Seller's Guide to Dental Equipment Auctions

Before anything else, walk through your practice and document what you have. A good inventory takes 30 to 60 minutes for a typical two or three operatory practice. Do this before you contact anyone about selling.

For each piece of equipment, record:

• Manufacturer and model name
• Year of manufacture or year purchased (check the sticker on the back or bottom if you are unsure)
• Serial number (required for imaging equipment, very helpful for chairs)
• Physical condition, honestly assessed
• Any accessories or attachments included
• Whether the equipment is currently in clinical use or has been sitting idle

This list becomes the foundation for your listing. Buyers want specifics. "Dental chair, good condition" is far less valuable than "A-dec 511 patient chair with 511 delivery system, 2016, operational." The more specific the inventory, the better the bids.

Documentation is what separates a nervous buyer from a confident bidder. You do not need every piece of paper in perfect order, but the more you have, the better.

Pull together what you can:

• Service records. Even one or two recent service invoices help. Buyers want to know the equipment was maintained.
• Original manuals. Especially useful for delivery units, panoramic systems, and CBCT units. If you still have the original box, that is worth noting.
• Calibration certificates. Imaging equipment (sensors, panoramic, CBCT) should have current calibration documentation. This matters most for equipment being sold for continued clinical use.
• Warranty information. If the equipment is still under manufacturer or extended warranty, that is a significant selling point.
• Purchase records. If you have the original invoice showing what you paid, it provides context. Not required, but useful.

Do not worry if records are incomplete. Missing documentation gets noted in the listing honestly. A buyer who bids knowing there are no service records is bidding with eyes open.

For qualifying listings, we coordinate an on-site inspection through our network of logistics partners. For some listings, we work with sellers to provide thorough photo documentation and condition reporting remotely. Either way, the equipment needs to be in shape before documentation happens. Good photos are the single biggest factor in strong bids.

• Clean thoroughly. Wipe down every surface. Remove handpieces and clean the syringe holders, the delivery unit tray, the spittoon. Buyers are looking at photos closely. A clean chair signals a well-maintained practice.
• Remove all patient items. Patient bibs, disposables, cotton rolls, and any items with patient information should be removed before the inspection.
• Clear the operatory. Remove personal items, charts, and anything that does not belong to the equipment being sold. You want buyers focused on the equipment, not the clutter.
• Make sure it is accessible. If a chair is pushed against a wall, we need space to photograph it from multiple angles. Pull it out into the center of the operatory if possible.
• Serial number plates should be visible. Do not tape over them. We photograph serial numbers as part of the documentation process.

Whether documented on-site or remotely, coverage should include multiple angles, the delivery unit controls, the serial plate, any visible wear or damage, and accessories. If there is a cabinet that goes with the chair, photograph that too.

Here is what the process looks like from the moment you submit an inquiry to the moment the wire hits your account:

Once the buyer pays, we coordinate logistics. There are two scenarios:

On pickup day, you do not need to do anything special. Have the equipment accessible and someone present with authority to confirm the pickup. We will have communicated the details well in advance.

Auction prices reflect real market demand, and that demand varies. A few things to keep in mind:

• Specialty equipment has smaller buyer pools. A cone beam system can be a high-value lot, but there are fewer buyers who need one and can install it. That affects how competitive the bidding gets.
• Timing matters. Equipment listed when we have an active buyer base in your region performs better. We time our auctions to match buyer demand.
• Condition grade is the biggest variable. Equipment graded Excellent or Very Good by our inspector consistently outperforms equipment graded Fair, even when the equipment is technically identical.
• We cannot predict final prices. We can give you a general sense of the category and what similar lots have sold for. But bidding is bidding. Markets decide prices.

The alternative to auction is selling to a dealer, who will offer you a fraction of the equipment's value because they need margin for resale. Auction connects you directly with dentists who want to put the equipment back into clinical use, and they will pay closer to real market value to get it.

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