Incoming loan checklist before objects arrive

A registrar who first sees a crate on the loading dock is already too late to confirm the conditions that make the loan safe. The strongest incoming loan work happens in the weeks before the objects travel: in the signed agreement, the facility walkthrough, the packing notes exchanged with the lender, and the condition documentation prepared in advance. Professional guidance from the U.S. National Park Service Museum Handbook points in the same direction: build the record before the object moves, then verify it when the object arrives.

What should the loan agreement settle before anything is packed?

Confirm every value, date, and responsibility in writing before packing begins. At minimum, the agreement should name the objects, their loan period, the approved purposes (exhibition, research, photography), environmental and light limits, security expectations, insurance or indemnity, transport method, and who bears costs for crating, courier, and any conservation treatment. Confirm whether the lender requires a courier to accompany the objects and what authority that courier has at your loading dock. The NPS Museum Handbook is the standard reference for this documentation discipline (https://www.nps.gov/museum/publications/mhi/mhibe.pdf), and it treats the loan agreement as the controlling record for every later decision.

Which facility checks belong in the pre arrival review?

Walk the route the objects will actually take, not the route on the floor plan. Check the loading dock, the path to the crate staging area, door widths, thresholds, lift capacity, and any tight turns that could tip a crate. Confirm the gallery or storage space meets the conditions stated in the agreement for temperature, relative humidity, light, security, and pest control, and record the readings rather than assuming them. Decide where empty crates will be stored, because lenders often require that packing materials be kept and returned. If your building cannot meet an agreed condition, resolve that before arrival, not after.

What packing notes should the lender send?

Ask for packing notes that describe the crate construction, inner supports, padding, orientation marks, and any special handling phrases. Confirm whether the crate may be opened on the dock or must move to a conditioned space first, and how long acclimatization should take. Ask what the lender wants photographed at unpacking, including packing materials in their original arrangement. A simple unpacking sequence prevents improvisation.

Decision point	Confirm before arrival	Why it matters
Crate opening location	Dock or conditioned room, with a stated acclimatization time	Prevents condensation and thermal shock
Interior packing record	Photo of each layer before removal	Makes repacking and any damage claim verifiable
Condition baseline	Signed report and images from the lender	Gives you a comparison point on arrival
Handling authority	Who opens the crate, and whether the courier supervises	Avoids conflict at the dock
Materials retention	Where empty crates and padding are stored	Meets common lender requirements
Environmental match	Recorded agreement values against your readings	Confirms the space is fit for the object

How should condition reporting be prepared in advance?

The condition report is not a formality completed after unpacking. Prepare a template that matches the categories used by the lender, so the incoming condition report can be compared line by line. Use consistent, descriptive language and document existing damage rather than interpreting it, so both institutions read the same facts. Decide who signs, when the report is completed, and how quickly images and notes go back to the lender. If your institution uses a specific vocabulary for losses, abrasions, or previous repairs, align it with the lender before the crate arrives so the two documents can be read together.

Which staff and roles need to be assigned?

Name the people, not the departments. A single registrar or collections manager should own the incoming record, and a second person should be able to step in. Confirm who meets the courier, who opens the crate, who photographs, who completes the condition report, and who has authority to pause unpacking if something looks wrong. Brief gallery and security staff on the arrival window. If the loan involves installation, confirm who supervises mounting and whether the lender requires approval of the display method before installation begins.

What documentation should be ready on arrival day?

Have the agreement, the lender condition report, the incoming condition template, a camera or phone with adequate light, gloves, padded surfaces, and a clean staging area ready before the truck arrives. A short pre arrival review, held a few days ahead, lets you resolve missing signatures, unclear packing instructions, or a storage space that no longer matches the agreement. The goal is a calm, documented unpacking in which each step answers a question the agreement already asked.

For teams building the surrounding records, related guidance on writing condition reports others can reuse and choosing minimum record fields for a collection helps keep loan documentation consistent with the rest of the catalogue. When a loan feeds an exhibition, drafting an exhibition brief that guides decisions keeps the arrival, display, and return schedule aligned. Institutions should verify current requirements with their own counsel, insurer, and the relevant national guidance before finalizing any loan.