Donation Process for Institutions

This article explains the Museum Exchange donation process from the institution’s point of view, from catalogue review from proposal acceptance, matching, and donation processing.

The post-match phase begins once the donor accepts your proposal.

At this point, the donation moves from review into donation processing.

Step 1: Confirm the donation

Once matched, the institution confirms the donation in Museum Exchange.

During this step, the institution reviews the donation details, including the donor identity and object location.

The institution can also assign a registrar to the donation. The registrar will receive communications from Museum Exchange regarding the donation.

Step 2: Confirm approval dates, if applicable

Depending on your institution’s process, the object or Collection may be subject to in-person review or other internal approval steps.

If needed, the institution can provide:

• review requirements
• estimated approval dates

This step is optional, but it can help set expectations for the donation timeline.

Step 3: Add pre-shipping requirements, if applicable

Depending on institutional policy, the institution may need to define pre-shipping requirements.

These may include:

• whether a Loan Agreement is required
• whether an inspection is required before the donation can proceed

These choices help determine the next steps in donation processing.

Step 4: Prepare Template Documents, if applicable

If your institution uses Template Documents, this is the stage where reusable document templates are used to generate donation-specific forms. Using Template Documents are optional but highly recommended.

Template Documents allow institutions to prepare common forms in advance, such as:

• Loan Agreement
• Deed of Gift
• Delivery Receipt

During donation processing, Museum Exchange uses the institution’s saved template to generate the document for the specific donation.

Once Template Documents are reviewed and approved for use by the Museum Exchange team, the institution will need to review each document requiring signature for accuracy throughout the process:

1. review generated contents in the document
2. complete any remaining donation-specific fields
3. confirm or update signer assignments

Using Template Documents helps reduce repetitive document setup and supports embedded signing within Museum Exchange.

Step 5: Wait for donor confirmation and packing information

During donation processing, the donor confirms:

• ownership information
• tax-related information
• packing information
• pickup availability
• object location details

The institution uses this information to prepare documents and arrange shipment.

Step 6: Upload and complete the Loan Agreement, if required

A Loan Agreement is optional. When required:

• the institution either reviews the generated Loan Agreement or uploads manually with all specific donation information included
• the donor(s) signs it
• the institution countersigns it

Until the donation is approved, the object remains in loan status.

Step 7: Arrange shipping

Once the required details are available, the institution arranges shipping.

Institutions may use:

• Museum Exchange Shipping (powered by Arta) their own shipping provider
• If Museum Exchange Shipping is used, Arta works directly with the donor to coordinate shipment.

If the institution uses its own shipping provider, it proposes a pickup window based on the donor’s availability. If the donor rejects the proposed window, the institution submits an alternative.

In most cases, shipping costs and wall-to-wall insurance are covered by the institution unless agreed otherwise before the match.

Step 8: Complete the delivery receipt

Once the object is delivered and received, the institution either signs the document if using Template Documents or uploads the signed delivery receipt to the donation.

This confirms that the object has arrived and been received by the institution.

Step 9: Complete appraisal-related steps, when applicable

If the object, or group of similar objects, is valued over $5,000, an appraisal may be required.

In those cases:

• Museum Exchange appoints a qualified appraiser from its preferred network
• Museum Exchange manages the appraisal process on behalf of the donor
• the donor approves the appraiser and related appraisal fees
• Museum Exchange uploads the appraisal report to the donation

Step 10: Complete the Deed of Gift

A Deed of Gift is required for any object entering the institution’s collection.

This document:

• transfers title and ownership from the donor to the institution
• specifies the donor’s preferred credit line

In this step:

• the institution either generated the Deed of Gift using their Template Document or manually uploads the Deed of Gift with specific donation information added
• the donor signs it
• the institution countersigns it

Step 11: Complete any additional required documents

Depending on the donation, the institution may also need to complete additional documentation.

This may include:

• a Contemporaneous Written Acknowledgment for objects valued over $250
• A Form 8283, generally required for donated objects or groups of similar objects valued over $500. This will be handled by the Museum Exchange team.

If Museum Exchange managed the appraisal, it will also upload Form 8283 once the required donation steps are complete. The institution is responsible for signing it.

Step 12: Complete the donation

Once the required documents are complete and the shipping, delivery, and receipt steps have been finished, the donation can be considered complete.

At that point, the donation record serves as the central record of the process and its documentation.

How Museum Exchange helps institutions

Throughout the donation process, Museum Exchange helps institutions by providing a central place to:

• browse and review listings 
• track objects through internal review
• submit proposals
• manage donation processing
• coordinate documentation and signatures
• support shipping workflows
• track progress and next steps

What can slow the process down

From an institution’s point of view, the most common causes of delay are:

• incomplete or unclear listing information
• pending internal review or approval delayed
• proposal submission
• inaccurate donor or ownership information
• incomplete documents
• delayed signatures
• shipping details not being finalized promptly

Best practices for institutions

To help donations move smoothly:

• use the catalogue filters and Shipping Estimator early
• move promising listings through Objects of Interest and Curatorial Review
• in a timely way complete internal review before submitting a proposal
• keep your Institution Profile up to date
• assign the right internal point of contact early
• upload required documents promptly
• monitor donation status regularly