How to Ship Heavy Equipment from Auction to Your Dealer Lot

The Clock Starts When the Hammer Falls

Every major auction platform has a removal deadline — the date by which you must have your equipment off the yard. Miss it, and you're paying storage fees. Miss it long enough, and you risk losing the equipment entirely. Typical removal windows:

• Ritchie Bros (rbauction.com): 5 to 10 business days after the sale, depending on the yard and sale type
• IronPlanet: Typically 5 to 7 business days; varies by seller and location
• Purple Wave: Usually 5 to 7 business days; check the specific listing for terms
• AuctionTime: Varies by seller; confirm immediately after winning
• GovDeals / Municibid: Government surplus sales often have shorter windows — sometimes 3 to 5 days

The moment you win, confirm the removal deadline and book transport. Do not wait until day 3 of a 5-day window — carrier availability and permit processing take time.

What Information Your Carrier Needs

To get an accurate quote and dispatch the right trailer, your carrier needs:

• Year, make, and model of the machine
• Serial number (for permit applications)
• Operating weight (from the data plate, not the listing)
• Dimensions: length, width, and height (with any attachments in travel position)
• Operability: Does it run? Does it drive, steer, and brake? Non-operable units require different loading equipment.
• Pickup location: Auction yard address and any gate access requirements
• Delivery location: Your lot address, including any access constraints (gate width, overhead clearance, surface type)
• Removal deadline

Inaccurate specs are the number one cause of shipping delays and cost overruns. Pull the weight and dimensions from the machine's data plate, not from the auction listing — listings are often incomplete or incorrect.

Agent Release Authorization: Do Not Forget This Step

If a third-party carrier is picking up the equipment on your behalf, most auction houses require a signed Agent Release Authorization form before they will release the machine. This document authorizes the carrier to take possession of the equipment in your name.

Without this form, your carrier will be turned away at the gate — and you will be burning removal deadline days while you sort out the paperwork. Submit the Agent Release Authorization to the auction house as soon as you book transport, not the day of pickup.

Choosing the Right Trailer

The trailer type depends on your machine's dimensions and operability:

Permit Processing Time

If your machine exceeds federal legal limits (8 ft 6 in wide, 13 ft 6 in tall, or 80,000 lbs GVW), your carrier needs to obtain oversize/overweight permits before moving. Standard permits typically take 24 to 48 hours. Multi-state moves require a permit for each state. Factor this into your removal deadline planning — if you're on a 5-day window and the move requires permits, book on day 1, not day 4.

What to Do When the Machine Arrives at Your Lot

When your equipment is delivered, do not just sign the Bill of Lading and wave the driver off. Take these steps:

1. Inspect the machine thoroughly before the carrier departs
2. Document any damage on the Bill of Lading — once the driver leaves, it's much harder to file a damage claim
3. Photograph the machine from all angles immediately after delivery
4. Check fluid levels and perform a basic operational check if the machine is operable
5. Re-torque wheel lugs on wheeled equipment after the first 50 miles of operation post-delivery

IronHaul Logistics specializes in auction pickup and dealer lot delivery for used equipment dealers nationwide. We handle permit coordination, Agent Release Authorization logistics, and on-time pickup to keep you within removal deadlines. Call (208) 495-2260, email [email protected], or use our online quote form to get a fast rate for your next auction pickup.