Check the lot and the collection site
Match the invoice or purchase record to the lot number and vehicle identifier. Confirm the physical collection address; the auction’s office, advertised region and storage yard may not be the same place. Use the current release contact rather than an old contact saved from another sale.
Ask whether the purchase is held by the auction house, an external vendor or a private yard. The brand name alone does not establish the local release process. Keep the sale-specific collection instructions with your purchase record.
Confirm readiness in writing
Ask whether payment has cleared and whether any other steps remain before release. A payment receipt can show a transaction without confirming the yard has authorised collection. Request the actual release status and any reference the collector must quote.
- Invoice or lot reference and vehicle identity.
- Yard confirmation that the lot is available for release.
- Required release authority naming the appropriate collector.
- Appointment or booking reference, if the yard requires one.
- Identification or induction requirements for the attending person.
- Opening hours, cutoff times and the release contact.
Agree how collector details will be supplied
Ask the yard what authorisation format it accepts, and ask the provider when the attending collector’s details can be confirmed. Do not fill an authority with guessed names or vehicle details. If the collector changes, check whether the yard needs a replacement authority.
Share only the documents necessary for release through an agreed channel. Do not publish identity documents, account details or release codes in a broadly shared spreadsheet. Keep a record of what was sent, to whom and when.
When arranging auction pickup and release-paperwork assistance, ask which steps the provider can assist with and which remain your responsibility as the buyer.
Do a final release check before attendance
Check that the yard and provider have the same lot, collection location and appointment details. Confirm keys and any separately stored items are available. If the vehicle’s condition is uncertain, resolve that separately; correct paperwork does not mean it can be loaded as expected.
For example, a hypothetical buyer has paid but the yard still needs a signed authority. Sending the transport request alone would leave the release incomplete. The buyer should obtain confirmation that the authority is accepted before treating collection as ready.
If release is refused, ask for the specific missing requirement and notify the provider. Do not ask a driver to bypass the yard’s process. Reconfirm timing and any applicable charges with the relevant party.