Guidelines and requirements for submitting searches of ancient, Asian and ethnographic art

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• Image
• Description
• Civilization or artist (as well as other possible attributions), and place of origin
• Date or period
• Medium
• Dimensions
• Unique marks, e.g. inscriptions (with translations) or inventory numbers

Provenance information required as a minimum:

(1)   Current Ownership Details, which should include details of where and when the item was acquired and the nature (or name) and location of the current owner; for example: ‘UK Private Collection, acquired at Bonhams London in 2014’.

AND

(2)   Previous Provenance with a date, in the form e.g. ‘Aldo Branco Collection, Ascona, before 1969’; or ‘London private collection, 1970s’; etc. We require documented provenance that extends prior to 2000 and without it the ALR will not be able to issue a certificate, although the ALR may confirm whether the item is on the database or not.

Please note that the above requirement is a minimum. For certain pieces the ALR may request further information and/or documents to support the provenance before issuing a certificate.

Statements:

We understand that in some circumstances it may not be possible to provide documents in support of the full provenance of a piece for which you are seeking an ALR certificate. We understand that there can be perfectly good reasons for this and as a result there are some circumstances in which the ALR will accept signed statements in support of the provenance provided. There is no guarantee that a certificate will be issued based upon a signed statement, whether or not it is appropriate will be assessed on a case by case basis following receipt and review of the statement. Please note that we have strict requirements for such statements which are set out below.

Signed statements:

Must be addressed directly to the ALR and declare that the signatory is:

• Unrelated to the parties to the transaction through either a financial or family relationship;
• Free of any financial interest in the transaction, has received no reward for making the statement, and nor will they;
• Aware that the statement is being made to support the provenance of the piece and potentially therefore its sale on the art market, and they understand that others may therefore rely upon the statement; and
• Aware that their name will appear on any certificate that is issued, and that their statement may be provided to third parties if the provenance is later questioned, and consent to this disclosure.

Must include:

• An image of the object, description, dimensions;
• A summary of when and where they saw the item, in whose ownership it was at the time, and the circumstances in which they saw it;
• The full name, address, telephone number and email of the person making the statement;
• The date the statement is made; and
• A signature.

Guidelines for searching

• Please provide all known provenance information, as well as details of any publications or exhibitions. The more that can be provided, the less likely it is that further information will need to be requested.
• If you have searched the same item before, or have the details of a search carried out by a third party, please include the past search reference number in your current search request, so that the ALR can compare any research previously undertaken and avoid duplication that will slow down the process of issuing a certificate.
• Where items are searched with insufficient provenance or documentation it will not be possible to issue a certificate. If you need a certificate we recommend making sure that you secure all necessary information from the seller to you, or your consignor.