Selling your antiques can be nerve-racking. You’re probably upset that you’re having to give it up, excited about the next chapter, or clueless about how to go about it. Before you list it anywhere or contact antiques and collectibles buyers, you need documentation.
Proper documentation directly affects how much money you get. Buyers pay more for items with clear provenance, detailed condition records, and proper identification. They pay less for pieces where they’re guessing about authenticity or condition.
Here’s how to document your antiques properly before selling.
Start With High-Quality Photographs
Professional-looking photos make a huge difference in how seriously buyers take your items.
Minimum requirements include photographs that have the front view, back view, both sides, and close-ups of any marks, damage, and conditions up close. We find that it’s always best to use indirect natural light. If you must use artificial light, use a table lamp with a shade.
White background for product shots. However, you should also take photos that show the item is actually yours, in your home, not stock photos pulled from somewhere else.
Document Physical Dimensions and Materials
Measure everything accurately, such as the height, width, and depth. In case you’re selling furniture, you should mention the height of the seat or table from the floor.
You should also include what material the product is made of:
- Wood type
- Metal type
- Fabric
- Glass type
- Porcelain vs. pottery vs. ceramic
Don’t guess. Antiques and collectibles buyers would rather have honest uncertainty than incorrect information.
Also Read: How to Identify Authentic Antiques and Collectibles
Record All Maker’s Marks, Labels, and Signatures
This is often the most valuable documentation you can provide. The best places to look include the underside of furniture, inside drawers, the back of furniture, or inside cabinet doors.
You should photograph:
- Any stamps, labels, or paper tags
- Carved, burned, or stamped marks in wood
- Hallmarks on silver or gold
- Signatures on paintings
- Factory marks on porcelain
- Patent numbers or dates
- Model numbers or series information
Gather Provenance Documentation
Provenance is the history of ownership. The more you can trace an item’s history, the more valuable it becomes.
Start by looking for any paper trail: bills of sale or receipts from the item’s original purchase, auction catalogues, old appraisals, insurance documentation, letters, or family records. Anything that traces the piece’s history and who owned it adds legitimacy.
If you know the history, write it down in a clear narrative. That kind of documented chain of ownership adds credibility and value. Make sure not to invent or exaggerate provenance. If you don’t know something, say so.
Research Comparable Sales
Look up what similar items have actually sold for. Not asking prices, but actual sold prices.
Check auction house results, as many post their prices realized online. Live Auctioneers shows completed auctions with final sale prices. WorthPoint is a subscription service that maintains a database of sold prices across multiple platforms.
When you find comparable items, note the sold prices for pieces in better condition than yours, the sold prices for items in worse condition, the date of sale, and where the item sold. This research gives you realistic expectations.
Create a Complete Documentation Package
Once you’ve gathered everything, organize it:
You can make a digital folder with:
- All photographs that are labeled clearly
- Scans of any paper documentation
- Written description with all measurements and details
- Condition report
- Provenance information
- Research notes on comparable sales
- Professional appraisals, if you have them
Always have a physical folder handy with:
- Copies of all documentation
- Original paperwork
This package is what you provide to antiques and collectibles buyers when you’re ready to sell. Organized documentation makes you look professional and serious, which often translates to better offers.
What Not to Do?
1. Don’t Clean Aggressively
Antiques often have patina that adds value. Improper cleaning can destroy value. If you must clean, use gentle methods, or ask a professional first.
2. Don’t Repair Without Expert Advice
Amateur repairs can reduce the value more than leaving the damage alone. Visible damage documented honestly is better than bad repairs.
3. Don’t Remove Original Labels or Marks
Even damaged or partially legible labels provide authentication. Leave them alone.
4. Don’t Refinish Furniture Without Understanding the Market
Original finish, even if worn, is often more valuable than refinishing. For certain items, refinishing destroys collector value.
Ready to Sell With Confidence!
Proper documentation doesn’t guarantee top dollar, but a lack of documentation almost guarantees you’ll leave money on the table.
When you’re ready to sell your antiques, documentation is only part of the process. You also need buyers who understand what they’re looking at and price fairly.
Antiques Buyers Tristate works with sellers who have everything from single pieces to entire estate collections. We evaluate antiques based on actual market data, current demand, and realistic resale values, not inflated estimates designed to get you in the door.
For antiques and collectibles buyers who understand the tristate market and price items based on what they’ll actually sell for, contact us! Bring your documentation, get a professional evaluation, and sell with confidence.
