This guide reflects industry practice as of September 2026. It explains commercial condition vocabulary; it is not regulatory or legal advice.
When you compare used medical equipment, the same word can mean different things from different sellers. One dealer’s “refurbished” can be another dealer’s “cleaned and tested.” A grade of “A” on one quote does not guarantee the same condition as an “A” on the next quote. There is no universal grading scale for used medical equipment. What makes a grade useful is the evidence behind it.
This guide explains the condition labels you will see in listings, what each label should include, and the proof that turns a label into a defensible buying decision.
Why condition labels disagree
Condition language grew out of dealer practice, not an international standard. Different resellers describe the same physical machine as “used,” “patient-ready,” “certified pre-owned,” or “refurbished,” and each may perform different work before listing it. Even letter grades such as A¨CD or numeric tiers such as 1¨C5 are seller-defined; two sellers can use the same letter for different levels of wear or testing.
Regulatory terms add another layer. In the United States, FDA guidance distinguishes servicing from remanufacturing, and the term “remanufacturing” has specific regulatory meaning (see FDA’s remanufacturing guidance). In the European Union, “full refurbishing” of a device can affect who is treated as the manufacturer under the Medical Device Regulation. Those rules matter most when a reseller’s work goes beyond cleaning, testing, and cosmetic repair. For everyday buying, the practical question is simpler: what exactly was done to this unit, and what proof came with it?
A working framework for comparing grades
The framework below reflects common practice across dealers and is meant as a comparison tool, not as an official standard. The right-hand column is the part that protects you: each grade earns its name only when its evidence exists.
| Label you may see | What it should mean | Evidence that backs it | Best suited for |
|---|---|---|---|
| New / never used (open box) | Original packaging opened but the device was not placed into service, or packaging is still sealed. | Seller invoice or provenance note, original packaging, serial matching the manufacturer label, no service history required. | Buyers who want a new unit’s condition without paying new pricing. |
| Used, tested | Previously owned; basic power-on and function checks performed before sale. | Dated test report or checklist naming the functions tested, photos of condition, serial and provenance. | Lower-risk devices and buyers with in-house biomed who will re-test on arrival. |
| Refurbished | Systematically restored: worn parts replaced, cleaning and cosmetics addressed, function and safety checks completed. | Refurbishment process summary, parts-replaced list, PM/calibration or safety test report, quality sign-off. | Critical devices where you need documented readiness before clinical use. |
| As-is / for parts | No guarantee of function; buyer assumes condition risk. | Clear “as-is” statement, condition photos, any known faults disclosed; no implied warranty. | Parts harvesting, training, or experienced in-house service teams. |
If a dealer maps grades to letters or numbers (A¨CD, 1¨C5), ask for their written definitions. A grade without a definition is not comparable to another seller’s grade.
Evidence categories that make a grade real
Instead of arguing about adjectives, compare five evidence categories. A strong listing will give you something in each:
- Identity and provenance: manufacturer, model, serial number, and where the unit came from. The serial is the anchor for every other record.
- Function test: a dated report or live demonstration showing the device powers on and the main functions work. The report should name what was tested, not just say “tested.”
- Service, PM and calibration: maintenance history, preventive-maintenance records, and calibration certificates with dates and due dates where applicable.
- Safety and compliance: electrical safety test results where the device class requires them, and any documentation showing open recalls or field actions were resolved.
- Inclusions and cosmetics: a line-item list of what ships (cables, probes, carts, accessories) plus photos of wear, scratches, screens, and connectors.
Reading a grade claim in a listing
Treat the label as a claim and the documents as the proof. Three habits catch most problems:
- Match the serial. The test report, service history, and photos should all refer to the same serial number as the listing.
- Look for the process behind “refurbished.” A refurbished claim should come with a list of what was replaced, what was tested, and who signed it off.
- Watch for grade inflation. “Like new” without a function report, “fully tested” without a test list, and “refurbished” without a process are all red flags regardless of the letter grade attached.
A short checklist before you compare quotes
- Write down the exact model, options, and accessories you need.
- Ask each seller for their condition definitions in writing.
- Request the five evidence categories above for the specific serial number.
- Check the serial against recall and field-action databases relevant to your country.
- Compare the inclusion lists line by line; cables and accessories are often excluded.
- Confirm who pays for a failure in the first days after delivery and what evidence they require.
If you are selling, the same evidence rule applies
Condition grades are not only a buyer’s problem. If you list equipment, grade only what you can prove, and say which evidence supports the grade. A few habits keep a listing defensible: photograph the serial number and any wear you mention; keep the test report and service history for the same serial; describe the work actually performed instead of borrowing a label like “refurbished” without a process; and state what is excluded ¡ª accessories, cables, or warranty ¡ª in the listing itself. A grade backed by documents protects you from disputes as much as it protects the buyer.
Questions buyers ask
Is “refurbished” always better than “used”?
Not by itself. “Refurbished” is better only when the work is documented: parts replaced, tests performed, and records provided. A “used, tested” unit with strong records can be a better purchase than a “refurbished” unit with no process details.
Do condition grades apply to single-use items?
No. Single-use devices should be evaluated on packaging integrity, expiry, and lot records, not on a cosmetic condition grade. If a listing grades a single-use item as “like new” without lot and expiry evidence, treat it with extra caution.
Can I trust photos instead of a test report?
Photos show cosmetics, not function. Use them to confirm wear and inclusions, but require a dated test report (or live demonstration) for the functions that matter to your use.
The buying decision comes down to one discipline: compare the evidence, not the adjectives. When a listing interests you, ask for the documents, photos, and test reports behind the grade before you compare prices. You can browse HHG’s store listings on the HHG store, and if a listing does not show the paperwork you need, ask the seller for it before you commit.