Antique and art appraisal case-file basics
A strong appraisal case file turns scattered object facts into a reviewable value opinion. It connects scope, intended use, photos, condition, provenance, attribution, comparable sales, value definition, assumptions, and reporting support.
Use this framework for antiques, art, decorative objects, furniture, prints, sculpture, and collections where the value conclusion must be explained or updated later.
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1. Start with scope and intended use
State the intended use, intended users, value definition, effective date, inspection method, and assignment limits before selecting comparable sales. Insurance, estate, donation, resale, and screening assignments do not always require the same scope.
Appraisal case-file evidence table
This is not a price-comp table. Use it to confirm that the workfile supports the final value conclusion.
| Photo | Evidence | Date | Record | Value impact | What to retain | Source |
|---|---|---|---|---|---|---|
| Scope | Assignment scope | Effective date | Engagement file | Determines research depth and value definition. | Intended use, users, value type, inspection limits, assumptions, and report format. | Client/report file |
| Object | Identification | Inspection date | Object record | Defines the comparable pool. | Type, maker, period, materials, dimensions, marks, attribution level, and images. | Object photos / appraiser notes |
| Condition | Condition report | Inspection date | Condition file | Controls discounts, risk, and market tier. | Damage, restoration, completeness, stability, prior treatment, and limits. | Detail photos / conservator notes |
| Docs | Provenance and legal context | Record dates | Ownership chain | Can raise confidence or reveal risk. | Invoices, labels, catalog entries, exhibition history, restrictions, and gaps. | Owner/archive records |
| Market | Comparable sales | Sale dates | Comp set | Anchors the value conclusion. | Venue, lot, price basis, buyer premium, condition, size, attribution, and adjustments. | Auction/dealer records |
| Report | Reconciliation and certification | Report date | Final report | Makes the conclusion usable and reviewable. | Assumptions, limiting conditions, rejected comps, reasoning, certifications, and retained workfile. | Signed report / workfile |
Takeaway: the case file should show how each value claim connects to evidence.
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The free screener can flag whether your photos, documents, condition notes, and intended use are enough for a next-step appraisal decision.
Use the free screener2. Separate provenance from attribution
Provenance documents where an object has been; attribution states who made it and with what confidence. Keep both in the file, but do not let an interesting ownership story replace material, stylistic, and market evidence.
3. Let condition shape the comparable set
Condition is a market fact. Heavy restoration, missing parts, over-cleaning, relining, cracks, fading, or structural weakness can move an object into a different value tier even when the maker or subject is desirable.
4. Reconcile value and preserve the workfile
Record accepted and rejected comps, price basis, adjustments, assumptions, and limitations. A future reviewer should be able to understand why the conclusion followed from the case file.
Search variations people ask
Collectors often search these case-file questions:
- antique appraisal case file framework
- art appraisal workfile checklist
- USPAP appraisal scope intended use personal property
- appraisal report provenance condition comparables
- how to organize appraisal evidence
- fair market value replacement value case file
- appraisal workfile for antiques and art
- comparable sales support in appraisal reports
Each question maps to the case-file workflow above.
References
Wrap-up
A case-file framework makes appraisal work easier to inspect, update, and defend. Start with scope, preserve evidence, choose relevant comps, and keep the reasoning visible.
