Documenting an art object’s condition before transportation is a critical risk control practice in fine art logistics. This report serves an objective record of the artwork’s state before its packing, after packing, and upon arrival at the destination point. This extensive guide explains how to document artwork condition before shipping to give you a ready reporting blueprint.

Condition Reporting: The Core of Art Shipping Chain of Custody

A condition report is the main reference point for all parties involved in artwork transportation, including art owners, insurance brokers, and art logistics providers. It is especially important if any damage occurs in the shipping process, allowing the allocation of responsibility and validation of insurance coverage. Thus, it’s vital to know how to document artwork condition before shipping, both for art owners and logistics service providers. 

How to Document Artwork Condition Before Shipping? Top Things to Record

Here is a step-by-step guide for filling in a professional condition report on an art object prepared for transportation:

1. Artwork identification. The condition assessor should note down the artist, artwork title, date of creation, medium, and accurate dimensions. The inventory ID should also be input if the artwork is catalogued at a gallery or museum.
2. Administrative detail logging. The report’s details are provided with names and roles of assessors, as well as the date and location of the condition assessment.
3. Object configuration description. The artwork is described (whether it’s framed or unframed, what glazing and backing type it has, whether it comes with a pedestal or mount). All labels, seals, and stamps are noted down as well.
4. Inspection method selection. Assessors use clean gloves, stable supports, and controlled lighting to inspect the artwork closely and systematically. All defects identified upon close inspection are documented.
5. Standardized condition reporting. The report is written in clear, neutral, standardized terminology, with industry-accepted measurement dimensions.
6. Location mapping. Clock-face or grid methods are recommended for location mapping and referencing.
7. High-quality, labeled photographs. A condition report should include overall front and back photos of the art object, with close-ups of corners, edges, frame details, and any noted defects.
8. Packing readiness assessment. The report must record the artwork’s vulnerabilities precisely.
9. Declaration and sign-off. The document ends with “no changes observed” or “changed observed,” plus a list of identified changes, signed by all involved assessors.

Without an essential baseline for artwork condition assessment, the art owner may fail to claim compensation from the carrier. Besides, a condition report informs shipment planning, as art handlers understand the object’s vulnerability and special handling requirements. Follow this step-by-step guide to guarantee end-to-end protection of your property and financial interests in art shipping projects.