Condition Report Template (Free PDF)

A condition report is the core protection a remote bidder has against post-sale surprises and the operator's first line of defence against post-sale disputes. Houses that produce thorough, photographed condition reports earn higher hammer prices on online and absentee bids — bidders bid more confidently when condition is clearly disclosed — and they take fewer hits in claims. This template gives you a drop-in structure that works across art, watches, jewellery, books, wine, and general-line lots, with category-specific prompts where the vocabulary diverges.

What's inside

A standard top-of-form section for lot identification, provenance, and physical attributes.
A structured condition section with both a five-point rating and a narrative.
Prompts for restoration history, imaging notes, and disclosures.
An examiner sign-off block with date and credentials.
A short worked example showing the template filled in.

Condition report template

1. Lot identification

Lot number: _______________
Sale name / sale code: _______________
Sale date: _______________
Catalogue title: _______________
Estimate (low – high): _______________
Reserve (internal, do not print): _______________

2. Maker / author / artist

Maker / author / artist: _______________
Period or date: _______________
School / movement / reference: _______________
Signed / marked / hallmarked: _______________ (location and form of signature or mark)

3. Materials

Primary medium / material: _______________
Support / substrate: _______________
Mounting / framing / case: _______________
Hardware / fittings (if applicable): _______________

4. Dimensions and weight

Height: _______________
Width: _______________
Depth: _______________
Weight (where relevant): _______________
Sheet vs image (works on paper): _______________
Case / strap / movement (watches): _______________

5. Provenance summary

Source: _______________ (estate / private collection / direct from artist / dealer / auction)
Chain of ownership: _______________
Documentation on file: _______________ (invoices, certificates, raisonné references, family records)
Gaps in chain: _______________

6. Catalogue description

A concise, plain-English description of the lot as it will appear in the catalogue. State only what is verifiable. Avoid puffery.

7. Condition — overall rating

Tick one. Use the narrative section for nuance.

Excellent — no visible flaws beyond minor signs of age commensurate with the period.
Very good — small, age-consistent wear; no structural concerns; no significant restoration.
Good — visible wear; minor restoration or repair documented below; structurally sound.
Fair — meaningful wear, restoration, or damage documented below; affects value.
Poor — significant condition issues; collector / restoration project; documented in detail.

8. Condition — narrative

Describe condition in the order a specialist would examine the lot. Use category vocabulary precisely; do not editorialise.

Structural integrity: _______________
Surface: _______________ (scratches, abrasions, foxing, craquelure, oxidation, patina)
Examination findings: _______________ (raking light, UV, magnification, transmitted light)
Missing / damaged components: _______________
Movement / mechanism (watches, clocks, instruments): _______________
Stones, settings, hallmarks (jewellery): _______________
Binding, leaves, plates (books): _______________
Ullage, label, capsule (wine): _______________
Sound condition (musical instruments): _______________

9. Restoration history

Known restoration: _______________
Visible restoration on examination: _______________ (location, extent, technique)
Conservator on file: _______________
Date of last conservation work: _______________

10. Imaging notes

Standard photographs taken: [ ] front [ ] back [ ] sides [ ] details [ ] signature/marks
Specialist imaging: [ ] raking light [ ] UV [ ] X-radiograph [ ] microscope [ ] 360° rotation
Notes for catalogue photo editor: _______________

11. Disclosures

Materials subject to CITES or cultural-property law: _______________ (ivory, tortoiseshell, exotic skins, archaeological material)
Import / export restrictions: _______________
Authenticity opinions on file: _______________ (raisonné, foundation, expert opinion)
Loans / exhibitions: _______________
Other disclosures: _______________

12. Examiner sign-off

Examined by: _______________ (specialist name)
Title / department: _______________
Date of examination: _______________
Conditions of examination: _______________ (lighting, equipment, time spent)
Signature: _______________

How to use this template

Issue one report per lot, not per consignment. Even when a consignor delivers ten lots together, run the template separately for each. The condition report is the operative description of that object on the day of sale; bundling them creates ambiguity about what was actually disclosed.

Photograph everything you describe. A condition note that says "scattered light scratches consistent with wear" needs a detail photograph. The pattern across reputable houses is a 24–48 hour turnaround on bidder requests, with photographs attached — not just text. Bidders bid more confidently when they can see what they're reading.

Be precise about restoration. "Restored" is a meaningless word. "Inpainting visible under UV in the upper-left quadrant, approximately 4 × 6 cm, professionally executed" is a usable disclosure. The legal protection a condition report gives the house comes from precision; vagueness shifts the dispute risk back to the operator.

Save the worked report. Forever. The condition report is the operative description for any post-sale claim. Keep the signed PDF in the lot record alongside catalogue copy, photos, and final hammer. Five-year minimum retention, longer if your AML programme requires.

Train every specialist on the same vocabulary. Watches, paintings, books, and wine all have established condition vocabularies. Internal training that aligns specialists on the terminology is the difference between a defensible condition report and a liability.

Limitations

This template is generalist by design. Specialist categories (vintage cars, scientific instruments, musical instruments, archaeological material) often need additional category-specific sections.
A condition report is a professional opinion, not a warranty. Standard conditions of sale should make that clear; this template assumes you have those terms in place.
Imaging beyond standard photographs (UV, X-ray, microscope) requires equipment and trained operators. Smaller houses commonly outsource specialist imaging on high-value lots — note the outsourced examiner in the sign-off section.
The "Reserve (internal)" field is for internal record only; ensure your publishing pipeline strips it before any external release.
This is a template, not a contract. The conditions of sale govern the legal effect of disclosures made in the report.

Condition Report Template