How to Inventory an Inherited Collection
A step-by-step inventory process for estate executors — photograph, classify, document, and route, without rushing the sale.
Short answer
The inventory sequence:
Day 1–3: photograph
Move nothing before photographing. Use the Photo Listing Checklist for high-value items, and a simpler 3-photo sequence (front, back, any markings) for bulk items.
Day 3–7: classify
Sort everything into the three buckets: bulk, standouts, and unknowns. Label each item with a temporary ID number that matches your inventory spreadsheet.
Day 7–14: spreadsheet
Use the Collection Inventory Template. Fill in the 16 fields for each item. For bulk lots, group items into reasonable sub-lots and fill one row per sub-lot.
Day 14+: routing
Only now start contacting appraisers, dealers, or auction houses. Standouts and unknowns first; bulk last. Don't hand the inventory file over to any single buyer — keep your copy.
What to leave to professionals
- Identifying figures you don't recognize.
- Authenticating signatures you can't place.
- Conserving damaged paper or fabric.
- Valuing items above $2,500 with confidence.
For these, hire independent appraisers — not the people who would also buy your items.
Related guides
Keep reading
What to Do Before Calling a Memorabilia Dealer
The five-step pre-call checklist that prevents underselling — research, document, identify standouts, get a second opinion, and decide on minimums.
How to Organize Photos and Documents for an Appraiser
A folder structure and naming convention that makes any appraiser faster, more accurate, and friendlier to your timeline.
How to Avoid Selling a Collection Too Cheaply
The six most common ways estates undersell — and the structural changes that prevent them.