FAIR Buyer Preparation Guide

How to Prepare for an Appraisal: Photo, Documentation & Provenance Checklist

To prepare for an appraisal, gather clear photos from multiple angles, compile all provenance and purchase records, clarify your intended use (insurance, tax, estate, or other), and organize a documentation checklist so your appraiser can scope accurately and deliver a defensible report.

Why preparation matters

A well-prepared appraisal assignment produces faster turnaround, more defensible conclusions, and fewer revision cycles. The most common delays come from missing photos, incomplete provenance, and unclear intended use.

Appraisers rely on the evidence you provide — better inputs mean stronger conclusions.
Clear intended use (insurance, tax, estate, donation, or resale) determines the valuation basis and report structure.
Preparation reduces back-and-forth questions and keeps the appraisal on schedule.

Photo requirements: what your appraiser needs to see

High-quality photos are the foundation of any remote or in-person appraisal. Your appraiser needs to identify, describe, and assess condition from visual evidence.

Front, back, and all four sides of the item in clear, well-lit conditions.
Close-ups of signatures, maker's marks, labels, stamps, and any identifying features.
Detailed shots of condition issues: cracks, repairs, restorations, wear patterns, and damage.
Overall context shots showing the item in place and relative scale (include a ruler or reference object when helpful).
For framed art or works on paper: photograph the front, verso (back), edges, and frame details separately.
Use natural light when possible; avoid flash glare, shadows, and blur.
Submit photos as high-resolution JPEGs or PNGs — one file per angle, not collages.

Documentation checklist: gather these before intake

Compile as much supporting documentation as you can. Not every item will apply to every appraisal, but the more you provide, the stronger the report.

Purchase receipts, invoices, or bills of sale — including the date, price, and seller information.
Prior appraisal reports — even outdated ones provide provenance and valuation history.
Provenance records: exhibition history, publication references, catalog raisonné entries, and gallery records.
Authentication certificates or letters from experts, galleries, or authentication boards.
Restoration or conservation records — disclose any repairs, cleaning, or professional work.
Insurance policy schedules referencing the item — useful for replacement-value context.
Family history notes or estate inventory lists — especially for inherited items without formal records.
Import/export documentation or customs records — relevant for items with international provenance.

Provenance gathering: building the ownership story

Provenance — the documented history of ownership — strengthens the appraisal and supports defensible valuation conclusions.

Start with what you know: family records, estate inventories, gift letters, and inheritance documents.
Trace backwards when possible: contact prior owners, galleries, auction houses, or dealers for sale records.
Check published sources: exhibition catalogs, museum records, academic publications, and catalog raisonnés.
For antiques and decorative arts: consult reference guides for maker identification, period attribution, and production history.
For fine art: verify authenticity through artist foundations, estates, or recognized authentication committees.
Document gaps honestly — an appraiser can still work with partial provenance, but assumptions should be stated explicitly.

Clarify your intended use before you begin

The single most important preparation step is deciding why you need the appraisal. Different use cases require different valuation bases, report structures, and supporting evidence.

Insurance scheduling: typically requires replacement-value framing — what it would cost to replace the item today.
Tax or donation reporting: requires fair-market-value framing and IRS-qualified appraisal standards.
Estate planning or probate: fair market value as of the date of death or a specific valuation date.
Divorce or legal proceedings: neutral, defensible valuation acceptable to both parties and potentially the court.
Resale or consignment: fair market value oriented toward current market conditions and buyer expectations.
If you need more than one use case, plan for separate report outputs — using one valuation basis for the wrong purpose is a common and costly mistake.

What to expect during the appraisal process

Understanding the workflow helps you stay organized and respond quickly when your appraiser requests additional information.

Intake: you submit photos, documentation, and intended-use details. The appraiser reviews and confirms scope.
Research: the appraiser identifies the item, researches comparable sales, and assesses market conditions.
Draft report: a preliminary report is prepared with item descriptions, condition notes, valuation basis, and supporting evidence.
Review: you receive the draft and verify accuracy of descriptions, attributions, and valuations.
Final delivery: the completed report is delivered as a signed PDF with exhibits, appraiser qualifications, and USPAP compliance statement.
Timeline: most online appraisals are completed within 5-10 business days, depending on complexity and urgency.

Common preparation mistakes to avoid

These errors slow down the appraisal process and can weaken the final report.

Submitting low-quality or blurry photos — the appraiser cannot assess what they cannot see clearly.
Omitting condition issues — hiding damage or repairs undermines the report's defensibility.
Not stating intended use — leads to wrong valuation basis and a report that may be unusable.
Waiting too long after the appraisal to act — insurers and tax authorities have time limits on report acceptance.
Assuming one appraisal covers all purposes — insurance and tax require different framing; plan accordingly.
Not keeping copies — always retain the original signed report and supporting files in a secure location.

FAQ

What photos do I need for an appraisal? At minimum: front, back, all sides, close-ups of signatures/marks/labels, and detailed shots of any condition issues. Use clear, well-lit photos — natural light is best. Submit one file per angle, not a collage.
What documents should I gather before the appraisal? Purchase receipts, prior appraisals, provenance records, authentication certificates, restoration records, insurance schedules referencing the item, and any family history or estate inventory notes.
How important is provenance? Very. Provenance strengthens the appraisal and supports defensible conclusions. Start with what you know and trace backwards when possible. Document gaps honestly — appraisers can work with partial provenance.
What is "intended use" and why does it matter? Intended use is the reason you need the appraisal — insurance, tax, estate, donation, divorce, or resale. It determines the valuation basis (replacement value vs. fair market value) and the report structure. Getting this wrong can make the report unusable.
Can one appraisal report cover insurance and tax? Usually not. Insurance requires replacement-value framing while tax requires fair-market-value framing. These produce different conclusions. Plan for separate reports if both apply.
How long does the appraisal process take? Most online appraisals are completed within 5-10 business days. Complex items, multiple pieces, or urgent requests may take longer. Preparation quality directly affects turnaround speed.
What happens if I submit incomplete information? The appraiser will likely request additional photos or documentation, which delays the process. Preparing thoroughly upfront is the fastest path to a completed report.
Do I need to be present for an in-person appraisal? It depends on the appraiser and the item. For large collections or estate appraisals, your presence is helpful for answering questions. For individual items, many appraisers can work independently once access is arranged.