Insurers reject valuation certificates every day for missing fields, vague descriptions, or sloppy formatting. Each rejection means rework for you and delays for your customer. This checklist covers exactly what needs to be on a certificate so it gets accepted the first time.
Print it, pin it to the wall, or save it as a reference. It applies whether you write certificates by hand, use a Word template, or generate them from software.
Section 1: Appraiser / Valuer Details
The insurer needs to know who assessed the piece and whether they are qualified to do so. Every certificate must include:
- Full legal name of the valuer or appraising business
- Business address — a registered address, not just a city name
- Contact details — phone number and email so the insurer can follow up
- Professional qualifications — FGA, DGA, GG, AJP, or equivalent. List the awarding body.
- Professional memberships — e.g. NAJ (UK), AGS or NAJA (US), relevant EU trade associations
- Insurance — confirmation that you hold professional indemnity insurance (some insurers specifically ask for this)
Section 2: Certificate Identification
- Unique certificate number — a sequential or coded reference you can trace back in your records
- Date of valuation — the date the item was physically examined, not the date the certificate was typed up
- Purpose of valuation — state "Insurance Replacement" explicitly. Other purposes (probate, resale, divorce settlement) have different valuation bases and insurers will query if this is missing or wrong.
- Validity period — most insurers accept certificates for 2–3 years. Stating the recommended revaluation date is good practice.
Section 3: Client Details
- Client full name — as it appears on the insurance policy
- Client address — where the item is normally kept (insurers use this for risk assessment)
Section 4: Item Description
This is where most rejections happen. "Gold ring with diamond" is not a description — it is a category. The insurer needs enough detail to replace the item with something equivalent.
- Item type — ring, necklace, bracelet, brooch, earrings (pair or single), watch, etc.
- Overall description — a one-to-two sentence summary: "18ct white gold halo engagement ring featuring a central oval-cut diamond surrounded by 16 round brilliant-cut diamonds in a micro-pavé setting with a milgrain edge."
- Condition — note any visible wear, damage, or repairs. Insurers want to know if the item is in worn or pristine condition.
- Hallmarks or stamps — record what is stamped on the piece (e.g., "750", "18K", "PT950"). Note where the hallmark is located.
- Serial or model number — if applicable (especially for watches)
- Brand or maker — if identifiable (Tiffany, Cartier, etc.), name the maker and note whether the piece is verified as genuine
Section 5: Metal Details
- Metal type — yellow gold, white gold, rose gold, platinum, palladium, silver, etc.
- Purity — in carats (9ct, 14ct, 18ct, 22ct) or fineness (375, 585, 750, 950). Use the convention your market expects.
- Weight — total metal weight in grams. For multi-metal pieces, list each separately if possible.
- Testing method — hallmark, XRF analysis, acid test, or visual identification. State which method you used.
Section 6: Gemstone Details
Each stone or group of stones should be listed individually. For multiple identical accent stones, you can group them (e.g., "16 round brilliant-cut diamonds").
- Stone type — diamond, ruby, sapphire, emerald, etc. Use the correct mineralogical name.
- Natural or lab-grown — this is now a legal requirement in many jurisdictions and insurers will ask
- Cut / shape — round brilliant, princess, oval, cushion, emerald-cut, cabochon, etc.
- Measurements — in millimetres. For rounds: diameter and depth. For fancy shapes: length x width x depth.
- Carat weight — measured or calculated from dimensions. State which method you used.
- Colour grade — for diamonds, use the D–Z GIA scale. For coloured stones, describe the hue, tone, and saturation.
- Clarity grade — for diamonds, use the GIA scale (FL to I3). For coloured stones, use Type I/II/III classification or describe inclusions.
- Treatment or enhancement — heat treatment, fracture filling, coating, irradiation, etc. "None detected" is a valid statement.
- Certification numbers — if the stone has a GIA, IGI, HRD, or other lab report, include the certificate number and note whether you verified it
Section 7: Photographs
Not all insurers require photographs, but those that do will reject a certificate without them. Even when not required, photographs strengthen the certificate significantly.
- Full front view — the piece as it would be worn or displayed
- Close-up of hallmarks — legible, in focus
- Side or profile view — shows setting depth and construction
- Any distinguishing features — engravings, damage, unique design elements
- Scale reference — include a ruler or known-size object in at least one photo
Section 8: Valuation & Replacement Value
- Replacement value — the estimated retail cost to replace the item with one of equivalent kind, quality, and characteristics at current market prices. This is not the purchase price, the trade price, or the scrap value.
- Currency — state the currency explicitly (GBP, USD, EUR)
- Valuation basis — "like-for-like retail replacement" is the standard for insurance. State this clearly.
- Market sources — some insurers appreciate knowing how you arrived at the value (supplier price lists, market comparables, trade databases). While not always mandatory, it adds credibility.
Section 9: Declaration & Signature
- Declaration statement — a standard clause confirming the item was personally examined, the information is accurate to the best of your knowledge, and you have no financial interest in the item
- Signature — handwritten or digital
- Date signed
- Company stamp or seal — if you use one
Common Mistakes That Get Certificates Rejected
These are the errors we hear about most often from working jewellers:
- Vague item descriptions — "Diamond ring" or "Gold necklace" without any detail about cut, setting, weight, or distinguishing features. If the insurer cannot tell your ring apart from ten thousand others, the certificate is not doing its job.
- Missing stone grades — writing "good quality diamond" instead of actual colour and clarity grades. If the stone is ungraded, say "ungraded" rather than substituting your opinion for a grade.
- Omitting whether stones are natural or lab-grown — a lab-grown stone can be 80–90% cheaper to replace. The insurer needs to know.
- Outdated replacement values — precious metal and gemstone prices fluctuate. A value from four or five years ago is unreliable and most insurers will not accept it.
- No valuer credentials listed — without knowing who assessed the piece and what qualifies them, the insurer has no basis for trusting the valuation.
- Inconsistent information — the description says "platinum" but the metal section says "white gold." Contradictions trigger manual reviews and delays.
- Listing purchase price as replacement value — especially for items bought at a discount, at auction, or many years ago. The replacement value is what it would cost to buy an equivalent item today at retail.
- Poor or missing photographs — blurry images, photos of just the box, or no photos at all. If the insurer requires photos, they will send the certificate back.
- Handwritten certificates with illegible details — if the claims assessor cannot read the weight or clarity grade, they will reject it rather than guess.
Professional Formatting Tips
The content of the certificate matters most, but formatting affects how quickly and confidently it gets processed:
- Use your branding — your logo, business colours, and contact details at the top of every page. It signals professionalism and legitimacy.
- Structured sections — clear headings for each section (item, metals, stones, value). Do not present it as a continuous paragraph.
- Consistent units — pick grams or troy ounces, millimetres or inches, and stick with it throughout.
- Page numbering — for multi-page certificates, number every page ("Page 1 of 3") and include the certificate number on each page.
- PDF format — deliver certificates as PDFs, not editable Word documents. Insurers want a document that cannot be easily altered.
- Terms and conditions — a brief section on the back or final page covering your liability limitations and data handling (especially important for GDPR compliance in the UK and EU).
Regional Differences at a Glance
While the core requirements are largely the same, there are a few regional nuances worth noting:
United Kingdom
- Hallmarking is legally required for gold (9ct+), silver, platinum, and palladium items above certain weights. The certificate should reference the hallmark.
- The NAJ (National Association of Jewellers) provides valuation guidelines that most UK insurers reference.
- GDPR applies to how you store client details on file.
United States
- The FTC Jewelry Guides govern how you describe metals and gemstones. Non-compliance can create legal issues beyond just certificate rejection.
- Most US insurers prefer appraisals from GIA-trained or ASA-accredited appraisers.
- The Uniform Standards of Professional Appraisal Practice (USPAP) may apply depending on the state and purpose.
European Union
- Hallmarking requirements vary by country. Some EU states have voluntary hallmarking; others make it mandatory.
- GDPR applies across all member states.
- Some EU insurers accept the International Jewellery Confederation (CIBJO) guidelines as a standard.
Quick Reference: The 15-Point Final Check
Before you hand a certificate to your customer, run through this list:
- Your name, qualifications, and contact details are on the certificate
- Unique certificate number is assigned
- Date of physical examination is stated
- Purpose stated as "Insurance Replacement"
- Client name and address are correct
- Item type and full description are specific enough to identify the piece
- Metal type, purity, and weight are recorded
- Every stone has type, cut, measurements, weight, colour, clarity, and treatment status
- Natural vs lab-grown is declared for every stone
- Any lab certificate numbers are included
- Photographs are clear, in focus, and show the item from multiple angles
- Replacement value is stated with currency and valuation basis
- Declaration statement is included
- Certificate is signed and dated
- Document is delivered as a non-editable PDF
Generate Insurance-Ready Certificates in Minutes
This checklist covers everything you need to include on a valuation certificate. But checking all of these boxes manually — every time, for every piece — is slow and error-prone.
Jewel Value is a valuation platform built specifically for jewellers. It walks you through every required field, prevents incomplete certificates from being generated, and exports a polished, branded PDF that meets insurer requirements out of the box.
Your customers also get secure online access to their certificates through a branded portal — which means fewer "can you resend that?" emails and a better experience all round.
Try Jewel Value →
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