§ 01
Start by not deciding
- 01Keep it together
Nothing cleaned, split or sold.
- 02Working inventory
Location, what, quantity, marks.
- 03Record the story
Who said it, roughly when.
- 04Keep, share or sell
Personal keeps first.
- 05Send a summary
An inquiry commits you to nothing.
Collections often arrive at a difficult moment, and many of the costliest mistakes happen in the first weeks: things are cleaned, split up, thrown away or sold in a hurry. You rarely need to decide anything quickly. The aim at the beginning is simply to keep the collection together and in the condition you found it.
Checklist · In the first weeks
- Leave items where they are, or move whole boxes and shelves together rather than sorting as you go.
- Do not clean, polish, wash, iron or repair anything, however tempting.
- Keep albums, binders, folders and boxes intact. Original storage is often part of the record.
- Set aside any paperwork you find: receipts, letters, notebooks, price lists, insurance schedules.
- Confirm who has authority to make decisions about the estate before anything leaves the house.
§ 02
Make a simple working inventory
You do not need a catalog. A working inventory is a list that lets you and others talk about the same things. A notebook or spreadsheet is enough. Group by location or container first, because that is how you will find things again.
| Column | What to write |
|---|---|
| Location | Room, shelf or box number, so the list maps to the physical collection |
| What it is | Plain words: "blue glass vase", "binder of baseball cards", "pocket watch in case" |
| Quantity | One piece, or an approximate count for groups |
| Marks | Any visible maker, signature, label, stamp or grading company, copied exactly |
| Condition | Obvious damage, missing parts, or "as found" |
| Paper trail | Whether any document relates to it, and where that document is now |
Number containers with a pencil on a piece of card placed inside, not by writing on the object or its original box.
§ 03
Record the story while people remember it
Family knowledge fades quickly. Ask relatives what they remember about where things came from, when they were acquired and why they mattered. Write it down with who said it and roughly when. Keep these notes separate from documents: a remembered story is valuable context, but it is not the same as a receipt.
- Where and when was it bought, won, given or inherited?
- Was anything ever appraised, graded, repaired or insured?
- Did the collector keep lists, price guides or correspondence?
- Are there photographs of the collection displayed at home over the years?
§ 04
Decide what to keep, share or sell
Once the collection is listed, decisions become easier to discuss. Many families keep a small number of personally meaningful pieces, divide some among relatives and consider selling the rest. There is no correct balance.
- 01
Mark personal keeps first
Let family members flag what matters to them before anything is assessed for sale.
- 02
Separate the unknown
Put aside anything with marks, signatures, grading or documentation you do not understand. These deserve a closer look before decisions are made.
- 03
Ask questions before committing
If you are considering an auction, send a description and ask how it would work. An inquiry commits you to nothing.
§ 05
Sending an inquiry about the collection
For a large collection, a summary is more useful than a complete list at first: the main categories, approximate quantities, a few representative photographs and where the items are. Kept & Rare can then ask for the detail that matters.
Checklist · A useful first inquiry
- A plain description of what the collection mainly contains
- Approximate quantity, by category if it is mixed
- City and state where the items are now
- A few photographs of representative pieces and of any marks or labels
- Whether documentation exists, without needing to send it yet
- Any timing considerations, such as a house sale or move
Terms used here