An Executor's Jewellery Inventory: How to Record Every Item Before Valuation

Start before anything is separated

Lay the jewellery out in groups and take an overview photograph before items move. Then give every item or group a number. The number should appear in the file name, notes and any later correspondence. This prevents the common problem where a ring, chain or pair of earrings is discussed without anyone knowing which item is meant.

Record enough, not too much

For each item, record item number, short description, apparent metal marks, stones if known, condition, box or paperwork, family notes and who currently holds it. Avoid confident gem or gold claims unless evidenced. “Yellow metal ring, marked 375, colourless centre stone, one missing shoulder stone” is better than an optimistic guess.

Photograph methodically

Take front, back, side, marks and damage photos. For collections, photograph trays or envelopes with numbers visible. Use natural light and a plain background. Do not show addresses, bank details or living people in the frame.

Executor caution

This guide is practical inventory guidance, not legal or tax advice. Executors should follow GOV.UK and HMRC guidance for estate valuation and obtain appropriate professional advice where the estate, family position or item value requires it.

What to photograph or record

• Create item numbers before moving pieces.
• Use one folder per estate or collection.
• Photograph marks and damage separately.
• Record who has possession of each group.
• Keep offers, returns and acceptances against the item number.

Executor inventory method

Use the downloadable CSV checklist below to number items before requesting valuations. Record one item per row, keep photographs with matching file names, and note whether the item is being kept, valued for probate, offered for sale or still disputed by beneficiaries.

A simple inventory reduces the risk of family items being mixed together, counted twice or lost between valuation conversations.

Evidence to send with this enquiry

For executor checklist, the most useful evidence is specific rather than decorative: create item numbers before moving pieces; use one folder per estate or collection; photograph marks and damage separately. Those details let a buyer separate a cautious first view from a stronger inspection-backed view.

For An Executor's Jewellery Inventory: How to Record Every Item Before Valuation, references such as GOV.UK: valuing the estate of someone who died and HMRC Inheritance Tax Manual: open market value frame terminology and valuation purpose. They do not replace inspection, but they keep the page anchored to recognised hallmark, diamond, metal, auction or estate guidance rather than anecdote.

Sources and further reading

• GOV.UK: valuing the estate of someone who died
• HMRC Inheritance Tax Manual: open market value
• GOV.UK hallmarking practical guidance
• National Association of Jewellers: jewellery valuation overview

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