What steps are involved in preparing my jewellery for a valuation day appointment?

Preparing jewellery for a valuation day appointment involves gathering each item and its supporting documents, recording relevant history, carrying out only gentle cleaning, and transporting everything securely. The purpose of the valuation should also be explained in advance, because an insurance valuation, probate valuation, resale assessment and family division may require different conclusions and report wording.

Gather the pieces to be valued

Make a complete list of the jewellery and watches you plan to bring. Include individual items such as rings, earrings, necklaces, bracelets, brooches, cufflinks and luxury watches, even if they appear similar. Matching earrings should be kept together, while items that form part of a suite should be presented as a set. Note any missing stones, loose settings, damage, alterations or known repairs so these can be discussed with the valuer rather than overlooked.

If an item is particularly valuable, fragile or difficult to replace, tell the valuation team when booking. They can confirm whether it is suitable for the event format and advise on any arrangements needed for a more detailed or discreet assessment.

Collect documents and provenance

Bring any information that helps establish what the item is, when it was acquired and how it has been maintained. Relevant documents may include:

• Original purchase receipts or invoices
• Previous valuation reports
• Gemstone, diamond or metal certificates
• Manufacturer or watch papers, boxes and warranty documents
• Insurance schedules and correspondence about a claim
• Repair, servicing, remodelling or restoration records
• Probate or estate documentation, where applicable
• Evidence of provenance, inheritance or a significant previous owner

Do not be concerned if paperwork is incomplete. A valuer can still examine an item, but supporting evidence may help confirm its description, origin, purchase history or previously recorded details. Documents should be treated as supporting evidence rather than a substitute for physical examination.

Confirm the valuation purpose

State whether the valuation is required for insurance replacement, probate, matrimonial or family division, sale, inheritance, donation, a loss claim or general information. These purposes are not interchangeable. For example, an insurance valuation normally considers the cost of replacing an item with an equivalent piece, whereas a probate valuation generally records an appropriate market value at the relevant date. A resale opinion may be different again.

For probate, check whether the solicitor, executor or tax adviser has specified a valuation date, a particular basis of value or a formal written report. Provide those instructions before the appointment so the valuer can address the correct requirements. If the report will be used by an insurer, lender, court or legal professional, ask whether any specific wording or qualifications are needed.

Clean items carefully, but do not alter them

Light surface dirt can make hallmarks, settings and gemstones harder to inspect, so you may gently wipe suitable jewellery with a soft, lint-free cloth. Do not use abrasive products, household chemicals, ultrasonic cleaners or steam unless you have been advised that the item is safe for that treatment. Porous, treated or fracture-filled gemstones, pearls, opals, emeralds and some antique pieces can be damaged by inappropriate cleaning.

Do not polish away tarnish, remove patina, replace stones, tighten settings or have repairs completed solely to improve the valuation. Condition is part of the assessment, and an alteration may remove useful evidence of age, originality or manufacture. If a piece needs repair, tell the valuer and explain whether the damage was present before the appointment.

Check watches and specialist pieces

For a watch, bring its box, papers, receipts, service records, spare links, additional straps and any accessories that form part of the original set. Avoid changing the time, opening the case or attempting to wind a vintage or non-running watch. Note whether it is running, losing time, showing damage or has recently been serviced. A valuation is not the same as a full movement service or an authentication investigation, so complex or high-value watches may need additional examination.

For jewellery containing coloured gemstones, diamonds, pearls or unusual materials, bring any laboratory reports or treatment information available. Disclose known treatments, replacements and alterations. This allows the valuer to describe the item accurately and identify where further testing may be appropriate.

Make a written inventory

A simple inventory reduces the risk of confusion during a busy valuation event. Record each item’s description, any identifying marks, approximate age, known purchase source and the documents accompanying it. For watches, include the make, model, serial or reference details where safely visible. Do not force open a case or remove a bracelet to find a number; the valuer can advise on identification.

Photographs taken before bringing the items can also be useful, particularly for larger collections or pieces that are worn regularly. Keep copies of important documents separately from the originals, and avoid writing on historic receipts, certificates or packaging.

Pack and transport everything securely

Use individual pouches, boxes or soft-lined containers to prevent items scratching one another. Fasten chains and bracelets, protect delicate settings and keep earrings, loose stones and watch accessories together. Do not place valuable jewellery loosely in a handbag or an unmarked envelope.

Transport items discreetly and avoid leaving them unattended in a vehicle. If the collection is substantial or includes high-value watches, ask in advance whether the appointment should be split into separate visits or handled under specific security arrangements. Keep documentation with the relevant items, but do not attach labels in a way that could damage the jewellery or packaging.

Bring identification and relevant instructions

Bring appropriate identification if it is requested when the appointment is arranged, particularly where the valuation relates to probate, insurance, a sale or another formal transaction. If you are acting for an estate or another owner, take evidence of your authority where available. This helps maintain a clear record of ownership and instructions.

Tell the valuer if you need the items returned to a particular person, if more than one party must receive the report, or if information about the valuation is confidential. Ownership and report-distribution requirements should be clear before the assessment begins.

Allow time for questions and examination

Have useful details ready, including when the item was bought or inherited, where it was purchased, whether it has been resized or remodelled, and when it was last repaired or serviced. You do not need to know technical terminology. Accurate information about the item’s history is more helpful than an assumed description.

The valuer may need to inspect hallmarks, mounts, settings, stones, movement details and condition. Some observations can be made during the appointment, while research, comparison or specialist testing may be required before a final written report is issued. Ask what will be included, when the report will be available and whether any additional fees apply for testing, research or replacement documentation.

Before leaving, check that all items and documents have been returned to you, particularly where several pieces have been assessed together. Keep the completed valuation with your insurance, estate or ownership records, and notify the relevant organisation if the valuation affects cover or a legal process.