Fuel supply records to organize before a station sale

Describe the actual arrangement

Start with who supplies the fuel, who owns the brand relationship and which entity signed the current documents. An owned station, a leased operation and a dealer arrangement may involve different parties. Write down what you know and flag anything that needs confirmation.

Keep the fuel operation separate from the property description. A recognizable canopy does not by itself explain the agreement, equipment ownership or the rights a new owner would receive.

Create a document index

List the supply agreement, amendments, brand documents, recent supplier statements and any equipment or signage arrangements. Record the document date and the party holding the original. An index makes it easier to request missing material without sending a large file bundle at the outset.

Use consistent reporting periods for gallons, product mix and the figures describing fuel performance. Explain whether a number comes from supplier deliveries, pump reporting or accounting records. Reconcile differences with your accountant rather than combining unmatched totals.

Separate facts from open questions

Ask your advisers to review assignment, notice, consent, remaining term and any obligations that could affect a proposed transaction. A website summary cannot determine whether a particular agreement transfers or whether a payment is due.

Mark equipment ownership clearly. Dispensers, tanks, card systems and signage can sit under different arrangements. A schedule of what is owned, leased or supplied is more useful than a general statement that everything is included.

Keep environmental records in view

Identify where tank, inspection, maintenance and environmental records are kept. Confirm the appropriate state or local program and use qualified advisers for property-specific questions. A good supply record does not substitute for a separate environmental review.

Start with a bounded overview

Your first inquiry can state the market, fuel format, sale scope, ownership role and timing. Keep contracts and detailed financial records in your own files until the review and sharing arrangements are clear. Never send bank information or third-party confidential material through a general inquiry form.

Start your private owner summary

Share the property format, market and what you are considering. Keep detailed records in your own files until an appropriate review is arranged.