Estate Cataloging 101: Where to Start When You Don't Know Where to Start

You've just inherited responsibility for a house full of belongings. Or maybe you're helping a parent downsize after decades in the same home. Either way, you're standing in a cluttered room wondering: where do I even begin?

This guide will walk you through a practical, room-by-room approach to cataloging estate contents. No prior experience needed - just a willingness to take it one step at a time.

Before You Touch Anything

The urge to start sorting immediately is strong. Resist it. A little preparation makes the entire process smoother.

Check for a Will and Estate Documents

Before distributing or disposing of anything, make sure you understand any legal requirements. The will may specify that certain items go to specific people. The executor has legal responsibility for the estate's contents until everything is properly settled.

Secure Valuables

Walk through the property and identify obvious valuables: jewelry, cash, important documents, firearms, medications. Secure these in a safe location or safety deposit box until you can properly catalog them.

Gather Your Tools

You'll need:

• A smartphone (for photos and AI valuations)
• Sticky notes or small labels
• A notebook or spreadsheet for notes
• Boxes for sorting (Keep, Sell, Donate, Family, Trash)
• Good lighting (a portable lamp helps)
• Gloves for handling dusty or delicate items

The Room-by-Room Method

Trying to catalog an entire house at once is overwhelming. Instead, work through one room at a time, completing each before moving to the next. This gives you visible progress and natural stopping points.

Start with Low-Emotion Spaces

Begin with rooms that have less emotional weight - a garage, basement, or spare bedroom. This lets you build momentum and develop a rhythm before tackling spaces filled with personal memories.

Save the Hard Rooms for Later

The master bedroom, home office, and living room often contain the most personal items and important documents. By the time you reach these rooms, you'll have a system that works and the emotional stamina to handle more difficult decisions.

How to Catalog Each Item

For every item worth documenting, capture:

1. Photo(s) - At minimum, one clear photo from the front. For potentially valuable items, include maker's marks, labels, damage, and multiple angles.
2. Description - What is it? Include size, color, material if known.
3. Location found - "Master bedroom closet, top shelf"
4. Condition - Excellent, Good, Fair, Poor, or specific notes
5. Known history - "Grandma's wedding china" or "Bought at auction 1985"
6. Estimated value - Use AI valuation for quick estimates

What to Catalog (And What to Skip)

You don't need to photograph every pencil. Focus on:

• Items with potential resale value ($20+)
• Antiques, collectibles, and vintage pieces
• Family heirlooms (regardless of monetary value)
• Art, jewelry, and decorative items
• Electronics and appliances in working condition
• Furniture
• Tools and equipment
• Books, especially first editions, rare titles, or collections

Skip everyday consumables, worn clothing (unless vintage/designer), broken items with no repair value, and outdated technology nobody wants.

Identifying Hidden Value

Some items that look ordinary are worth real money. Watch for:

• Vintage kitchenware - Pyrex, cast iron, certain Tupperware patterns
• Mid-century furniture - Even damaged pieces from good makers
• Costume jewelry - Some vintage pieces are surprisingly valuable
• Old toys - Especially in original packaging
• Vinyl records - First pressings and certain genres
• Vintage clothing - Designer labels, band t-shirts, workwear

When in doubt, snap a photo and run it through AI valuation. You might be surprised by items that are worth more than you think.

Sorting Categories

As you catalog, sort items into clear categories:

Keep (for specific heirs)

Items designated in the will or clearly belonging to family members. Label these with the recipient's name.

Family Discussion

Items multiple family members might want. Don't make these decisions alone if others have a stake in the estate.

Sell

Items with meaningful resale value. You'll decide later whether to sell via estate sale, online marketplace, consignment, or auction.

Donate

Usable items without significant resale value. Many charities will pick up furniture and large donations.

Trash/Recycle

Broken, worn out, or unwanted items. Be thorough - this pile should be largest.

Working with Family

Estate cataloging often involves multiple family members with different priorities and emotions. A few guidelines:

Document Everything

Keep detailed records of what's in the estate and where it goes. This protects everyone and prevents disputes later.

Use Objective Valuations

When family members disagree about an item's worth, AI valuations provide a neutral starting point. The data doesn't take sides.

Consider a Round-Robin System

For distributing items family members want, a draft system often works well. Take turns selecting items until everyone has what they want most.

Separate Sentimental from Financial

A $50 vase grandma loved isn't the same as a $50 vase from a garage sale. Acknowledge emotional value while keeping financial accounting separate.

Creating Your Catalog

Your final catalog should be something you can share with family, attorneys, and appraisers. Options include:

• AssetWorthIQ - Photos, AI valuations, and organization in one place
• Spreadsheet - Flexible but requires manual data entry
• Photo album with notes - Low-tech but effective

Whatever system you use, back it up. Store copies in the cloud or with multiple family members.

When to Call Professionals

Some situations call for expert help:

• High-value items - Art, antiques, jewelry over $1,000 should get professional appraisals
• Large estates - Estate liquidation companies can manage the entire process
• Legal complexity - Contested wills, multiple properties, business assets
• Emotional overwhelm - Professional organizers specialize in estate work

A Realistic Timeline

For an average home, expect:

• Initial walkthrough and securing valuables - 1 day
• Room-by-room cataloging - 1-2 weeks (working part-time)
• Sorting and family discussions - 1-2 weeks
• Selling, donating, disposing - 2-4 weeks

If you're also handling the emotional weight of loss, give yourself permission to take longer. This isn't a race.

The Bottom Line

Estate cataloging is a big job, but it's manageable when broken into steps. Start with preparation, work room by room, document thoroughly, and don't hesitate to ask for help when you need it.

The goal isn't perfection - it's creating enough organization that you can make informed decisions about what to keep, sell, donate, and discard. Every item you catalog is progress.