How to Ship Equipment You Bought at Auction: Step-by-Step Guide

Step 1: Know Your Removal Deadline Before You Bid

Every auction house has a "Removal Terms" policy that specifies how long you have to remove equipment after the sale closes. Most major platforms give buyers 8 business days from the auction close date. After that, storage fees begin—typically $25–$100 per day per piece. Equipment left for 60+ days may be considered abandoned. Read the removal terms for each auction before bidding, and factor the transport timeline into your total cost calculation.

Step 2: Get a Transport Quote Before the Auction Closes

The best time to arrange transport is before you win the bid—not after. Contact a heavy-haul carrier with the equipment's dimensions, weight, pickup location (auction yard address and lot number), and your delivery address. A reputable carrier can provide a quote within hours. This lets you know your total landed cost (purchase price + transport + permits) before you bid, so you don't overpay at auction.

To get an accurate quote, you'll need:

• Equipment type, make, and model
• Weight (from the auction listing or manufacturer specs)
• Dimensions: length, width, height (with any attachments in transport position)
• Auction yard address and lot/item number
• Your delivery address
• Desired pickup date (within the removal window)

Step 3: Pay in Full and Get Your Release Documentation

Auction houses will not release equipment to a carrier until the buyer has paid in full. Once payment is confirmed, the auction house will provide:

• Paid-in-full receipt or invoice: Proof that the balance is cleared
• Agent Release Authorization: A form authorizing a third-party carrier to pick up the equipment on your behalf. This is required if you're not personally present at pickup.
• Seller contact information: For IronPlanet and some other platforms, the seller's contact info is released after payment so you can coordinate pickup directly.

Send the Agent Release Authorization to your carrier immediately—they cannot enter the yard without it.

Step 4: Confirm the Carrier Has the Right Equipment

Auction yards have the right to reject a carrier whose trailer is not appropriate for the load. Before dispatch, confirm with your carrier:

• The trailer type matches the equipment (lowboy for tracked equipment, RGN for tall machines, step deck for forklifts, etc.)
• The carrier has a valid Certificate of Insurance (COI) meeting the auction yard's requirements—most yards require $1,000,000 in cargo coverage
• The carrier has FMCSA operating authority (MC number) and is in good standing
• All required oversize/overweight permits are in hand before the truck arrives at the yard

Step 5: Document the Equipment at Pickup

Before the carrier loads the equipment, document its condition thoroughly:

• Photograph all four sides, the undercarriage, and any visible damage
• Record the serial number and hour meter reading
• Note any pre-existing damage on the Bill of Lading (BOL) before signing
• Confirm the equipment matches the auction listing description

The signed BOL is your legal record of the equipment's condition at pickup. Any damage that occurs during transport should be noted on the delivery BOL and reported to the carrier immediately.

Step 6: Prepare for Delivery

Before the equipment arrives at your location, make sure you're ready to receive it:

• Confirm the delivery site has adequate access for the trailer (turning radius, overhead clearance, ground bearing capacity)
• Have a forklift, crane, or other unloading equipment available if the machine cannot drive off the trailer under its own power
• Have a qualified operator available to move the equipment off the trailer if it's self-propelled
• Inspect the equipment against the pickup BOL and note any new damage before signing the delivery receipt

Common Mistakes Auction Buyers Make

• Waiting until after the auction to arrange transport: This often means missing the removal deadline or paying rush fees
• Not reading the removal terms: Some auctions have shorter windows (5 days) or charge storage from day one
• Hiring a carrier without proper authority or insurance: If the carrier damages the equipment and isn't properly insured, you have limited recourse
• Not documenting condition at pickup: Without photos and a signed BOL noting pre-existing damage, it's difficult to prove when damage occurred
• Forgetting about permits: Oversize equipment requires permits before the truck can legally move. A carrier who shows up without permits will be turned away or fined.

IronHaul Logistics specializes in auction equipment pickup and transport. We work with Ritchie Bros., IronPlanet, Purple Wave, and other major platforms regularly and know exactly how to navigate the release process. Call (208) 495-2260, email [email protected], or request a quote online—ideally before your auction closes so we can have a rate ready the moment you win.