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How to document your jewelry: invoice, assay office, inventory, and insurance.
Almost everyone has jewellery at home: the wedding ring, the christening earrings, the gold chain that belonged to a grandmother, the bracelet worn every single day. But how many people can say, off the top of their head, where the invoice for the ring is, how much that inherited chain weighs, or whether the bracelet carries its hallmarks in the right place?
A piece of jewellery without paperwork is still beautiful, but it becomes harder to insure, sell, share in an inheritance or recover after a theft. And, contrary to what many people think, documenting your jewellery doesn't take that much effort. All you need is an afternoon, a phone, a scale and a folder.
In this guide we explain, in simple terms, which documents to keep, how to read the marks on your piece, how the price of a piece of jewellery is made up, how to build a photo inventory and what to ask your insurer. At the end, you will find a checklist to print or save.
1. Why it is worth documenting your jewellery
There are five situations in which having your jewellery documented makes a huge difference:
- Theft or loss: to file a report and help the authorities identify your pieces, you need to describe them accurately. Photographs, weight and marks set one piece apart from another that looks identical. If you would like to know more, read our article on how to protect your jewellery from theft and scams.
- Insurance: without proof that the piece exists and of what it is worth, any compensation becomes harder to obtain.
- Inheritance and sharing out a family estate: when there are several pieces and several heirs, a clear list avoids misunderstandings and unnecessary arguments.
- Selling or trading in: anyone who wants to sell used gold or use it as part payment for a new piece quickly realises that knowing the history of the piece and having the basic details to hand speeds everything up.
- Warranty, repair and care: knowing the purchase date, the metal's fineness and the type of finish helps your jeweller advise you better.
2. The invoice: the most important document
The invoice is the proof of purchase and, in many cases, the only document that links the piece to its owner. Always keep it, and check at the time of purchase that it is properly filled in.
What it should include
A good jewellery invoice doesn't just say "1 wedding ring". Whenever possible, it should include:
- your details (name and tax number, if you wish to link them to the purchase) and the seller's;
- the date of purchase;
- a description of the piece: type (ring, earring, bracelet), metal and fineness (for example, 19.2 carat gold or 925 sterling silver), model reference and, if applicable, the stones;
- the weight, where relevant, and the price paid including VAT;
- the warranty and exchange conditions.
Gross weight and metal weight: a difference that matters
On pieces set with stones, the weight shown may be the gross weight (metal and stones together) or only the weight of the metal. It is worth finding out which of the two appears on the invoice, because it affects any future valuation. If the description is unclear, ask the seller to complete it on the spot.
Online purchases
For online purchases, keep the confirmation email, the invoice as a PDF and photographs of the piece exactly as you received it. Also remember that, as a rule, there is a right of withdrawal period for returning goods bought at a distance (with exceptions, such as personalised pieces). Always check the shop's conditions. In our customisable jewellery section, for example, the exchange rules may differ from those for a catalogue piece.
3. Hallmarks (contrastaria): the "identity card" of gold and silver
If the invoice proves the purchase, the hallmark proves the metal. In Portugal, pieces made of gold, silver and other precious metals must carry legal marks (known as contrastaria) that certify the fineness, that is, the amount of precious metal in the alloy. They are tiny punch marks, often almost invisible to the naked eye, but they make all the difference.
What the marks usually show
- The hallmark (contrastaria mark): shows that the piece has been checked by an official body and confirms the fineness of the metal.
- The maker's or importer's mark: identifies who is responsible for the piece.
- The fineness number: in parts per thousand. For gold, the most common values are 375 (9 carat), 585 (14 carat), 750 (18 carat) and 800 (19.2 carat, the traditional Portuguese gold). For silver, the most common are 925 and 800.
Where to look for the marks
On rings and wedding bands, look inside the band. On bracelets and necklaces, check the clasp or a small tag next to it. On earrings, look on the post or on the back. Use a magnifying glass or your phone's camera in macro mode, in good light, and always photograph the marks: they will be among the most useful images in your inventory.
Old pieces and pieces without marks
Legal marks have changed over the decades, so an old piece may carry different punch marks from today's, and that is perfectly normal. A piece with no marks at all, however, deserves to be checked by a professional, because it may have worn away with use, it may have been repaired or it may not be the metal you thought it was. Don't jump to conclusions: ask for a valuation.
You can find out more on this subject in our blog section dedicated to hallmarking (contrastaria).
4. Certificates, warranties and other papers
Besides the invoice and the marks, there are other documents worth keeping together with the piece:
- Stone certificates: for pieces with diamonds or higher-value stones, the certificate describes the characteristics of the gem. Always keep it with the jewel.
- Manufacturer's or shop warranty: keep the start date and the conditions to hand.
- Proof of repairs: if the piece has been resized, soldered or polished, keep a record of it.
- Previous valuations: a valuation carried out by a certified professional is a useful document for insurance and for any future sale.
5. How the price of a piece of jewellery is made up
Many people buy jewellery without knowing exactly what they are paying for. Understanding how the price is made up helps you compare offers, understand the differences between similar pieces and have realistic expectations if you ever want to sell.
The components of the price
- The metal: depends on the weight of the piece and its fineness, and follows the price of gold (or silver), which changes every day. The greater the weight and fineness, the greater the value of the metal.
- The workmanship (labour): the work of designing, casting, assembling and finishing the piece. A simple machine-made chain has low workmanship costs. A filigree piece, worked strand by strand, can have workmanship costs far higher than the metal itself.
- The stones: their type, size and quality, and the work of setting them.
- The retail margin, the design and the brand: these cover the shop's costs, the development of the model and the warranty.
- VAT: the final retail price includes it.
Two bracelets with the same weight, different prices
Imagine two gold bracelets with the same weight and the same fineness. One has a simple, industrial link. The other is a handcrafted piece with an elaborate design. The metal is worth practically the same, but the selling price will be very different, because the work built into it is different too. There is nothing wrong with that: you are paying for the gold and for the craft.
Purchase price and buy-back value
It is important to be clear here: the price you paid in a shop is not what you will be offered when you sell the same piece as used gold. When used gold is bought, the valuation is based essentially on the weight and fineness of the metal, and the workmanship and retail margin are, as a rule, not recovered. That is why a piece with sentimental, aesthetic or handcrafted value is usually worth more worn and kept than sold.
If you want to know how much the gold you have at home is worth, LUSIJÓIA offers a valuation service with a certified appraiser, with no obligation.
6. The inventory: one record per piece
Now for the practical part. The inventory doesn't need to be sophisticated. It can be a spreadsheet, a document or a notebook. What matters is to have one record per piece, always with the same fields.
What to include in each record
- Name or simple description: for example, "link bracelet, yellow gold, spring clasp";
- Metal and fineness: as shown on the marks;
- Weight: on a precision scale, noting whether there are stones;
- Measurements: length of necklaces and bracelets, ring size, diameter of hoops;
- Stones: type and number, if applicable;
- Origin: bought (with date, place and price), given as a gift or inherited;
- Invoice number: and where it is kept;
- Current estimated value: for insurance purposes (see section 8);
- Where it is kept: safe, jewellery box, place in the house.
How to photograph
For each piece, take at least four photographs: one from the front, one from the back or side, one close-up of the clasp or stones and one of the hallmarks. Use natural light and a plain, neutral background (a white or grey cloth will do), and place a ruler or coin next to the piece to show scale. Avoid filters and editing: the aim is to record the piece as it really is.
Where to keep the inventory
Here there is a golden rule: never keep the inventory in the same place as the jewellery. If someone takes the jewellery box and the folder together, you lose the pieces and the proof that they existed. Make a digital copy (in a cloud service or emailed to yourself) and, if you prefer paper, keep a copy somewhere else, for example at the home of a trusted relative.
And one security point: avoid posting photographs of your most valuable jewellery on social media, especially if they show your home or your location.
7. Jewellery without an invoice: inheritances and old gifts
Many of the most treasured pieces have no invoice. They were given decades ago, inherited, or bought at a time when nobody kept receipts. That doesn't mean they can't be documented.
- Record the story: who it belonged to, when it was given, on what occasion. Write it on the record while the memory is fresh, because these stories get lost over time.
- Keep old photographs: if there are pictures of the piece being worn, add them to the inventory. They are valuable proof that the piece existed.
- Look for the marks: even without an invoice, the hallmark tells you the fineness of the metal and can help you work out the age of the piece.
- Ask for a valuation: a certified appraiser can confirm the metal, weight and condition of the piece and give you a reference document.
Anyone with several inherited pieces who wants to share them among heirs finds a great advantage here: with a record for each piece and a valuation, the conversation becomes much simpler and more transparent. And if you haven't yet decided what to do with some pieces, know that you can turn family gold into new jewellery. See, for example, our vintage gold pieces and our customisable jewellery.
8. Insurance: what to ask before signing (or renewing)
Many home insurance policies cover theft of belongings, but the conditions vary a great deal from policy to policy. Don't assume anything: read yours and ask your broker. These are the most important questions:
- Is jewellery covered? And up to what value? Some policies set specific limits for jewellery and valuables.
- What documents do they ask for? Invoices, photographs, valuations? Knowing in advance avoids surprises when you make a claim.
- Are there security conditions? Some policies require certain measures, such as a safe or specific locks, to cover valuable items.
- Does it cover the piece when you wear it outside the home? Not all policies cover loss or theft away from home.
- What is the reference value? The purchase price, the market value or the cost of replacing it with a new piece?
Update the values from time to time
When the price of gold rises, a piece of jewellery bought ten years ago may now be worth considerably more than the value you have declared. If your insurance is out of date, the compensation may fall short of the real value of the piece. So review the values at least once a year, or whenever the price of gold changes significantly. If you need help estimating the value of your pieces, talk to our team.
9. Storing well is also documenting
Documenting and storing go hand in hand. Some good practices:
- keep each piece in its own box or pouch, to avoid scratches and friction;
- prefer a safe or, at the very least, a discreet spot, and avoid obvious hiding places such as the bedside table drawer;
- keep the pieces somewhere dry and cool;
- wear your jewellery regularly: it is a good way to keep it in good condition and to keep it in sight, and in your inventory.
10. The most common mistakes (and how to avoid them)
- Throwing away the invoice: keep it, even if the piece seems like "just another one". Photograph it and keep a digital copy, because thermal paper fades over time.
- Accepting a vague invoice: "1 gold jewel" is not enough. Ask for a full description.
- Not checking the marks: always confirm the hallmark at the time of purchase.
- Keeping the inventory with the jewellery: if you lose one, you lose the other.
- Forgetting to update values: an inventory from ten years ago may no longer reflect reality.
- Leaving inheritances for later: the stories behind the pieces fade with time and with people.
- Sharing photographs of valuable jewellery in public: avoid drawing attention to what you have at home.
Quick checklist
If you want to start right away, follow these steps, in order:
- gather all your jewellery on a table, in good light;
- look for the hallmarks on each piece and photograph them;
- weigh each piece and note the weight;
- take the photographs (front, back, close-up and marks);
- collect any invoices, certificates and warranties you have;
- fill in one record per piece;
- write down the story of any inherited pieces;
- keep a copy of the inventory somewhere other than where the jewellery is kept;
- check the conditions of your insurance;
- put a review in your diary for a year from now.
Frequently asked questions
Do I really need to keep the invoice for a piece of jewellery?
Yes. It is proof of purchase, it helps with warranty claims, theft and insurance, and it makes any future sale easier. If you have lost it, ask the shop for a copy and, if that isn't possible, document the piece with photographs, marks and a valuation.
What is hallmarking (contrastaria) and how do I know if my piece has it?
It is the set of legal marks that certify the fineness of a precious metal. Look for small punch marks inside rings and wedding bands, on the clasp of necklaces and bracelets or on the post of earrings. If in doubt, a professional can help you identify them.
How do I know how much an inherited piece without an invoice is worth?
You can ask a certified professional for a valuation, who will check the metal, weight and condition of the piece. Bear in mind that the value of the metal and the sentimental or handcrafted value of the piece are two different things.
Why is the selling value of used gold lower than the purchase price?
Because, when selling used gold, the value is based mainly on the weight and fineness of the metal. The workmanship, the retail margin and the VAT included in the shop price are, as a rule, not recovered.
Should I have specific insurance for jewellery?
It depends on the value and number of pieces you own. First check what your home insurance covers and what the limits are. If you have higher-value pieces, ask your broker about the options available.
How often should I update the inventory?
At least once a year, and whenever you buy, receive or sell a piece. Take the opportunity to review the values, especially if the price of gold has risen.
In summary
Documenting your jewellery is a simple gesture that brings peace of mind. Keep your invoices, learn to recognise hallmarks, understand how the price of a piece is made up, build a photo inventory and keep it somewhere safe, away from the jewellery itself. Record the story of inherited pieces while you still know it, and check the conditions of your insurance.
A well-documented piece of jewellery is better protected and easier to share and to value. If you need help valuing your pieces, visit our used gold valuation page, explore our Portuguese gold collection or get in touch. We will be delighted to help you.
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