Transport and delivery: Enquiry form for art transporters
An enquiry form for art transporters that asks for object dimensions, materials, condition details and the collection and delivery situation, so you can choose packaging and crew with confidence.
What makes an enquiry complete for art transporters.
An enquiry to an art transporter often reads: could you collect a painting in Haarlem? But how large is it, including the frame? Is it canvas or panel, is there glazing, is the paint still sensitive? Is it hanging high above a stairwell or already packed? A gallery sends a list of titles without dimensions. A museum sends a loan agreement with requirements on climate and escort that only come to light further into the document. Without those details it is impossible to choose packaging or decide whether a crate has to be built.
Enquiry form for art transporters
Example- 1
Ask about object and condition
DoneFor each object, the form asks for dimensions with and without frame, weight if known, support and technique, and whether there is glass or acrylic glazing.
- 2
Record locations and requirements
In progressFor each address the form asks where the work hangs or stands, what access is like and whether there is a loading bay or lift.
- 3
Ready for assessment
NextThe enquiry arrives as a list of objects with dimensions, photos and details, linked to the locations.
From form to assessed enquiry.
Ask about object and condition
For each object, the form asks for dimensions with and without frame, weight if known, support and technique, and whether there is glass or acrylic glazing. It also asks about condition: loose parts, craquelure, recent conservation. A photo of front and back makes the description concrete. Several objects can go in one enquiry.
Record locations and requirements
For each address the form asks where the work hangs or stands, what access is like and whether there is a loading bay or lift. For institutions there is room for loan requirements, such as climate conditions, a courier escort and who prepares the condition report. Attachments can be added.
Ready for assessment
The enquiry arrives as a list of objects with dimensions, photos and details, linked to the locations. Whoever prepares the quote sees straight away which works need a crate, which can be soft wrapped and where details are missing. Missing dimensions or photos are flagged, so follow-up questions are targeted.
Enquiries in one place, not the inbox.
Institutions often work with their own collection management system and send object lists as an export or spreadsheet. The form can read such a list instead of having everything retyped. Private clients and small galleries fill in the form themselves. The data goes to the inbox or system where you prepare quotes. Object details belong to the owner or lender; the art transporter uses them only for the transport and keeps them confidential.
Per object or per shipment
A private client with one work can easily enter it as a single object. A gallery with a whole exhibition wants to submit a list. The form handles both: entering objects one by one or uploading an object list, after which only what is missing, such as a photo or condition note, needs adding per object.
Condition by the client or on site
A client can describe and photograph the condition themselves, but will not see everything an experienced art handler sees. A condition report on site is more reliable but takes time. The form asks for the client's first impression and leaves the definitive record to the collection, so the quote can still be prepared.
Ask for value now or later
The value of a work determines insurance and sometimes the way it travels. Some owners prefer not to state it in a form. Asking for a value band instead of an amount gives enough to go on for the quote, while the exact value is shared confidentially later.
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Read the storyWhich questions the form asks.
The enquiry form is ready with questions per object on dimensions, materials, condition and photos, plus fields for locations and loan requirements; what comes in appears as an object list to assess. Together we go through a collector having a single framed work collected, and a gallery submitting the list for an exhibition with a few dimensions missing. Importing exports from institutions and asking for details afterwards can be switched on when you need them.
View pricingHosting and careGood to know.
Explore pricing and optionsCan a gallery upload an object list instead of typing everything?
Yes. A spreadsheet or export can be imported. The gallery then sees per object what is still missing, such as a framed dimension or a photo. Nobody has to retype titles and sizes that already exist in their own records.
What if the client does not know the exact dimensions?
They give an estimate and a photo with an object of known size beside the work. The actual dimensions are recorded at collection. If a crate is needed, it is only built from those measured dimensions, never from the estimate.
How do we handle collectors' confidential details?
The form asks only for what the transport requires. Value can be given as a band. The details are not shared beyond those preparing and carrying out the transport, and are kept afterwards according to your own retention policy.
Can a museum attach the loan agreement?
Yes. The agreement or a facility report can be attached to the enquiry. Whoever prepares the quote sees those attachments with the enquiry and can build the requirements on climate, escort and condition reporting into the proposal instead of hunting for them in email later.
What often connects to this.
- Website for art transportersA website for art transporters that explains packaging options and transport services, from soft wrapping to bespoke crates and accompanied shipments, so a gallery, museum or collector knows what suits the object.
- Quotation software for art transportersQuotation software for art transporters that combines crating, handling hours, packaging materials and transport into a proposal showing the client what happens to each object.
- AI enquiry assistant for art transportersAn AI enquiry assistant for art transporters that answers questions about packaging agreements, crates and preparation from approved information and hands uncertain cases to a member of staff.
Enquiries that arrive complete.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Enquiry form for art transporters: object dimensions, materials, condition, framing and access per location in one request, with photos of the work.
- Ask about object and condition
- Record locations and requirements
- Ready for assessment