Yard Will and Won't Do

Auction sellers are not required to load equipment into containers, dismantle assets for transport, or provide loading assistance. Some sellers or storage agents may offer these services for an additional fee, but you must arrange this separately. Do not assume the auction yard has a forklift or crane available to assist with loading.

For inoperable equipment, confirm with the seller whether any loading assistance is available. If not, your carrier needs to bring their own loading equipment or arrange for a third-party crane service at the pickup location.

Step 5: Coordinate Delivery

Confirm your delivery location can accommodate the transport rig. A standard flatbed with a tractor is approximately 70 to 75 feet long and requires significant turning radius. Lowboy and RGN trailers are even longer. If your delivery location has a narrow gate, low overhead clearance, or soft ground, notify your carrier in advance so they can plan accordingly.

If you're buying equipment for resale or export, confirm whether the delivery location (dealer lot, port terminal, or storage yard) has specific delivery hours and requirements before booking transport.

Common Mistakes Auction Buyers Make

• Waiting too long to book transport: The removal deadline is firm. Start calling carriers the day payment is confirmed.
• Providing inaccurate dimensions: Always verify dimensions against the actual machine, not just the auction listing. Auction listings sometimes have errors.
• Not confirming operability: If the machine doesn't run, your carrier needs to know before they arrive. Inoperable surcharges and loading equipment must be arranged in advance.
• Forgetting about permits: Oversize equipment requires permits that take 5 to 10 business days. Factor this into your timeline from Day 1.
• Not confirming delivery site access: A carrier that can't access your delivery site will charge a dry run fee and you'll need to rebook.

IronHaul Picks Up from All Major Auction Platforms

IronHaul Logistics regularly picks up equipment from Ritchie Bros, IronPlanet, Purple Wave, EquipmentFacts, GovDeals, MachineryTrader, and other auction platforms across the country. We understand removal deadlines, Transportation Authorization requirements, and the urgency of auction logistics. Call (208) 495-2260, email [email protected], or submit our online quote form with your auction platform, lot number, and pickup location for a fast quote.