RV Park Sale Checklist: What to Prepare Before Speaking With a Buyer

1. Start With a One-Page Park Summary

Prepare a short overview that lets a prospective buyer understand the park without opening your entire filing cabinet. Include the property name and location, approximate acreage, number and type of sites, cabins or other lodging, major amenities, utility setup, operating season, guest mix, and your preferred sale timing.

Describe the mix of nightly, weekly, monthly, seasonal, and owner-occupied sites if applicable. Note major recent improvements and known projects that a new owner would likely need to address. Estimates are acceptable at the introductory stage as long as they are clearly labeled as estimates.

Keep guest names, employee personal information, bank account numbers, tax identification numbers, passwords, reservation-system credentials, and other sensitive data out of this summary.

• Property location and approximate acreage
• Total sites and site-type breakdown
• Cabins, homes, storage, marina, retail, or other income-producing components
• Operating season and typical guest mix
• Utility overview: public or private water, sewer or septic, and separately metered electric where applicable
• Major improvements completed or planned
• Reason for considering a sale and preferred timing
• Whether the property is being offered privately or is already listed

2. Organize Financial Records Before Trying to Explain the Price

A buyer needs to understand what the park earns, what it costs to operate, and which expenses may change after a sale. Gather records by year and use consistent labels so the same expense is not listed differently in every report.

Start with high-level summaries. Detailed bank statements, tax returns, payroll records, merchant statements, and supporting invoices can be held for the appropriate diligence stage. If personal and park expenses are mixed, identify them instead of quietly removing them. A clear explanation is more useful than a polished number that cannot be supported.

Make a separate list of one-time repairs, owner-specific expenses, unpaid owner labor, related-party payments, and deferred maintenance. These items may require discussion; they should not automatically be treated as additions to earnings.

• Recent annual profit-and-loss statements
• Current year-to-date profit-and-loss statement
• Revenue separated by site rent, lodging, store, propane, laundry, storage, events, and other material categories
• Operating expenses separated into consistent categories
• Occupancy or reservation summaries by stay type
• Current rate sheet and material discounts
• Property tax, insurance, utilities, payroll, repair, and maintenance totals
• Capital improvements and major equipment purchases
• Existing loans or liens to discuss privately with advisers and the buyer when appropriate

3. Build a Property and Infrastructure File

The physical condition of a park can matter as much as its reported income. Create a simple inventory of land, buildings, roads, sites, utility systems, vehicles, equipment, and amenities. Note approximate age, condition, capacity, and major service history where known.

Do not guess about boundaries, permitted site counts, utility capacity, or future expansion. Label unverified information and identify what must be confirmed through surveys, records, inspections, or local authorities.

Keep original legal documents safe. Provide copies through a controlled channel only when they become relevant to a serious review.

• Existing survey, site plan, or property map
• Parcel information and legal description
• List of buildings, amenities, vehicles, and equipment included or excluded
• Water, sewer, septic, well, electric, propane, and drainage information
• Maintenance records for major systems and equipment
• Known repair needs and deferred projects
• Available zoning, land-use, operating, health, environmental, and utility records
• Any available flood, wetland, access, easement, or encroachment information
• Expansion plans or studies, clearly separated from approvals actually received

4. Prepare the Operating-Business Records

An RV park buyer is evaluating a working business, not just land and buildings. Outline how reservations are taken, how guests pay, who performs essential work, and which vendors keep the property running.

Document the process without handing over passwords or guest data. A buyer can initially review anonymized summaries and sample documents. System access and personally identifiable information should wait until access is necessary, appropriately controlled, and consistent with applicable obligations.

Be clear about duties performed by the owner or family members. If a new owner will need to hire someone to replace that work, it is better to address it early.

• Reservation and property-management systems used
• Anonymized occupancy and booking reports
• Written operating procedures, opening and closing routines, and emergency contacts
• Employee roles, schedules, compensation structure, and housing arrangements without early disclosure of unnecessary personal data
• Independent contractor and work-camper arrangements
• Vendor list and material service contracts
• Guest rules, standard rental agreements, cancellation policies, and seasonal agreements
• Licenses or agreements related to retail, food, alcohol, propane, pools, water features, or other special operations
• Website, phone number, social profiles, branding, and other assets that may or may not transfer

5. Share Information in Stages

A staged process protects both privacy and momentum. The goal is not to hide material information. It is to match the sensitivity of the document to the seriousness and legitimate need of the recipient.

Before sharing detailed records, confirm the prospective buyer's identity, role, contact information, and whether the buyer expects to purchase as principal. Discuss confidentiality expectations and have your attorney advise whether a confidentiality agreement is appropriate.

Use view-only access or a controlled data room when practical. Keep a simple log of what was shared, with whom, and when. Remove or mask account numbers, taxpayer identifiers, payment-card information, medical information, passwords, security codes, and unrelated personal records.

Stage 1: Introductory conversation: One-page summary, approximate site mix, broad revenue range if desired, owner goals, and general timing. Hold back: Tax returns, bank statements, guest lists, employee files, passwords, and account-level data.

Stage 2: Initial fit and value discussion: High-level financial summaries, rate schedule, anonymized occupancy information, property overview, and known major issues. Hold back: Unredacted personal information, live system credentials, payment data, and documents unrelated to evaluating the park.

Stage 3: Written indication or negotiated proposal: More detailed operating reports, expense support, contracts, permits, and property records needed to evaluate proposed terms. Hold back: Credentials and personal data that are still unnecessary; documents should remain redacted where possible.

Stage 4: Formal due diligence: The complete set required by the signed agreement and advisers, using secure and access-controlled delivery. Hold back: Anything outside the agreed scope or whose disclosure would violate an obligation; raise those issues with counsel rather than ignoring them.

Stage 5: Closing and transition: Transfer materials, credentials, keys, vendor introductions, employee and guest communications, and other agreed items on the approved schedule. Hold back: Do not transfer control prematurely. Coordinate the timing with the closing professionals.

6. Expect Buyer Due Diligence to Test the Story

A serious buyer will try to confirm that the property, operations, and financial results match what has been presented. Requests may cover financial performance, title and survey matters, utilities, permits, environmental conditions, physical condition, contracts, employees, insurance history, taxes, and pending disputes.

Questions are not automatically a sign that the buyer is backing away. Diligence is how the buyer identifies risks and decides whether the proposed price and terms still make sense. Prompt, organized answers help; invented answers do not.

If a requested item does not exist, say so. If information is uncertain, label it as uncertain. If a material problem is known, discuss with counsel how and when it should be disclosed.

• Revenue, expenses, and support for significant adjustments
• Ownership, title, access, easements, surveys, and property boundaries
• Site count, permitted use, licenses, and material regulatory records
• Water, wastewater, electrical, roads, drainage, buildings, and amenities
• Flood, storm, fire, environmental, and insurability considerations
• Employee, contractor, vendor, and guest arrangements
• Pending claims, notices, disputes, or required repairs
• Assets included in the sale and obligations that survive closing

7. Decide What a Good Exit Looks Like for You

The highest headline price is not the only term that matters. Before negotiating, write down your priorities: cash needed at closing, desired closing date, whether you would consider seller financing, how long you can assist with transition, and what happens to employees, family housing, equipment, or personal items.

Compare proposals using the complete structure, including contingencies, deposit, diligence period, financing, closing certainty, transition duties, and net proceeds after expected transaction costs. Have your own legal and tax advisers review the consequences of the structure before you sign binding documents.

RV Park Exit can discuss a possible direct purchase as principal. It does not represent the seller and does not replace the seller's own advisers.

• Do I want a private direct conversation, a marketed listing, or both?
• How much cash do I need at closing?
• Would I consider receiving part of the price over time?
• What closing window fits my family and operating calendar?
• Which assets or personal property are excluded?
• How much transition help am I willing to provide?
• Who will advise me on legal, tax, title, and financial questions?

A Simple First Step

You do not need a finished offering memorandum to start a private conversation. Send the park's location, approximate site count, and the best way to reach you. RV Park Exit will let you know what additional information would be useful for an initial review.

Text (516) 660-2268 or email rvparkexit@gmail.com. An introductory conversation does not obligate you to sell.