What to inspect
Check price-change authorizations, commission basis, shipping or service deductions, and any buyer return condition. Confirm the consignor’s payment details through an established route, especially if they change near payout.
A practical workflow
Send an itemized statement and retain the agreement and approvals. Record the payment reference and effective completion status. If proceeds remain conditional, explain the contractual reason and expected next step.
When to pause or proceed
Resolve disputed deductions using the agreement and evidence before presenting the account as closed. Obtain appropriate advice where the contract or legal obligation is uncertain.
Worked example
Suppose the dealer approved a discount with the consignor but later calculates commission on a different basis. An itemized statement makes the discrepancy visible and gives both parties a concrete point to resolve.
Illustrative scenario, not a customer case or reported event.
Wording you can adapt
Use this for the relevant contact or as a private task note. Replace bracketed fields with accurate details and send sensitive records only through an appropriate secure channel.
Please prepare the payout statement using the agreed sale price, authorized adjustments, fee basis, and payment trigger. Link each deduction to the agreement or approval and verify any changed recipient details independently. If proceeds remain conditional, explain the contractual reason and next step rather than showing the account as closed.
Your working record
Copy these fields into a private note. For each entry, add the source file or contact, the date checked, and anything still unresolved. Leave unknown information marked unknown; do not guess to complete the sheet.
- Watch and sale referenceRecord: __________ · Evidence: __________ · Next action: __________
- Authorized price and feesRecord: __________ · Evidence: __________ · Next action: __________
- Net payout calculationRecord: __________ · Evidence: __________ · Next action: __________
- Payment confirmation and account statusRecord: __________ · Evidence: __________ · Next action: __________
This is a recordkeeping aid. It is not a certificate, contract, valuation, or confirmation of insurance cover.
Give each check an owner and an outcome
A repeatable intake process needs more than a row of ticks. Record who performed a check, what evidence they used, when it happened, and what remained unresolved. A second member of staff should be able to understand why an item moved forward without relying on a private conversation. Keep physical identity, condition, ownership documentation, and payment checks distinct so a pass in one area cannot conceal a gap in another.
Use a defined exception route for incomplete or conflicting information. Staff should know who can approve further investigation and which actions remain paused while the issue is open. Preserve the original evidence and the later explanation together. Review recurring gaps to improve intake forms, but do not quietly rewrite a historical record to make it look as though a check happened earlier than it did.
These are operational worksheets, not a compliance programme. Secondhand-dealer, privacy, consumer-protection, tax, and financial-crime obligations vary. A qualified adviser should define the legal controls and retention periods for the business.
Can a dealer deduct any repair it considers necessary?
Check the agreement and authorizations. Do not assume a general consignment instruction permits every expense; document approval and obtain advice where rights are disputed.
Sources and scope
The sources below support the general principles for this topic. The workflow and hypothetical example are MyStolenWatch’s practical synthesis; the sources do not endorse this guide or verify a particular watch. Consult current provider terms before acting.
- FTC: Buying from an online marketplace
US consumer guidance on seller checks, marketplace terms, and payment protections; it does not authenticate watches.
- NAIC: Insuring expensive jewelry and gifts
US insurance guidance on valuations, documentation, and checking the actual policy. It does not establish cover for your watch.
Check a watch serial number
A MyStolenWatch search checks reports held in this database. A no-match result does not certify authenticity, ownership, or an absence of theft elsewhere. Check current pricing before purchasing a search.
Check a watch serial number