A Gallery Consignment Print Sheet should answer one practical question: which exact pieces does the gallery have right now? It is the shared inventory record for delivery, display, sale, and return. It doesn't replace the gallery agreement, and it should not leave either side guessing which size, edition, or price belongs to a physical print.
Start with one row for every piece. Then give each row enough detail to match the record to the print without opening a folder of old emails. A short, current sheet is more useful than a beautiful document that can't be checked quickly.
Give Every Print Its Own Gallery Consignment Print Sheet Row
Don't group several physical prints into one vague line. If a gallery receives two sizes of the same image, make two rows. If it receives several numbered prints from one edition, record each edition number or use a clearly defined quantity and number range. The row should point to something a person can hold and identify.
Add a simple inventory ID when titles are similar. The ID can be short, such as a studio code plus the edition number. Put the same ID on a removable package label or backing note. Don't write a new code directly on the printed image area.
Record the Artwork and Print Details Separately
Use separate columns for artwork title, print size, paper or surface, edition, and signature status. The artwork title describes the image. The print details describe the physical object. Keeping them separate makes it easier to tell two versions of the same artwork apart.
For pieces ordered as giclee fine art prints, copy the current paper, size, border, and print details from the approved order instead of rebuilding them from memory.
Record the finished print size in inches and include the orientation. If a border, mat, backing board, sleeve, or frame changes the outside size, record that package size in another column. A buyer may ask about the image size while the gallery needs the outside size for display and storage.
Keep Edition Numbers Consistent
Use the same artwork title and edition format from your limited-edition label system on the print, package, and consignment row.
Write edition numbers in one format, such as 3/25. Don't switch between 3 of 25, number three, and 3/25 across different records. For an open edition, say open edition. If an artist proof or other special mark is part of your normal practice, define it clearly in the studio record and use the same mark everywhere.
The sheet should reflect what is on the physical print. If an edition number changes because the wrong piece was listed, correct the sheet and confirm the change with the gallery. Don't quietly edit the row after delivery.
Show Retail Price, Commission, and Artist Net
List the agreed retail price for each piece. Add the commission rate and expected artist net in separate columns when those numbers are useful to both sides. This makes a sale easier to reconcile and helps catch a price that doesn't match the agreement.
The signed gallery agreement controls the business terms. If the commission, discount rules, payment schedule, insurance, or return terms on the sheet conflict with that agreement, fix the sheet. Don't treat a spreadsheet formula as a new contract term.
Record Condition at Delivery and Return
Check every piece under clean light before delivery. Note visible marks, a bent package corner, frame wear, or anything else both sides should recognize. A quick reference photo can help when the work is higher value or the packaging has a unique detail.
Use another condition column when work is returned. That preserves the delivery note instead of replacing it. If something changed, record the issue while the piece is present and decide the next step before it goes back into sale inventory.
Track Each Status With a Date
Use a short status list: delivered, on display, reserved, sold, paid, returned, or withdrawn. Add the date beside each change. A status without a date can stay on the sheet long after it is true.
Choose who updates the shared record after a sale. The gallery may own the live sheet, or the artist may update it from written sale notices. Either system can work. The important part is that there is one current source of truth and both sides know where it lives.
Connect the Sheet to the Gallery Review
If the gallery is still reviewing the work, keep your print portfolio for gallery reviews and consignment sheet aligned. The portfolio helps someone choose the work. The sheet identifies the exact pieces that were delivered.
Use the same titles in the portfolio, consignment sheet, labels, price list, and invoice. Small naming differences create real confusion when several works share a subject or series. If a title changes, update every current record before the work is delivered.
Close the Consignment With a Final Count
When the consignment ends, review every row with the gallery. Mark what sold, what was paid, and what came back. Count the returned pieces and check their condition before both sides treat the consignment as closed.
Save the final sheet with the agreement, delivery photos, sale statements, and payment records. That packet becomes the starting point if the same gallery requests another group of prints.
Final Takeaway
A useful Gallery Consignment Print Sheet is a current physical inventory, not a loose list of artwork names. Give every print its own row. Record the title, ID, size, surface, edition, package, price, commission, condition, status, and dates. Keep the gallery agreement in control, then close the job with a confirmed sale and return count.
FAQ
Is a consignment sheet the same as a gallery agreement?
No. The agreement controls the business terms. The consignment sheet is the shared inventory list that identifies each piece, its price, edition, condition, delivery date, and current status.
Should every print size have its own row?
Yes. Give each physical print or clearly defined edition and size its own row so the gallery can match the record to the piece without guessing.
Who should update the sheet after a sale or return?
Decide that in advance. The artist and gallery should use one shared source of truth, record changes promptly, and confirm the final count when work is returned.
