Standardized spreadsheet template and formatting guide for organizing industrial surplus valves, actuators, and instrumentation for appraisal. This guidance helps a seller prepare information for a surplus-equipment review; it does not provide engineering, inspection, repair, certification, or installation advice.
Standard Column Structure for Industrial Valve Spreadsheets
A professional surplus valve inventory spreadsheet should consist of twelve core data columns: Item Number, Quantity, Valve Type, Manufacturer, Full Model / Figure Number, Nominal Size, ANSI Pressure Class, Body & Trim Metallurgy, End Connection, Actuation & Controls, Condition Classification, and Location / Packaging.
Assign a distinct alphanumeric item code (e.g., 'V-001', 'V-002') to each unique specification line. If you possess five identical 4" Class 300 WCB Fisher control valves from the same project, list them on a single row with '5' in the Quantity column and reference the corresponding photo folder.
Never combine different sizes, pressure classes, or body materials on the same row. Grouping disparate valves under vague descriptions like 'misc stainless valves' forces buyers to price in high uncertainty or delay quotes while requesting clarification.
Capturing Critical Metallurgy and Trim Codes
Valve valuation shifts dramatically based on internal trim and body casting alloys. Always transcribe exact ASTM casting and forging designations from the nameplate or body markings. Standard abbreviations include WCB (carbon steel), LCC/LCB (low-temperature carbon steel), CF8M (cast 316 stainless steel), WC6 / WC9 (chrome-moly alloy steel), and A105 (forged carbon steel).
For control valves and severe-service isolation valves, record the stamped trim number or seat code. If a valve features Stellite hardfacing, Monel trim, Inconel bellows seals, or PEEK soft seats, noting these details in your spreadsheet alerts the buyer to high-value specialty equipment.
If metallurgy or trim is unknown because a nameplate is missing, explicitly enter 'Unknown - see photo'. Accurate uncertainty is far more useful than guessing, as an experienced buyer can often deduce the metallurgy from the casting pattern or plant application.
Actuation, Positioners & Automation Package Details
Automated valves represent complex assemblies where the actuator and instrumentation often exceed the value of the valve body itself. In the 'Actuation & Controls' column, specify the actuator manufacturer, model number, casing size, and action (e.g., 'Fisher 657 Size 40 Direct-Acting Air-to-Close').
Include the positioner model (e.g., 'FIELDVUE DVC6200 HART', 'Fisher 3610J'), solenoid valve model and operating voltage (e.g., 'ASCO 120V AC Explosion-Proof'), limit switch box (e.g., 'TopWorx D-Series'), and whether a manual handwheel override is installed.
For manual valves, note whether the valve is equipped with a standard handwheel, chainwheel for elevated piping, or heavy bevel/worm gear operator. Gear-operated high-pressure valves carry higher resale value than bare-stem units missing their operators.
Condition Classifications: New Surplus to Used Take-Outs
Use precise, standard industry condition descriptors: 'New in Box / Crated' (unopened factory packaging with tags and documentation), 'New Surplus / Unused' (never installed in process piping, stored indoors with factory flange protectors), 'MRO Spare' (warehouse inventory with tags, stored on open racks), 'Used - Decommissioned' (removed from process service, clean, intact), or 'Repairable / Parts' (visible defect, missing operator, or damaged sealing face).
Never label used or weathered valves as 'new' simply because they appear clean. Professional buyers verify condition through high-resolution photography, flange face inspection, and nameplate scrutiny. Accurate grading builds credibility and prevents price adjustments after shipment.
Packaging, Pallet Count & Logistics Information
Complete your spreadsheet with a dedicated logistics summary section. State the facility pickup city, state, and ZIP code, whether the inventory is palletized, the approximate total pallet count, and the gross estimated weight.
Indicate whether the facility has a commercial loading dock capable of handling 53-foot dry vans, a forklift with adequate lifting capacity (e.g., 5,000 lbs vs 15,000 lbs), or whether a flatbed truck with ground-level or crane loading is required. Disclose any mandatory site access requirements, security badging, or appointment rules.