Shipping a painting on approval—giving collectors the chance to see a piece in their home before committing to purchase—can turn an uncertain buyer into a delighted collector. But it also comes with logistical questions and justifiable worries about risk. Over the years, I've refined protocols that balance protecting the artist’s interests and making the experience seamless for serious buyers.
Here’s a streamlined framework for sending artwork on approval, rooted in real gallery experience.
1. Assess Client Seriousness
Not every inquiry merits approval shipment. Qualifying the prospect is key:
- Prior positive interaction (return clients or serious conversations)
- Reasonable alignment between client and work’s style/price
- Clear, professional communication
2. Secure Appropriate Payment Details
For most approval shipments, a credit card number is required—but payment isn't processed unless the client confirms the purchase. If you use a payment platform like Shopify or Square, you can authorize payment for $1 just to validate the card. For cautious or newer artists, consider running a refundable full charge, to be reversed if the artwork is returned.
Tip: Be clear and transparent about when and how their card will be charged. Clear policies build trust.
3. Set Shipping Arrangements in Writing
The industry norm is: Client pays outbound shipping, and return shipping if they decide not to keep the piece. Sometimes, artists choose to cover shipment out to the client as an extra nudge. In that case, make sure your client covers the return if they say no.
- Outline responsibilities clearly in simple written terms (even a short email suffices)
- Always use trackable, insured shipping methods
4. Protect the Artwork
Your insurance likely covers art in your possession—not always in transit or at the client’s home. Use professional packaging (double-boxing for paintings), and always insure for full amount. Photograph the artwork before shipment for your records.
5. Set Clear Time Limits
A typical approval window is 3–7 days. Set this period up front, and ask for prompt communication. The longer a piece is out, the less urgency there is for a decision—and the more risk you assume.
6. Communicate Professionally and Promptly
Once shipped, provide the collector with tracking and clear unpacking/hanging instructions. Check in one or two days after delivery to re-confirm the approval period and gauge their initial response.
7. Keep the Friction Low—but Don’t Skip Due Diligence
The approval process should feel easy to the buyer—but artists and galleries should never skip basic protection: written terms, valid payment info, trackable/insured shipping. Removing all friction too early can backfire. Find the right balance.
Takeaway: With a concise system, sending on approval can dramatically raise your close rate with serious collectors—without exposing you to undue risk. Keep it professional, transparent, and friendly.
Question: What protocols (or hesitations) do you have around sending artwork on approval? If you’ve done it, how did the process feel—for both you and your client?
