Artwork condition report app for fine art insurance
Fine art cover depends on knowing the state of a work before something happens to it. An artwork condition report records the support, the paint or media layer, the frame and glazing, and every existing crack, loss or stain — so that after a move, a loan or a leak, a later report can show what is new. The underwriter reads the photographs and the annotations, not adjectives.
Built for art insurers running teams of roughly 3–50 inspectors.
Sample Artwork condition report
An illustrative excerpt. The site, readings and findings are fictional; the layout is yours to set.
Artwork condition report
Object 7 — Oil on canvas, landscape (fictional)
- Collection
- Private collection, Melbourne (fictional)
- Reason for report
- Pre-cover baseline
- Examined
- 22 May 2026, raking and UV light
| Area | Observation | Condition |
|---|---|---|
| Canvas support | Slight slackness, lower left corner | Condition: Fair |
| Paint layer | Fine age cracking throughout, stable | Condition: Good |
| Paint layer, sky upper right | Small loss approx. 4 mm, previously retouched | Condition: Note |
| Frame | Gilt loss at two corners; hanging hardware secure | Condition: Fair |
Fields captured on site
Your firm builds the form in-app, so these are a starting point rather than a fixed schema. Every field is captured on the device, with or without signal, and lands in the artwork condition report where your template puts it.
Identification
- Artist, title and date
- Medium and support
- Dimensions (unframed and framed)
- Inventory or accession number
Condition
- Support
- Ground and paint or media layer
- Varnish or surface coating
- Frame and glazing
- Annotated detail photos
Context
- Reason for report (baseline, loan, claim)
- Hanging location and environment
- Previous treatment noted
How the artwork condition report gets built
Capture it once, offline
Your firm builds the fine art condition report form in-app — 25 field types, nesting repeatable groups, compound AND/OR visibility rules, reusable modules and calculated fields. Field capture works with no signal: jobs, forms, photos, notes and audio all queue in an idempotent outbox that only clears once the server confirms receipt.
Link it to your buildings and rooms
Enter buildings and rooms once, as a register. Every one of your damage observations and scope lines then points at a stored row rather than a name somebody typed — and the links survive a disconnected device.
Render your own template
The artwork condition report renders into the Word template you already use — your letterhead, your section order, your clause library — with conditionals, loops over repeats, composable sub-templates and photo grids.
Reviewed before it leaves
You write the review framework: a checklist of what a artwork condition report must contain, plus the prose standards you would mark a junior against. Link it to a report template and it runs every time that template renders. Each finding comes back graded info, minor or major, quoting the sentence at fault, and a person accepts or dismisses every one.
Because the structured submission behind the report is held too, the review is a comparison rather than a proofread: The report says the escape of water was confined to the ground floor; the scope carries three first-floor rooms.
Checks a insurance framework usually carries
- Cause, extent and policy response agree with one another
- Every scope line traces back to a damage that was actually observed
- The reserve is supported by the scope rather than asserted
- Every section the insurer’s template requires is present and populated
Questions
- Can we compare today’s condition with the baseline report?
- Each work is entered once and later reports point at it, so the new report can sit alongside the earlier observations area by area.
- Can a report cover a whole collection at once?
- Yes. Objects are a repeatable group, so one visit can produce a report with a section per work and a summary schedule at the front.
- Will the AI describe the artwork from the photos?
- No. The drafting model works from what the examiner recorded on the form, not from the images; photographs are placed into the report as captured.
What this is not
Worth knowing before you book a demo, so neither of us wastes the half hour.
- Not field-service dispatch. No timesheets, no parts, no inventory. Scheduling exists to get an inspector to a site.
- No signature capture. If your deliverable has to carry a signed sign-off on the artefact itself, this is not the tool yet.
- Field capture is what works offline — jobs, forms, photos, notes and audio. Reports, chat, scheduling and the inbox need a connection.
- No client portal. Reports go out as a file or a password-protected link.
Other insurance work we cover
- Thatch and heritage property surveysSpecial risk report
- Workers comp workplace visitsWorkplace visit report
- Burst pipe water damage scopesWater damage scope
- Business interruption verificationsBI verification report
- Contents claim inventoriesContents schedule report
- Fire damage assessmentsFire damage report
- Flood inundation assessmentsInundation level report
- Hail damage roof inspectionsHail damage report
Other disciplines
Rebuild your artwork condition report in SurveyThanks
Bring the Word template you already send clients. If you are coming off another field-forms tool, a filled report can be uploaded, read field by field, and re-rendered into your template.