Service History and Equipment Documentation

This page is published by GASPA S.R.L MACCHINE, operating under the commercial brand GASPA MACCHINE, with registered office at Z.I. Predda Niedda Strada 30, 07100 Sassari (SS), Italy, VAT number IT 03006910909, ATECO classification 47.52.40 (retail trade of agricultural machinery, gardening equipment, and tractors), registered in the Business Register of the Chamber of Commerce of Sassari.

GASPA MACCHINE is a dealership specializing in the sale of new and used agricultural and construction machinery: agricultural tractors, mini-excavators, earthmoving machinery, telehandlers, tandem rollers, and construction equipment. Our catalog includes machines from the world's leading manufacturers, including John Deere, New Holland, Caterpillar, JCB, Kubota, Bobcat, Kobelco, Yanmar, Volvo CE, Hitachi, and JPC.

The purpose of this page is to provide buyers – present and future – with a clear, detailed, and unambiguous explanation of all the technical, administrative, and tax documentation that accompanies every machine sold by GASPA MACCHINE, as well as the internal processes adopted to verify its completeness and authenticity before every sale.

Unlike ordinary consumer goods, agricultural and construction machines are equipment of high economic and operational value, whose reliability depends directly on the quality of maintenance received throughout their useful life. Service history and technical documentation are not mere bureaucratic formalities: they are essential tools to protect the buyer's investment and ensure operator safety.

GASPA MACCHINE manages and makes available to buyers the following main categories of documentation:

Every machine for sale at GASPA MACCHINE is uniquely identified through its original identification codes. Identification is the first and most important step of the pre-sale verification process: without a certain and verified identity, no machine is published on the site or put up for sale.

The chassis number is the unique alphanumeric code engraved or permanently printed on the machine's structure by the manufacturer. Depending on the type and origin of the machine, this code is called:

• VIN (Vehicle Identification Number) – for agricultural machinery subject to road registration
• PIN (Product Identification Number) – for construction and earthmoving machinery (ISO 10261 standard)
• Serial Number – for operating machines and equipment not subject to registration

Before publishing any advertisement, GASPA MACCHINE verifies the correspondence between the physical chassis number found on the machine and the one reported in the official documents (logbook, purchase invoice, previous contracts). Any discrepancy blocks the sale process until documented resolution.

For machines acquired on the used market, GASPA MACCHINE carries out a verification of the chassis number in accessible databases to ensure the absence of:

• Reports of theft registered with Italian or European police authorities
• Foreclosures or seizures still in progress that limit the free circulation of the asset
• Mortgages or encumbrances registered on the asset that prevent its legitimate transfer
• Alterations or physical tampering of the chassis number (abrasions, over-engravings, replaced plates)

For every machine published on gaspa-macchine.com, the following identification data are indicated, where available and applicable:

The maintenance logbook is the document that chronologically records all routine and extraordinary maintenance interventions carried out on the machine during its operational life. Its presence and completeness are direct indicators of the quality of care received by the machine and the reliability of its current state.

• Periodic servicing: replacement of engine oil and filters (oil, air, fuel, hydraulic) according to the deadlines set by the manufacturer, with indication of working hours or dates of intervention.
• Overhaul of hydraulic systems: inspection of pipes, replacement of seals and gaskets, verification of operating pressure and correct functioning of safety valves.
• Transmission system maintenance: inspection and replacement of gearbox oil and gears, clutch adjustment, inspection of the cardan joint.
• Electrical system interventions: battery replacement, alternator and starter motor verification, inspection of lighting and safety circuits.
• Tire or track overhaul: verification of wear, inflation pressure, integrity of flanges, and the traction system.
• Extraordinary interventions: engine repairs, replacement of structural components, welding work, repainting, and any other work not falling under routine maintenance.

GASPA MACCHINE distinguishes three documentary situations for used machines for sale:

In cases where the original maintenance logbook is not available or is incomplete, GASPA MACCHINE proceeds, where possible, to partially reconstruct the service history through:

• Workshop invoices and receipts kept by previous owners
• Documentation extracted from fleet management systems (telematics) where available
• Internal technical inspection by our staff, with the drafting of a written status report
• Request for information from the manufacturer's authorized service centers, where applicable

All collected documentation is archived in the machine's file and made available to the buyer at the time of sale.

The working hours of an agricultural or construction machine are the equivalent of mileage for a car: they indicate the intensity of use and are one of the main parameters for evaluating wear and estimating the remaining life of the main components. Correct declaration of working hours is a commercial transparency obligation and a fundamental element for the purposes of the legal guarantee of conformity.

GASPA MACCHINE records working hours directly from the machine's original hour meter at the time of the pre-sale inspection. The reading is:

• Carried out with the machine on and the engine running, ensuring the correctness of the reading
• Documented photographically, with a legible image of the hour meter display and visible recording date
• Recorded in the machine's file with the date and signature of the inspection manager
• Reported in the product sheet on the site, with explicit indication of the recording date

GASPA MACCHINE formally declares that:

• It does not carry out, has never carried out, and does not allow third parties to carry out any tampering, resetting, or backdating of the hour meter of any machine for sale.
• It does not accept machines for purchase from suppliers who are unable to document the consistency between the declared hours and the actual state of components subject to wear.
• It does not modify or alter in any way the data of the electronic systems for monitoring hours and operating parameters of the machine.

In the event that the hour meter of a used machine is not functioning at the time of inspection, or the machine lacks one by design (some older machines), GASPA MACCHINE:

• Explicitly indicates in the product sheet that the working hours are not verifiable by hour meter
• Describes the state of wear detected visually and mechanically on the main components as a supplementary element
• Does not report estimates of working hours as certain data, but exclusively as indicative evaluations based on inspection

The CE marking is the symbol that certifies that a machine complies with the essential safety requirements established by applicable European legislation. For machines sold by GASPA MACCHINE, the main reference directive is the Machinery Directive 2006/42/EC (transposed in Italy by Legislative Decree no. 17/2010), which applies to all machines put into service in the territory of the European Union after December 29, 2009.

• The machine has been designed and built in compliance with the essential health and safety requirements referred to in Annex I of Directive 2006/42/EC
• The manufacturer has prepared the technical file containing the design documentation and risk analyses
• The machine is accompanied by the CE Declaration of Conformity signed by the manufacturer or their authorized representative in the EU
• Operating instructions are available in the language of the country where the machine is marketed

Pursuant to Annex I, point 1.7.4 of Directive 2006/42/EC, every machine must be accompanied by the original instructions in the language of the country of destination (or, alternatively, by a certified translation). GASPA MACCHINE provides:

• The manufacturer's original use and maintenance manual, where available in the destination language
• For machines shipped to non-Italian speaking countries, manuals available in Italian or in the manufacturer's official language, with indication to the buyer of the possibility of finding translated versions on the manufacturer's website
• For machines for which only the manual in digital format is available, the download link or QR code that allows access to the manufacturer's official technical documentation

New machines sold by GASPA MACCHINE are equipment not yet used, with the hour meter at zero hours, delivered directly by manufacturers or authorized official distributors operating in the European Union. Every new machine is accompanied by a complete and standardized documentation package.

Used machines constitute the main part of the GASPA MACCHINE catalog. Documentary transparency for used machines is more complex than for new ones, as the availability of documents depends on the individual history of each machine and previous owners. GASPA MACCHINE is committed to collecting all available documentation and precisely declaring what is available and what is missing.

For every used machine published on gaspa-macchine.com, the product sheet includes a dedicated section indicating explicitly which documents are available and which are not. This declaration is an integral part of the product description and cannot be deleted or made inaccessible to the buyer before the conclusion of the contract, in accordance with art. 49 of Legislative Decree no. 206/2005 on the obligation of pre-contractual information.

The legal transfer of ownership of a machine is a legal act that requires specific documentation, the nature of which varies depending on the type of machine, its classification for road circulation purposes, and the regulations of the country of destination. GASPA MACCHINE manages the ownership transfer process in compliance with Italian law and the regulations of the delivery countries.

• Issuance of the tax invoice Following full payment of the agreed price, GASPA MACCHINE issues a regular tax invoice pursuant to art. 21 Presidential Decree no. 633/1972, which constitutes documentary proof of the completed sale.
• Signing of the bill of sale / declaration of transfer For non-registered machines, GASPA MACCHINE drafts and signs a declaration of transfer attesting to the transfer of the title of ownership, with indication of the chassis/serial number, the agreed price, and the data of both parties.
• Delivery of original documentation At the time of physical delivery of the machine, GASPA MACCHINE delivers to the buyer all available original documentation: logbook (if present), history of ownership transfers, CE declaration, manual, and any other document collected in the machine's file.
• Support for registration/re-registration procedures For registered machines, GASPA MACCHINE provides informational support for ownership transfer procedures in Italy and, where possible, indicates the references of the relevant bodies (PRA, ACI, Motorizzazione, equivalent offices in the country of destination) for procedures in foreign countries.

Every purchase made at GASPA MACCHINE is accompanied by tax documentation compliant with Italian legislation and European Union VAT rules. The correct issuance of tax documentation is a legal obligation for GASPA S.R.L MACCHINE and an inalienable right of the buyer.

The tax invoice issued by GASPA S.R.L MACCHINE pursuant to Articles 21 and 21-bis of Presidential Decree No. 633/1972 must contain the following elements:

• Seller's details: company name GASPA S.R.L MACCHINE, VAT number IT 03006910909, complete registered office, progressive number and date of issue
• Buyer's details: name and surname (individual) or company name (business), address, tax code or VAT number/VAT registration number of the foreign country
• Description of the goods: make, model, chassis/serial number, year of manufacture, condition (new/used), quantity
• Amounts: unit price, taxable amount, VAT rate applied, VAT amount, total invoice in Euro
• Indication of VAT regime: standard regime (22%), VAT exemption for intra-Community B2B sales (with indication of the buyer's VIES number), or application of the margin scheme for used machinery where applicable

Each shipment is accompanied by the Transport Document (DDT) pursuant to Presidential Decree No. 472/1996, which certifies the delivery of the machine to the carrier and constitutes proof of the delivery date for the purposes of calculating the legal warranty period. The DDT shows the description of the machine, the sender's and recipient's details, the departure date and the condition of the machine at the time of collection by the carrier.

Machines sold to customers residing outside Italy require additional documentation compared to domestic sales. GASPA MACCHINE handles the preparation of all transport and customs documentation necessary for each destination country, ensuring that shipments comply with the regulations in force in each country to which it operates.

• International CMR Consignment Note – mandatory for international road transport of goods pursuant to the Geneva Convention of 19 May 1956 and its 1978 Protocol. The CMR certifies the condition of the goods at departure and is proof against the carrier in case of transport damage.
• Italian Transport Document (DDT) – accompanies the machine from the GASPA MACCHINE premises until collection by the international carrier.
• Packing list – for disassembled machines or with separate accessories, a document listing all parts included in the shipment.
• Transport insurance policy – GASPA MACCHINE coordinates transport insurance coverage for international shipments, with terms agreed with the buyer.

Shipments to Switzerland require specific customs documentation not necessary for intra-Community sales. GASPA MACCHINE prepares:

• Pro forma and final commercial invoice with declared value for Swiss customs, prepared in accordance with the instructions of the Federal Office for Customs and Border Security (BAZG/OFDF)
• Export declaration (EX-A) pursuant to EU Regulation 952/2013 (Union Customs Code) for exports exceeding the exemption threshold
• EUR.1 certificate or declaration of origin to verify preferential treatment under the EU-Switzerland bilateral agreement, where applicable
• Information support to the buyer on import procedures in Switzerland, on applicable Swiss VAT rates (currently 8.1% for standard goods) and on any import duties provided for by the Swiss Customs Tariff (relevant HS Code)

International shipments of agricultural and construction machinery require specialized carriers and longer times than domestic shipments. GASPA MACCHINE provides:

• Estimated delivery times (7–14 working days from payment confirmation, variable by country and type of machine) communicated in writing before shipment
• Written notification of delivery to the carrier, with copy of the CMR and insurance policy
• Direct contact with the carrier for any updates on shipment status, upon buyer's request

The documentation required for the purchase, registration and legal use of agricultural and construction machinery varies significantly from country to country. Below are the main documentary requirements in the countries to which GASPA MACCHINE ships, with particular attention to the obligations that directly concern the buyer in each country.

In Italy, registered agricultural machinery (tractors) is subject to the Highway Code (Legislative Decree No. 285/1992) and MIPAF regulations for registration. The transfer of ownership of a road tractor requires the procedure at the PRA (Public Automobile Register) managed by ACI. For non-registered construction site operating machinery, the purchase invoice and deed of sale constitute sufficient title. Machinery subject to notification of commissioning pursuant to Ministerial Decree 11/4/2011 requires specific compliance with workplace safety regulations (Legislative Decree No. 81/2008).

In Austria, agricultural tractors are subject to registration pursuant to the Kraftfahrzeuggesetz (KFG) and require submission of the CoC (Übereinstimmungsbescheinigung) for registration at the competent Zulassungsstelle. Non-registered construction machinery requires documentation compliant with the ArbeitnehmerInnenschutzgesetz (ASchG) for use on construction sites. Documents of Italian origin must be submitted with certified German translation where required by the competent office.

In Finland, tractors and agricultural machinery are subject to the Ajoneuvolaki (Vehicle Act) and the obligation to register with Traficom (Finnish Transport and Communications Agency). For registration, the CoC or an equivalent certificate of conformity is required. Construction machinery must comply with Finnish workplace safety regulations (Työturvallisuuslaki). The applicable VAT regime is the Finnish one (standard rate 25.5% from 2024).

In France, agricultural tractors are subject to réception par type or réception individuelle pursuant to the French Highway Code (Code de la Route) and the Certificat de conformité (CoC). Registration takes place through the SIV (Système d'Immatriculation des Véhicules) system managed by ANTS. For construction machinery, compliance with safety regulations is governed by the Code du Travail. Italian documentation must be accompanied by certified French translation for official documents submitted to public authorities.

In Germany, agricultural tractors are subject to the Straßenverkehrs-Zulassungs-Ordnung (StVZO) and require the Betriebserlaubnis (operating permit) with submission of the CoC/EG-Übereinstimmungsbescheinigung. Registration takes place at the territorially competent Zulassungsbehörde. Sales documentation must meet the information requirements of the BGB (§§ 312-312k) regarding distance contracts. Compliance with safety regulations for work equipment is governed by the Betriebssicherheitsverordnung (BetrSichV).

In the Netherlands, tractors and agricultural machinery are subject to the Wegenverkeerswet 1994 and require registration with the RDW (Rijksdienst voor het Wegverkeer). For registration, the CoC or kentekenbewijs is required. Documentation relating to machinery safety is governed by the Arbeidsomstandighedenwet (Arbowet). Dutch VAT regulations provide for a standard rate of 21%.

In Poland, the registration of agricultural tractors is governed by the Ustawa – Prawo o ruchu drogowym and takes place at the Starosta office (local authority). For registration, the CoC or a technical approval report is required. Construction machinery is subject to workplace safety regulations (Kodeks pracy and regulations of the Państwowa Inspekcja Pracy – PIP). Italian documentation may require certified Polish translation for administrative procedures.

In Romania, the registration of agricultural tractors is governed by Ordonanța de urgență nr. 195/2002 (Codul Rutier) and takes place at the DRPCIV (Direcția Regim Permise de Conducere și Înmatriculare a Vehiculelor). The CoC is the main document for approval. Construction machinery is subject to the safety obligations provided for by Legea nr. 319/2006 on occupational safety and health. Standard VAT rate in Romania: 19%.

In Spain, agricultural tractors are subject to the Ley sobre Tráfico, Circulación de Vehículos a Motor y Seguridad Vial (RDL 6/2015) and registration takes place at the DGT (Dirección General de Tráfico). For agricultural machinery, the Ficha de Características Técnicas is required. Construction machinery is subject to Ley 31/1995 de Prevención de Riesgos Laborales and RD 1215/1997 on work equipment. Standard VAT rate in Spain: 21%.

In Switzerland, the registration of tractors is governed by the Strassenverkehrsgesetz (SVG) and takes place at the cantonal MFK (Motorfahrzeugkontrolle). Tractors imported from the EU must pass a Swiss technical inspection; the European CoC is accepted as documentary basis. Switzerland is not a member of the EU and applies its own technical regulations, which are largely harmonized with European ones. Swiss VAT on importation (8.1% for standard goods from 2024) is payable by the buyer upon importation.

GASPA MACCHINE provides buyers with a simple, fast and free procedure to request any document relating to the machine of interest or purchased. Documentation can be requested both before purchase (to evaluate the product) and after purchase (for administrative or warranty procedures).

• Step 1 – Sending the written request Send an email to info@gaspa-macchine.com indicating: (a) the name or code of the machine of interest or the order/invoice number for purchases already completed; (b) the type of document requested; (c) the preferred format (digital PDF or original paper); (d) any urgency of the request.
• Step 2 – Receipt confirmation GASPA MACCHINE sends a confirmation of receipt of the request within 1 working day of sending the email, with indication of the expected processing times.
• Step 3 – Delivery of documentation Documents available in digital format are sent by email within 2 working days. Original paper documents are sent by courier within 5 working days. For urgent requests, contact +39 377 390 1146 directly.
• Step 4 – Verification and receipt confirmation We ask you to confirm receipt of the documents and to inform us of any discrepancies or missing documents compared to what was requested, so that we can intervene promptly.

The correct storage of technical and tax documentation of a machine is a shared responsibility between GASPA MACCHINE (for the period prior to sale) and the buyer (for the period following delivery). This section provides practical guidance on how to store documents and how to transfer them correctly in case of future resale of the machine.

GASPA MACCHINE maintains a documentary archive for all machines sold, keeping digital and/or paper copies of sales documents for a minimum period of 10 years from the date of issue of the invoice, in accordance with the obligations to keep accounting records provided for by Article 2220 of the Civil Code and Article 8 of Presidential Decree No. 600/1973. This archive allows the recovery of copies of documents lost by buyers for the entire storage period.

• Store all original documentation received from GASPA MACCHINE in a safe and dry place, separate from the passenger compartment or cabin of the machine, to avoid damage from moisture, fire or theft
• Make a digital scan of all main documents (invoice, manual, CE declaration, deed of sale) and keep a copy in the cloud or on an external storage device
• Update the maintenance manual at each service performed, having the workshop that carried out the work affix its stamp and signature
• Keep all invoices from workshops that have carried out work on the machine, even after the expiry of the legal warranty, as proof of the maintenance history
• Do not make changes to the original documents; in case of errors, contact GASPA MACCHINE for the issue of corrected documents

At the time of future resale of the machine to third parties, the original buyer is strongly encouraged to transfer to the new buyer all original documentation received at the time of purchase from GASPA MACCHINE, including:

• The registration document (if present) and the history of ownership transfers updated with their own deed of transfer
• The purchase invoice from GASPA MACCHINE (maintains proof value of origin even in subsequent sales)
• The maintenance manual, with all notes of work performed during the period of ownership
• The user and maintenance manual and any other technical documentation from the manufacturer
• Invoices from workshops relating to work performed during the period of ownership