Sorting the contents of a family home can feel overwhelming. Before packing furniture, emptying cupboards or arranging an antique dealer’s visit, a clear set of photographs can help you work out which pieces may be suitable for sale and what information a buyer needs.

This practical checklist is for Melbourne families managing a deceased estate, downsizing or selling an inherited collection. You can follow it with an ordinary phone camera. Start with the whole room, then photograph the main pieces, their identifying details and any damage.

The quick checklist

• Photograph each room before moving or sorting the contents.
• Take a full view of each main item and give it a simple reference number.
• Add close-ups of signatures, labels, stamps, hallmarks and construction details.
• Show chips, cracks, repairs, missing parts and other condition issues.
• Measure furniture and larger objects in centimetres.
• Include the suburb, postcode, access details, timeframe and any asking prices.
• Explain whether you are offering selected items or the whole collection.

1. Begin with room photographs

Take one or two wide photographs from different corners of each room. Include cupboards, shelves and groups of smaller objects, where accessible. These views help a dealer understand the size and range of the collection before concentrating on individual pieces.

You do not need to empty the house first. Set aside family photographs, documents and items you intend to keep, or clearly identify them in your enquiry. Check the background for personal paperwork before sharing images.

2. Photograph each item clearly

Use daylight where possible, keep the phone steady and take the photograph straight on. Avoid filters, portrait effects and screenshots of photographs. Send the original image so details remain readable. A plain background helps with jewellery, glass and ceramics, but do not move something heavy or fragile just to improve the picture.

Assign simple references such as “Item 1: walnut cabinet” and “Item 2: framed landscape”. Use the same references in your photo filenames and written notes. This is particularly helpful when several tables, paintings or glass pieces look similar.

3. Use the right photographs for each category

Photograph marks as they appear. If you have been told a piece is by a particular maker or artist, explain where that information came from and include any supporting paperwork. A signature or stamp is a useful starting point, but photographs alone may not settle an attribution.

4. Show condition honestly

Include close-ups of damage as well as the attractive details. Note loose joints, veneer losses, water marks, missing handles, replaced parts, chips, cracks and previous repairs. If you are unsure whether a mark is wear or damage, photograph it and say you are unsure.

Avoid polishing, stripping, gluing or restoring an item before it has been assessed. Do not remove a painting from its frame or dismantle a clock for photographs. Leave heavy pieces in place and only photograph undersides or backs where it is safe to do so.

5. Add measurements and collection details

For furniture, give the maximum width, depth and height in centimetres. For round tables, give diameter and height. Measure framed artwork including the frame and, if easy to measure, provide the visible image size separately. For a dining set, state the number of chairs and whether extension leaves are present.

Tell the buyer where the items are located, including suburb and postcode. Mention stairs, lifts, narrow doorways, parking restrictions or storage-unit access. Include your preferred timeframe and whether collection must happen by a particular date. These details affect whether an inspection and transport can be arranged practically.

6. Explain what you want to sell

State whether the offer covers individual pieces, a selected group or the complete collection. Identify anything excluded. If you have an asking price, give it for each item or for the whole lot. If you would like a buyer to make an offer, say so clearly.

A retail asking price, an auction estimate and a dealer’s purchase offer serve different purposes. A purchase offer needs to allow for condition, transport, preparation, storage and resale. Be clear about which type of assessment you need when contacting a dealer or valuer.

An enquiry you can copy

We are selling [selected items / a collection / house contents] in [suburb and postcode]. The photographs are numbered to match the attached item list.

The main items are [brief description]. Measurements and condition notes are included. We would like [our asking price / an offer for the group / advice on suitability for purchase].

Items excluded from sale: [details]. Access: [stairs, lift, parking or storage details]. Preferred collection timeframe: [details]. Contact name and phone number: [details].

What happens after you send photographs?

An initial review helps a buyer decide whether the items suit their business and whether more photographs or an inspection are needed. It does not guarantee a purchase, a final price or an on-site visit. Clear information at the start saves time for everyone and helps avoid arranging an inspection for an unsuitable collection.

Moonee Ponds Antiques is a family business with more than 40 years of buying and selling antiques. To enquire about suitable furniture, artwork, jewellery, silverware or collectables, email your photographs and details to admin@mooneepondsantiques.com.au or use our deceased estates and downsizing enquiry page. You can also read what we buy and how to sell to us.