A collection inventory for estate planning: what your executor and heirs will need
A collection that lives in its owner’s memory is difficult to administer. Executors are frequently left to identify what exists, where it is and what paperwork supports it. A documented inventory is one of the kindest things a collector can leave — and Chubb notes that a home inventory is also useful for estate planning.
What to include
- A schedule of every significant item, with location and a unique reference.
- An identification record per item (for art and antiques, the Object ID fields are a good model).
- Provenance: how and when it was acquired, with receipts or records.
- Existing appraisals and insurance schedules, with dates.
- Serial numbers for watches and lab-report numbers for stones.
- Intentions you have discussed with your attorney — noted for context, not as a substitute for your estate documents.
- Contacts: insurance agent, appraiser, storage facility, dealer or auction specialist.
Where formal appraisals come in
For estates that file a federal estate tax return, the IRS instructions for Form 706 Schedule F say that if any single item of artistic or collectible value exceeds $3,000, or a collection of similar items exceeds $10,000, an appraisal by an expert under oath must be attached to the return. An inventory does not replace that appraisal; it gives the appraiser and your executor an organised starting point. Your estate attorney and tax adviser will advise on what applies to you.
Keep it findable
- Tell your executor where the inventory is kept and how to access it.
- Store a copy outside the home, as the Insurance Information Institute recommends.
- Review it whenever you buy, sell or gift a significant piece, and at least annually.
If you would rather not assemble this yourself
Collection Dossier prepares this file for you from the photographs and paperwork you already hold: a schedule of items, an individual record for each piece, a documentation audit noting what is missing, cited market references, and a spreadsheet copy for your agent, with full provenance timelines from the Signature tier. Fixed fees, never a percentage of value.
Commission a dossier View a sample dossier
Sources
- Chubb, “How to create a home inventory”
- IRS Form 706 Schedule F instructions (via reginfo.gov)
- Insurance Information Institute, “How to create a home inventory”
- Chubb, “The New Era of Luxury Collecting and Investment” (survey report, 2026)
- ICOM, Object ID standard
- The Watch Register, Frequently asked questions