A Repeatable Demo Recording Worksheet for a Used Instrument Seller

A buyer who cannot visit often asks a used instrument seller for a short demo recording. Without a plan, the recordings vary wildly, and they may not answer the buyer's real concern. This proposed worksheet is an example workflow, not a description of any seller's results. It helps you record what the buyer asked for, in a repeatable way, and record it honestly.

What the worksheet is for

The worksheet turns a vague request such as "can you send a video?" into a specific, documented recording task. It also keeps a note of what the recording does and does not show.

Inputs

The buyer's message, copied as written.
The listing's own description of the instrument and its known flaws.
The seller's note about the room and equipment used, whatever they happen to be.
A list of the buyer's specific questions, extracted by the seller.

Worksheet fields

Buyer's request, quoted.
Specific questions, one per line, such as "does the low end buzz" or "is the action comfortable."
Planned takes: one take per question, with a short description of what will be played.
Setup note: where the device recording was placed, in plain words. Keep the same placement for similar instruments if that is practical.
Flaws to show: any listed flaw the buyer might want to see or hear.
Take log: which take answers which question, and any retake reason.
Limits note: a sentence on what the recording cannot show, for example that a phone recording does not capture how the instrument sounds in the buyer's own room.
Buyer confirmation: the buyer's reply saying whether the recording answered the question.

Decision branches

The buyer asks a clear question. Plan one take for it and record.
The buyer asks something a recording cannot answer, such as exact comfort for their hands. Say so, and offer a photo or a written measurement instead.
The buyer asks for a repeat with a change. Log it as a separate take with its own reason.
The instrument has a flaw the buyer did not mention. Include a take that shows it, so the buyer is not surprised.
The recording reveals a new problem. Pause, update the listing description, and tell the buyer before continuing.

Stop conditions

Stop and do not send the recording when:

a take does not answer any listed question and no one can say what it shows,
the recording hides or masks a known flaw, such as by editing around it,
the seller is unsure whether the recorded behaviour is normal for the instrument,
the buyer's request would require sharing personal information.

Worked example

A buyer asks about a used acoustic guitar: "Does it sound clear up the neck, and is there any fret buzz?" The seller fills the worksheet with two questions. Take one plays a slow scale up the neck. Take two plays a few open chords with the listed buzz on the lower string left unedited. The setup note records the phone position at one distance. The limits note says the recording reflects the seller's room. The seller sends both takes with the notes. The buyer replies that the first take answered the question but wants the lower string shown closer, so the seller logs a third take with that reason.

Keeping it fair

Do not trim silence or noise to make the instrument sound better than it is. Light trimming of dead time at the start is fine; removing the buzz is not. Consistency matters more than polish, so repeat the same kinds of take across listings when similar instruments are involved. This is a suggestion, not a requirement for every sale.

Small acceptance test

Use an invented buyer message and any instrument you have.

Fill in the worksheet from the message alone.
Check that every planned take maps to a stated question.
Check that the limits note is written.
Add a second invented message asking something a recording cannot show. Pass if the worksheet routes it to a photo or written answer.
Ask a colleague to read only the worksheet and say which take answers which question. Pass if they get it right without help.

If any take cannot be matched to a question, revise the worksheet and repeat.

Conclusion

A good demo recording answers a question, not just shows an instrument. The worksheet keeps each take tied to a buyer concern, keeps flaws visible, and states honestly what a recording cannot prove. Adapt the fields to your own gear and instruments, and keep the link between questions, takes and confirmations.