Post 440: An Artists Look at Art Documents

An Artist's Look at Art Documents

Knowing the types of documentation that an artist will need is important for anyone that plans to show in gallery and art exhibits. Often, Calls for Art for various art shows, galleries, and exhibits (and even blogs!) require specific documents to upload when submitting to these shows and they are not to be confused. Let's take a look at the various art documents that an artist needs to have on hand.

The Artist Bio

Foundation Doc. The artist bio is written in the 3rd person. It is much like a resume in that it is crafted with the information relevant to the requesting entity, in an editorial style, with the basic, most important info only.

The bio includes:

• An intro
• Your background
• Your work, specialties, themes or style
• Your achievements
• Your current focus
• The length of a short artist bio should be about 2-4 sentences - good for websites and social media
• A medium bio is a short paragraph which is great for portfolios and galleries
• A long bio is made of 2 to 3 paragraphs which is typically used for press releases and art exhibitions

And doesn't include:

• Your inspiration and ideas, beliefs
• If you are a new artist with a short history, no worries. You don't have to fill in with more fluff.

I would have a short, medium and long version of your artist bio so that you can easily copy and paste the version asked for. And update the docs whenever necessary.

The Artist Statement

Foundation Doc. Artist statement explains the Why, How, Inspiration, and Meaning of your art. The statement is a brief written description of the meaning on what your art is about, why you created it, and how you made it. Intended for the viewer, the curator, and/or the buyer of your artworks, the statement helps them see the 'voice' in your works.

• This statement is written in the first person.
• Length is typically 3-5 sentences to a paragraph
• Don't make it too overly complicated; be clear on the points needed
• Be authentic and in your voice
• Really its the meaning, its not a description

The Artist C.V. or Curriculum Vitae

Foundation Doc. The Artist CV is a detailed list of the artist's accomplishments and career. It is the full version of your professional history, making it (potentially) much longer than the artist resume.

Include in this document:

• Your Contact Info, Address
• Your Education - your art ed!
• Your Birthplace and Year of Birth
• Your Solo Exhibitions - give place and year, theme
• Collections - if any and list only if it is a very notable location
• Any Art Awards? Grants, honors, recognitions?
• The Group Shows you've been a part of
• Have you been commissioned to do any notable art collections?
• Have you taught any classes, workshops, or given any art lectures?
• Have you garnered any press for yourself and art where you are featured?
• Your professional experience as an artist including gallery work, collaborations and any art-related roles.
• Any notable or prominent curators that have juried your art? Yes, do that name dropping.
• References

The Artist Resume

Foundation Doc. A gallery art space may require your full artist resume when you are requesting to be including in their upcoming shows and projects. The resume will be 1-2 pages highlighting your experience, achievements, and work as an artist.

Included are:

• Contact Information: email, website, social
• What your art education has been
• High level skills you are proficient with like techniques and mediums
• Exhibits where your art has been shown whether solo or group
• What awards, honors, grants, residencies, and recognition
• Have you received any press coverage, articles, publication?
• Who owns your work/collections

The Artist Business Card

Business Doc. The Artist Business Card is often asked for at shows that I've been to. And I've collected cards from artists I love too! Cards are easy to carry and can be handed out whenever you are talking about your art. I've even handed out cards when I've been shopping for art supplies - because WHERE do artists always turn up? But the reason for handing out the card at Michaels was because I was talking about my art group.

Nonetheless, people do pickup and/or ask about cards because they want to contact the artist and learn more about them. Commissions and sales CAN happen so a card can open communication between you and your potential client/collector.

The Artist Postcard / Brochure

Business Doc. The Artist Postcard is great for art shows and events (solo and group show handouts). The Postcard is usually 4.25x6 inches in size or 4.25x8.

A Flyer - an artist flyer is a nice "document" to have for various art show opportunities, which lists any upcoming shows and events you (or your art group) have coming up in the next few months or so. Think ahead! Flyers can be minis, 4 to an 8.5x11" page.

The Artist Certificate of Authenticity (COA)

Artwork Credibility Doc. The artist COA doc proves that the artwork is genuine and is created by the artist, establishing trust and value as well as the history of the piece. This states how professional and potentially how collectible your art is and helps build a luxury and credibility to your brand.

Included on the COA:

• Artist Info - name, signature, and optional contact info
• Artwork Details - title, medium, dimensions, year created
• Description - short note about the piece (optional)
• Edition Info - if applicable, like for prints
• Authentication Statement - a sentence confirming the artwork is an original piece
• Date and Signature - hand-signed by the artist
• Unique Identifier - this is optional but good to have: serial number with matching number on the artwork, a QR code or hologram sticker

An Art Story

Some art shows and galleries require an art story for each entry. They often print these stories for each artwork selected and hanging in their gallery. Word or character counts for the story can vary per art show. The art story may or may not be similar to the Artist Statement, just pay attention to what the show is asking for.

Label Your Artist

Artwork Credibility Doc. The art label is a short key piece of info included with all artwork and is an extremely important to have on any piece of art. It identifies who made it and what it is. Often, the artist always creates the label for the back of the artwork, and the gallery will create the one for the front so that consistency is maintained for the art show.  

The labeling of your art an important check list item that is often overlooked by artists when delivering art to the gallery. The information shown on a label at various galleries and art shows can differ in size and detail. The label helps to identify who the art belongs to, not only for the art visitors to read but when the gallery volunteers are hanging the art - to identify it. Sometimes art signatures on the face of the painting does not easily ID the owner, for instance when initials or a logo of some sort are used.

Labels can be business card size and up. Back labels can be customized by the artist, while Front labels are usually standardized for the art event.
Header: Your brand identifiers includes your logo, colors, font, your artist name.

What is on the Art Label? *required

• *Artist Name
• Nationality (Location)
• Birth Date (optional)
• *Painting (Artwork) Title - sometimes italicized
• Year Created - date of completion
• *Medium, Surface - what it was made with
• *Size (in inches, USA), ex. 16x20x1.5 (height, width, depth)
• *Price
• Website
• Contact

Label Notes: 

1. Depending on where the art piece will be hung, the details to include and the order of the information is subject to change. Read the directions.
   
2. "Mixed Media" is NOT a Medium! State what you created it with - type of paint and materials used, at least the main materials.
   
3. Label on the Back of the artwork is typically a MUST (and may be customized by you). A Label on the Front of the artwork is usually created by the gallery from the information you submitted for consistency throughout the art space.

Your Artist Portfolio

Business Doc. An artist portfolio is a curated collection of your best artwork, sort of like a visual resume. The portfolio showcases your skill sets, your artistic voice (style), and tells a cohesive story about your work.

Included in a Portfolio:

• Your artwork
• 8-20 of your best pieces
• Very high quality images
• Consistent style or theme
• Artwork details
• Title
• Medium
• Size
• Year
• Artist Statement
• Artist Bio
• Contact Info

You may need a physical artist Portfolio in a printed binder of case, as well as a digital Portfolio. The Portfolio answers the question of "What kind of artist are you?"

Artist, Client, and Gallery Contracts and Agreements

Business Doc. Commissions, collaborations or gallery representation documents help to protect your rights as an artist and payments for your work.

• Grant Agreement
• Project Details - Description, Timeline
• Budget and Use of Funds - Budget Breakdown, Payment Schedule
• Responsibilities and Expectations - Artist and Grantor
• Reporting and Documentation - Final Report, Documentation
• Additional Considerations - Terms of Agreement, Intellectual Property Rights
• Loan/Exhibit Agreement
• Details about artwork on loan
• Duration of loan
• Insurance and transportation arrangements
• Responsibilities of the borrower and the lender
• Consignment Agreement
• Terms outlining ownership
• Duration of consignment
• Commission splits
• Insurance Responsibilities
• Commission Agreement
• Payment Terms - Deposit (25-50% upfront, nonreturnable), Final Payment
• Project Scope - Description of Work, Revisions
• Timelines - Completion Date, Check in Points
• Rights to the Artwork - Ownership and Copyright
• Termination Agreement - Conditions, Payment for Work Done
• Additional Considerations - Framing and Delivery, Installation

Artist Invoice and Receipt / Bill of Sale

Business Doc. Branded artist invoice and receipt are nice to have for art sales.

• Date of Sale
• Invoice Number
• Contact Info for Artist and for Buyer
• Itemized List - each artwork, description, title, medium, its dimensions, price and any additional costs
• Subtotal, Taxes, Total of Sale
• Copyright and Reproduction Rights Info - Buyers are only purchasing the physical piece of art, not the reproduction rights.

Provenance Record

High-Level Growth Doc. This document is a history of the ownership of an artwork, which increases the long-term value.

Exhibition Proposal

High-Level Growth Doc. This document is a formal pitch for an art show or art concept for presentation to a gallery. 

Press Kit

High-Level Growth Doc. This document is great to have when promotion or media contacts you, or you are contacting them when possible. Include your artist bio, artist statement, high-quality and best images (self, self with art, request for art images), and contact info.

The Artist Show Listing 

This doc are more specific to and for the artist him or herself.

The Artist's chronological list of each show that the artist has entered/submitted art to along with the results. Noted on the list should be whether the show was juried or non-juried, the artworks submitted, whether or not each piece was accepted, and whether something sold or not. Can you imagine trying to remember your art show list after you've been creating art for a number of years?

Note also that many, many shows and galleries DO NOT want artwork that has been submitted previously. When art season begins and a busy artist starts applying to various shows, your art show list can help coordinate the chaos. 

I've also noted important show dates including Submission Deadline, Notification Date, Drop off and Pickup Dates, the Show Date Range, Art Reception Date, Commission Fee, the Show Address, and anything else deemed noteworthy. Also include if you won a prize or ribbon!

An Artist's Seal

What is an artist seal? It is a distinctive mark, stamp, or symbol to sign and authenticate an artist's work, acting as a visual signature/mark. Often a seal creates a recognizable artist's brand adding a sense of prestige and professionalism to the artist's work.

Traditional East Asian Style Seal - is usually a red ink stamp carved with symbols and characters which is commonly found in Korean, Chinese, and Japanese.

Contemporary and Personal Seal - has custom logos, initials, or symbols which are stamped or embossed on an art document or art print, branding the artwork.

Consider a gold embossed sticker for your certificate, envelopes, etc too.

Artwork Inventory List

Artwork Credibility Doc. An artist needs to track ALL of their artworks, period. I know, I know, if you haven't been building an inventory list, you will need to build it as soon as you can, remembering as best as you can. Track all pertinent info about your artwork as you create it, including:

• Inventory ID - a unique alphanumeric identity for each artwork.
• Artwork Title
• Year created
• Medium - acrylic, oil, watercolor, mixed media (give the main types)
• Size - height, width, depth. Size with and without framing.
• Price
• Surface - canvas, board, paper, etc
• Framed or unframed
• Status - is it available, sold, on loan, at a show, gifted, etc.
• Location
• Buyer info
• Notes - is it part of a series, a concept, its condition, etc.
• Additionally, you may want to include weight or any shipping info as needed.
• Cost of materials is another consideration, as well as time spent creating it.

Of note:

• Use a spreadsheet to track your inventory. Check out Excel or Google Sheets, art management apps, or create your own.
• Update your art inventory as soon as start of an artwork or when you have completed it.
• Update the status of your artwork at the end of an exhibition, as soon as it is sold or gifted, and whenever it is going out to a show. 
• Update the notes on artwork when it receives recognition in any way - awards, ribbons, publication.
• Consider keeping a physical art inventory AND a digital copy AND a backup of your inventory files.
• The price of the artwork you've been selling will help to dictate when you can increase your prices.

Over time, if you don't keep and maintain inventory, you will start losing track of your artwork and the important details you need to remember, which can lead to potentially embarrassing moments. I've seen artists that think their artwork has been taken...then remembered later that it was picked up and placed somewhere else.

Your Artist Document Requests

It certainly saves you time if you have a full length version for each of your documents as well as an abbreviated version. There are art documentation requests that may have a character count or a request for a short paragraph so ensure you include the most relevant information possible in any blurb about yourself and your art. AND do include your website URL, Facebook @ locator, Email or any other imperative 'more' info whenever possible to include.

Save these files to your computers and make note of the file formats requested as well, in document and image files. For example, not everyone wants a PDF and some blogs cannot accept anything but the simplest, or most common image files.

Having your artist documents set up in a clean, branded, and consistent manor go a long way in setting up your high-end art identity.

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@2026 Donna Liguria. All rights reserved. Unauthorized use or reproduction is prohibited without permission

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Author: Donna Liguria  is the Blogmaster for Donna's Cave Paintings and the PWAS Artistry Spin Blog and an artist member of the Prince William Art Society (PWAS) in Woodbridge, VA. Donna specializes in acrylic paintings of landscapes, seascapes, historic locations, animals and many subjects. Visit her Website at DonnaLiguriaArt.com and her Donna's Esty site to shop her art.

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Do you need a handmade, original painting for yourself or as a gift for a friend or family member? Yes, I do most commissions, so please contact me through this blog, on Facebook, My Website at https://DonnaLiguriaArt.com, or go to Donna Liguria Art on Etsy at https://donnaliguriaart.etsy.com to shop my available Artwork.