Sales & Documentation 

This section explains common sales and documentation terms artists and galleries use when selling artwork at art fairs, exhibitions, online, and through private collector conversations.

Clear documentation helps buyers understand what they purchased, how the work is described, whether it is unique or editioned, and what records they should keep for insurance, resale, collection management, and long-term confidence.

Artwork Documentation

Certificate of Authenticity

A Certificate of Authenticity is a document that confirms important details about an artwork, especially limited editions, prints, sculpture, photographs, and multiples. It usually includes the artist’s name, title, medium, image size, sheet size, edition number, date, signature information, and sometimes printer or publisher details. For art fair sales, a certificate gives buyers confidence and helps them keep accurate records for insurance, resale, or collection management.

Certificate of Ownership

A Certificate of Ownership is a document confirming that a buyer has purchased and owns a specific artwork. It is especially useful for unique works such as paintings, drawings, sculpture, or mixed-media pieces. Unlike a Certificate of Authenticity, which focuses on confirming authorship and edition details, a Certificate of Ownership helps document the transfer of ownership. Buyers may use it for insurance, collection records, estate planning, or future resale.

Provenance

Provenance is the history of ownership of an artwork. It may include previous collectors, galleries, auctions, estates, exhibitions, or institutions connected to the piece. Strong provenance can add confidence, context, and sometimes value. For artists selling new work, provenance begins with the first sale. For galleries selling secondary market work, provenance is especially important because it helps buyers understand where the artwork has been and how it entered the market.

Condition Report

A Condition Report describes the physical state of an artwork at a specific time. It may mention fading, foxing, tears, surface dirt, restoration, frame condition, or other concerns. Galleries, auction houses, and collectors rely on condition reports when buying or selling, especially on the secondary market. For art fair exhibitors, having clear condition information helps answer buyer questions honestly and supports a more professional sales process.

Inventory Number

An Inventory Number is a unique tracking number assigned to an artwork by an artist, gallery, dealer, or collection manager. It helps organize artwork records, invoices, certificates, price lists, and storage locations. Inventory numbers are especially useful when an artist has many works, editions, or similar titles. At an art fair, inventory numbers help prevent confusion and make it easier to match the correct artwork with the correct buyer.

Artwork Details & Measurements

Edition Number

An Edition Number identifies where a print, photograph, sculpture, or multiple falls within a limited edition. For example, 12/50 means the twelfth work from an edition of fifty. Edition numbers help collectors understand scarcity and documentation. Artists should number editions consistently and avoid changing edition structures after sales begin. Clear edition numbering builds trust and helps galleries explain value, availability, and long-term collectibility.

Image Size

Image Size refers to the actual printed or painted image area, not the full paper or frame size. In prints and photographs, the image size may be smaller than the sheet because margins surround the image. This measurement helps collectors understand the visual scale of the artwork. Artists and galleries should list image size clearly, especially when selling works on paper, photographs, and limited editions.

Sheet Size

Sheet Size refers to the full size of the paper on which a print, drawing, watercolor, photograph, or work on paper appears. It includes the image area and margins. Sheet size is important because it helps collectors understand framing needs and the full physical object. In print sales, both image size and sheet size should be listed when possible, especially if signatures, edition numbers, or deckle edges appear in the margins.

Framed Size

Framed Size refers to the full outside dimensions of an artwork after it has been framed. This measurement helps buyers know whether the piece will fit in their home, office, or collection space. Framed size is especially useful at art fairs because collectors often think in terms of wall space. Artists should provide framed size when selling framed work and clarify whether the frame is included in the price.

Medium

Medium describes the material or process used to create the artwork. Examples include oil on canvas, acrylic on panel, archival pigment print, bronze, watercolor on paper, or mixed media. Clear medium descriptions help collectors understand what they are buying. The medium also affects care, pricing, framing, shipping, and long-term preservation. Artists should be specific and avoid vague descriptions when preparing labels, certificates, invoices, and online listings.

Sales Status & Pricing

Retail Price

Retail Price is the listed selling price of an artwork before any discount, payment plan, tax, shipping, or framing adjustment. It should be consistent across the artist’s website, gallery, art fair booth, and printed materials. Inconsistent pricing can damage trust. A clear retail price helps buyers make decisions and helps galleries sell with confidence. Artists should know their prices before the fair opens.

On Request

“On Request” means the price is not publicly listed and must be requested from the artist, gallery, or dealer. This can be appropriate for higher-value works, secondary market pieces, or artworks where pricing may depend on availability, framing, or market conditions. However, artists should be prepared to answer quickly and clearly. At art fairs, too much mystery around pricing can sometimes slow down a sale.

Available

“Available” means an artwork is currently for sale and has not been sold, reserved, or otherwise committed. This is an important term for inventory lists, websites, booth labels, and follow-up emails. Artists should keep availability records updated, especially during art fairs when several people may ask about the same piece. Clear availability prevents confusion and helps maintain professional communication with collectors and galleries.

Reserved

“Reserved” means an artwork is being held temporarily for a potential buyer but has not yet been fully sold. This may happen while the buyer arranges payment, confirms measurements, speaks with a spouse, or finalizes shipping. Artists should set a clear time limit for reservations so the work is not held indefinitely. A written note or email confirming the reservation helps avoid misunderstandings.

Sold

“Sold” means the artwork has been purchased and is no longer available. A sold work should be recorded immediately in the artist’s or gallery’s inventory system. The buyer should receive an invoice, receipt, and appropriate documentation, such as a Certificate of Authenticity or Certificate of Ownership. At art fairs, marking work as sold can create momentum, but the paperwork should always be handled professionally.