A sale is not complete when the invoice is paid. It is complete when the work is on the collector's wall, installed, lit, and documented with a post-delivery condition report — and the collector has signed off. The gap between "sold" and "delivered" is where galleries build or break their client relationships.
This guide maps the full delivery workflow: from payment clearance through carrier booking, white-glove installation, and post-sale documentation. Every step that turns a transaction into a relationship.
The delivery moment matters more than people think
A collector who buys a $50,000 painting does not expect it to arrive in a cardboard box with a FedEx label. They expect a climate-controlled vehicle, trained handlers in uniform, a condition report at handoff, and installation on the wall they have chosen. The delivery experience is part of the purchase — and in the art world, it is often the only moment the collector interacts directly with the gallery's operations.
Get it right, and the collector remembers the gallery as professional, discreet, and worthy of the next purchase. Get it wrong, and the collector remembers the scratch on the frame.
Before the sale closes: what the registrar needs
While the director or dealer is negotiating the sale, the registrar should already be preparing:
- The artwork's current condition report — produced before the sale was agreed. This is the baseline.
- Framing status — is the work framed to the collector's specifications? Does it need reframing before delivery?
- Dimensions and weight — for the carrier quote. Include crated dimensions if the work is already crated.
- Any existing condition issues — craquelure, frame wear, previous repairs. These must be disclosed to the collector before delivery, not discovered by the collector after.
Confirm payment has clearedDo not release the work on a pending wire transfer. Payment must be fully cleared. For international sales, this can take 3–5 business days beyond the wire confirmation.
Obtain the collector's delivery detailsFull address, including floor, access restrictions (stairs, narrow corridors, service elevator requirements), and preferred delivery window. Urban deliveries often require coordination with building management.
Confirm the installation locationWhich wall? What height? Is the collector present for installation or will a representative receive the work? Lighting conditions may affect how the work should be hung.
Check for access restrictions at the delivery addressHigh-rise buildings, gated communities, and private residences on unpaved roads all require advance coordination. A carrier that arrives with a crate and cannot get it through the door has created a problem that is expensive to solve on-site.
Select the carrierFor local and domestic deliveries, Dietl provides white-glove installation. For high-value single pieces, Crozier offers museum-standard handling. For European deliveries, Convelio's network covers most major cities. The carrier should offer installation — not just drop-off.
Request a delivery quoteInclude: pickup address, delivery address, artwork dimensions (framed), weight, value, access restrictions, and installation requirements. A white-glove delivery with installation costs more than a standard freight delivery — and it is worth it.
Confirm transit insuranceThe carrier's standard insurance should cover the full declared value. If the work exceeds the carrier's per-item limit, arrange supplementary cover through your broker. The policy must cover the work until it is installed and signed for.
Book the delivery windowConfirm the date and time window with the collector. A 4-hour window is standard for white-glove delivery. Share the window with the carrier and confirm in writing.
Produce the pre-delivery condition reportThis is the condition report that will be compared against the post-delivery report. Photograph the work from all angles. Note every existing condition issue. Date, sign, and file.
Prepare the delivery packetThe packet travels with the work and includes: the invoice (marked paid), the certificate of authenticity, the artist's statement or catalogue entry, care instructions (cleaning, light exposure, humidity), and the gallery's contact card.
Brief the carrier's handlersThe handlers should know: whether the collector is present, which wall the work goes on, the desired hanging height, any special handling instructions, and who to call if there is a problem.
Confirm the day beforeCall or email the collector the day before delivery. Confirm the window, the handlers' names, and any last-minute instructions. This is also a relationship touchpoint — it shows the gallery is attentive.
Handlers arrive in the delivery windowProfessional handlers present identification, lay protective floor coverings, and assess the installation site before bringing in the crate.
Unpack and inspect with the collector presentOpen the crate in the collector's presence. The collector should see the work before it is hung. Compare the work against the pre-delivery condition report. If the collector identifies any issue, note it immediately.
Install the workHang at the agreed height. Adjust lighting if possible. The handlers should ensure the work is level, secure, and properly lit before the collector signs off.
Produce the post-delivery condition reportPhotograph the installed work. Note any condition issues observed by the collector. Compare against the pre-delivery report. Both the handler and the collector sign the report.
Collector signs the delivery acknowledgmentThis confirms: the work was delivered in the condition stated, installed to the collector's satisfaction, and the delivery packet was received. File this with the sale record.
File the post-delivery condition reportAttach it to the artwork's permanent record. This is the new baseline for any future movement of the work.
Update inventoryMark the work as sold and delivered. Update the location to the collector's name and address (with discretion — see below). Update the gallery management system (Artlogic, ArtCloud).
Send a follow-up to the collectorA brief note from the gallery director, 2–3 days after delivery: "I hope you are enjoying the work. Please do not hesitate to reach out if you have any questions about care or framing." This is a relationship investment, not a transaction.
Close the transit insurance policyNotify your broker that delivery is complete. Confirm the policy is closed in writing.
Special cases
International delivery. Adds customs clearance, import duties (or temporary admission if the work is on approval), and potentially longer transit times. The carrier should handle customs brokerage. The collector is responsible for import duties unless the sale terms state otherwise — clarify this in the invoice.
Delivery to a second home or yacht. High-value collectors often have works delivered to properties that are not their primary residence. Confirm access, security, and whether a representative will be present. Yacht deliveries require additional coordination with the yacht's crew and the marina.
Delivery on approval. If the work is sent to the collector on approval (with the right to return), the insurance must cover the approval period and the potential return journey. The condition report chain becomes even more important — both parties need a clear record of condition at every stage.
Arpezio tracks the delivery from payment clearance to post-installation sign-off. One record with the condition trail, the delivery acknowledgment, and the collector's details — held discreetly and permanently. Read our complete logistics guide or compare white-glove carriers.