Expectations

What can you expect from a WatchLadder approved dealer?

WatchLadder Documentation Standards

To uphold transparency, traceability, and trust in the grey market watch industry, all WatchLadder-Approved Dealers must adhere to a strict documentation process for every timepiece sold. These records ensure that each watch has undergone appropriate checks and servicing, and provide buyers with complete confidence in their purchase.

The following forms are mandatory per watch and must be signed, copied, and provided to the buyer at the point of sale:

1. Arrival Inspection Form

Before any watch enters inventory, it must undergo a detailed Arrival Inspection. This document records the condition of the timepiece upon acquisition, including checks of:

• Dial, case, hands, rehaut, lugs, crown, pushers, subdials, strap, and buckle

• Movement condition and running status

• Timekeeping accuracy and water resistance

• Visual and mechanical observations

This form is signed and dated by the inspecting technician and forms the basis for any required repairs or servicing.

2. Pre-Sale Inspection Form

Before any watch is offered for sale, a secondary inspection ensures all work has been completed to WatchLadder standards. This includes:

• Final timekeeping and pressure test results

• Confirmation of all service history

• Notation of included items (e.g., box and papers)

• Notes on cosmetic condition and any final adjustments

This pre-sale form guarantees that the watch is fully functional, authenticated, and ready for resale.

3. Sales Invoice

Every transaction must be supported by a detailed invoice that includes:

• Watch details (brand, model, reference, serial number)

• Inspection and sale dates

• Final sale price and payment method

• Dealer and buyer information

This invoice must be signed by the dealer and, in in-person sales, also by the buyer. Copies are retained by both parties. This invoice is an official proof of sale and forms part of the provenance record.

4. Provenance Form (In-Person Sales Only)

For in-person transactions, the Provenance Form is also required. This form documents:

• Ownership history, including number of previous owners

• Valuation at the time of sale (non-binding estimate)

• Confirmation of transfer and buyer acknowledgment

This form helps provide a documented chain of custody for the timepiece and adds buyer assurance around authenticity and ethical resale.

5. Buyer & Dealer Sign-Off (In-Person Sales Only)

In-person sales must be finalized with a mutually signed invoice that includes:

• Full legal name and address of the buyer

• Full business name and address of the registered dealer

• Acknowledgement that payment was received and the watch was physically handed over

This step ensures mutual consent, traceability, and legal clarity.

6. Consignment Invoices (If Applicable)

For timepieces sold on consignment, a specific Consignment Invoice is used to detail:

• Sales platform (e.g., eBay)

• Sale price, costs, fees, and net transfer amount to the consignor

• Signature from both the seller and the dealer

7. Sale Checklist

Internally, dealers must complete a Sale Checklist to confirm:

• Inspection, cleaning, photography, listing, and condition report are completed

• Offer acceptance, payment, postage, and delivery status are logged

This ensures process consistency and accountability across all departments.

Why This Matters

By enforcing this documentation process, WatchLadder ensures that every timepiece sold through an approved dealer:

• Has undergone professional inspection and servicing

• Comes with verified provenance and accurate representation

• Provides both buyer and seller with legal and transactional clarity

This framework protects the buyer, strengthens dealer credibility, and elevates the grey market to a professional, trusted space.

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