Whether you're preparing for a formal estate settlement or simply trying to get organized before a parent's move, a complete inventory of the home is the foundation everything else builds on. Here's a practical, step-by-step way to approach it.
1. Photograph the home room by room
Before touching anything, walk through the entire home and photograph every room as it currently stands — wide shots that capture the whole space, including closets, cabinets, attics, garages, and any outbuildings. This gives you a baseline record of the home before anything is moved, sorted, or removed.
2. Identify individual possessions
Move through each room again, this time photographing individual items: furniture, decor, collections, appliances, and anything that stands out. Don't skip items because they seem ordinary — you're building a complete record, not just a highlight reel.
3. Record descriptions
For each item, note a brief description: what it is, roughly how old it appears to be, and any identifying details. A simple spreadsheet or notes app works fine for this — the goal is that someone who wasn't in the room can understand what the item is from your notes.
4. Record visible condition
Note the condition of each item — whether it's in good shape, shows wear, or has damage. Condition affects both sentimental and financial decisions later, and it's much easier to note in the moment than to recall afterward.
5. Record preliminary value ranges where appropriate
For items that may have financial value — furniture, collectibles, electronics, and similar categories — a preliminary value range based on research into comparable items can help the family understand roughly what they're working with. This is not a formal appraisal; it's a starting point that helps you decide which items, if any, warrant a closer look from a specialist.
6. Flag potentially significant items
Set aside a separate list for anything that seems like it could be more than "just an item" — fine art, antique furniture, estate jewelry, coin or stamp collections, firearms, and anything with a maker's mark, signature, or hallmark. These are the items most worth a second look before they're sold, donated, or divided.
7. Photograph identifying marks, signatures, labels, and hallmarks
For flagged items, get close-up photos of any signatures, stamps, maker's marks, or hallmarks. These details are often what a specialist needs to properly identify and research a piece, and they're easy to capture in the moment and nearly impossible to recover once an item has left the house.
8. Organize the information into a master inventory
Bring everything together — photos, descriptions, condition notes, and preliminary value ranges — into one organized master document or portal. Group it by room so it's easy to navigate, and make sure it's something a family member could review without having been present for the walkthrough.
9. Give the family a secure way to review the information
Once the inventory exists, make sure everyone who needs it can actually access it — particularly siblings or family members who live out of state. A shared, secure digital format works better than a folder on one person's computer, especially when multiple people need to review and comment over time.
10. Determine whether professional appraisal or authentication is appropriate
With your flagged list in hand, decide which items, if any, warrant formal professional appraisal or authentication. This is typically a small subset of what's in the house — the pieces where a documented inventory alone isn't enough, such as items needed for insurance, tax, or legal purposes, or pieces you suspect may be genuinely valuable.
A documented inventory is not a formal appraisal — and that's fine
It's worth being clear about the difference between these two things, because they serve different purposes:
- A documented inventory is a complete, organized, photographed record of everything in a home, with descriptions, condition notes, and preliminary value research where appropriate. It's built for the whole house, and it's what most families need to make informed decisions.
- A formal appraisal is a certified valuation of a specific item or collection, typically performed by a credentialed specialist for insurance, tax, legal, or estate purposes. It's narrower in scope and usually reserved for items that are confirmed to be significant.
Most families don't need a formal appraisal of everything in the house — they need a complete, organized record of everything, with the genuinely significant pieces flagged for that closer look. Approaching it in that order saves both time and money.
Bluegrass Estate Inventory handles this entire process for you — on-site documentation, item research, condition notes, and a secure portal your family can review together. Packages start at $1,950.
See Pricing & PackagesIf you haven't started yet, our guide on what to do with your parents' belongings is a good place to begin, and if siblings are involved in the decisions ahead, this guide on dividing belongings fairly covers how a shared inventory helps. If there's no will involved, this guide on what happens without one is worth a read too.