How to Avoid Paying Extra Fees by Submitting Complete Photos the First Time

In the luxury authentication process, speed and accuracy are paramount. For resellers, getting a quick verdict means listing an item faster. For buyers, it means making a confident purchase without delay. But there’s a common and frustrating obstacle that can slow everything down and even lead to unexpected costs: an incomplete photo submission. Submitting the right photos the first time is the single most important factor for a smooth and efficient authentication.

When our authenticators receive a submission with missing or unclear images, the process grinds to a halt. We have to pause the review and send a request for additional, specific photos. This back-and-forth not only delays your result but can also incur extra fees for the additional time and review required. These are costs that are entirely avoidable.

This guide is designed to be your ultimate checklist for photo submissions. We will walk you through why complete photos are so critical, the exact shots our experts need to see, and how to take clear, high-quality images even if you’re just using your smartphone. By following these steps, you can ensure your submission is perfect on the first try, saving you time, money, and frustration.

 

The “Why” Behind the Photos: A Look into the Authentication Process

To understand why we need such specific photos, it helps to peek behind the curtain at what our authenticators are actually doing. They aren’t just glancing at a bag and making a gut decision. They are performing a detailed forensic analysis, comparing the minute details of your item against a mental library built from authenticating thousands of items.

Every photo you send is a piece of evidence. An authenticator is like a detective, and they need to see the “crime scene” from every possible angle to reach a definitive conclusion.

What Are Authenticators Looking For?

The authentication process is a holistic review where every detail is cross-referenced. Here’s a sample of what they scrutinize:

• Hardware: Is the engraving font correct for the year of production? Is the weight and finish of the metal consistent with the brand’s standards? The shape of a zipper pull or the lettering on a snap can be an instant giveaway.
• Stamping & Logos: They examine the font, depth, and placement of the brand stamp. For example, on a Chanel bag, is the “C” a perfect circle? Is the “E” in Hermès stamped with the correct accent? These details are incredibly difficult for counterfeiters to replicate perfectly.
• Stitching: Experts count the stitches per inch on certain parts of a bag. They analyze the angle and thickness of the thread. A sloppy or inconsistent stitch pattern is a major red flag.
• Date Codes & Serial Numbers: They verify that the format, font, and placement of the date code or serial number align with the production period it indicates. They also check it against known series from counterfeit factories.
• Materials: An expert can often judge the texture and quality of the leather or canvas from a clear photo. They know how light should reflect off authentic lambskin versus a cheaper substitute.

When a key photo is missing—for example, a clear shot of the “made in” stamp—a crucial piece of the puzzle is gone. The authenticator cannot complete their analysis, forcing a delay.

 

The Cost of Incomplete Submissions

The primary consequence of an incomplete submission is delay. Your authentication gets paused, and your item is placed in a “pending” queue until the new photos are received. But the costs can also be financial.

Our services and pricing are structured based on a single, efficient review. When we have to repeatedly contact a client for more photos, it requires additional administrative and authenticator time. To keep the process fair for all clients, this can result in a small additional fee for the resubmission and re-evaluation of the item.

• Scenario: You submit photos of a Louis Vuitton Speedy bag but forget to include a clear picture of the date code and the engraved zipper pull. Our team emails you requesting these specific shots. You’re busy and don’t see the email for a day. You then have to retake the photos and send them in. By the time the new photos are reviewed, two days have passed, and you’ve incurred an extra fee for the second review. You’ve lost time you could have used to sell the bag and spent extra money—all of which could have been avoided by getting it right the first time.

The goal is to get you a fast and accurate result without any extra charges. This is why a complete submission is in everyone’s best interest. Our reputation, confirmed by countless positive reviews, is built on efficiency and accuracy, which starts with the photos you provide.

 

The Essential Photo Checklist: Your Guide to a Perfect Submission

To make the process as simple as possible, here is a brand-agnostic checklist of the photos every submission should include. While specific requirements can vary slightly by brand and item type (e.g., shoes vs. handbags), this list covers the universal “must-haves.”

1. The “Big Picture” Shots

These photos give our experts a sense of the item’s overall structure, proportions, and condition.

• Front View: A straight-on shot of the entire front of the item.
• Back View: A straight-on shot of the entire back.
• Base View: A photo of the bottom of the item, including the feet if it has them.
• Lining/Interior View: A clear, well-lit shot of the inside of the item.

2. The “Details & Hardware” Shots

This is where the authentication gets granular. These photos must be close-up, sharp, and well-lit.

• All Hardware Engravings: This is critical. We need close-ups of any and all metal parts that have text or logos. This includes:
  • Zipper pulls (front and back)
  • Clasps, snaps, and closures
  • D-rings or O-rings
  • Buckles
  • Brand plaques
• Brand Stamping/Embossing: This refers to the main brand logo stamped or embossed onto the material.
  • For handbags, this is usually found on the exterior or on an interior leather tab.
  • The photo must be straight-on and crystal clear.
• “Made In” Stamp: A clear, close-up shot of the stamp indicating the country of origin (e.g., “Made in France”). This is often found near the brand stamp or on a separate tab.

3. The “Codes & Tags” Shots

These unique identifiers are among the most important elements for verification.

• Date Code / Serial Number: This is non-negotiable. Find the date code or serial number tag and take a clear, legible photo of it.
  • Louis Vuitton: This is a stamped code, often on a small leather tab inside a pocket or along an interior seam.
  • Chanel: This is a sticker, usually found deep inside the bag along the bottom edge.
  • Dior: This is often on the back of the interior brand tag.
  • Tip: Use a flashlight to locate these codes, as they are often tucked away in hard-to-see places.
• Holograms & RFID Tags: If the item has a hologram sticker or an embedded microchip, we need a clear photo of it.

4. The “Construction” Shots

These photos help our team assess the craftsmanship.

• Corner Stitching: A close-up of the stitching at one or two of the item’s corners.
• Handle/Strap Attachments: A clear shot of where the handles or straps are stitched or attached to the body of the item.

 

Common Mistakes to Avoid: The Pitfalls of Photo Submissions

We’ve seen thousands of submissions, and the same mistakes tend to pop up again and again. By being aware of these common errors, you can easily avoid them.

Mistake #1: Blurry or Out-of-Focus Photos

This is the most frequent issue. If an authenticator cannot read the engraving on a zipper or the letters in a date code, the photo is unusable.

• The Fix:
  • Tap to Focus: Modern smartphones are fantastic cameras. Before you snap the picture, tap on the screen right where the critical detail (like the logo or date code) is. This tells the camera what to focus on.
  • Steady Your Hands: Brace your elbows on a table or against your body to keep the camera steady, especially for close-up shots.
  • Review Before Sending: Look at the photo on your phone. Zoom in. Can you clearly read the text? If you can’t, neither can we.

Mistake #2: Poor Lighting

Dark, shadowy photos hide details. Overexposed, washed-out photos can obscure textures and stamping.

• The Fix:
  • Use Natural Light: The best light source is indirect natural daylight. Take your photos near a window. Avoid direct, harsh sunlight, which creates glare and dark shadows.
  • Avoid Using Flash: Your phone’s flash creates a harsh, bright spot that reflects off hardware and leather, obscuring the very details we need to see. If the area is dark (like the inside of a bag), use a separate flashlight held at an angle to illuminate the area instead of using the camera’s built-in flash.
  • White Background: If possible, place the item on a plain, neutral background like a white poster board or a simple wood table. This helps your camera’s sensor to balance the colors and exposure correctly.

Mistake #3: Photos Taken at an Angle

Stamps and engravings need to be photographed straight-on. An angled shot distorts the shape and spacing of the letters, making an accurate assessment impossible.

• The Fix: Position your camera lens so that it is parallel to the surface you are photographing. For a brand stamp on a flat tab, hold your phone directly above it, not at a 45-degree angle.

Mistake #4: Missing Key Shots

Many people submit great overall pictures but forget one or two of the critical detail shots, like the back of a hardware snap or the date code.

• The Fix: Use the checklist in this article! Before you hit “submit,” go through your photos and check them off against our list. Did you get the front of the zipper pull and the back? Did you find the “made in” stamp? A systematic check takes 30 seconds and can save you days of delay.

 

A Step-by-Step Guide to Taking Perfect Authentication Photos

Let’s put it all together. Here is a simple, five-step process for getting your photos right every time.

Step 1: Prepare Your Item and Space

• Clean the item if necessary. Wipe down hardware to remove fingerprints.
• Find a spot with good, indirect natural light. A table next to a large window is perfect.
• Grab a flashlight for locating and illuminating interior codes.

Step 2: Take the “Big Picture” Shots

• Lay the item on a neutral background.
• Take the four essential shots: front, back, base, and interior. Ensure the entire item is in the frame for each.

Step 3: Hunt for the Details

• This is the detective phase. Methodically go over the item and locate every single piece of hardware, every stamp, and every tag. Open all the pockets, and check along the seams.
• Make a mental note of where they are: “Okay, zipper pull, main clasp, D-rings, interior stamp, date code tab.”

Step 4: Shoot the Close-Ups with Precision

• Tackle one detail at a time. Let’s start with the zipper pull.
• Position your phone directly above it (straight-on).
• Tap your screen on the engraved logo to focus.
• Hold steady and take the picture.
• Flip the zipper pull over and repeat for the back.
• Move on to the next detail (e.g., the “made in” stamp) and repeat the process: position, tap, shoot.

Step 5: Review, Organize, and Submit

• Open your photo gallery and review every picture. Zoom in on the detail shots. Are they sharp? Is the lighting good?
• Compare your set of photos against our checklist one last time.
• Once you are confident you have everything, proceed with the submission.

By following this disciplined process, you are virtually guaranteeing that your authentication will proceed without a hitch.

 

Take Control of Your Authentication Timeline

Avoiding extra fees and delays is entirely within your control. It all comes down to the quality and completeness of your photo submission. By understanding what our experts need to see and taking a methodical approach to capturing those images, you transform authentication from a point of potential friction into a seamless, efficient part of your business.

Use this guide as your go-to resource. Bookmark it. Before every submission, run through the checklist. Invest those extra five minutes upfront to get the photos right. That small investment will pay for itself many times over in saved time, avoided fees, and the peace of mind that comes from a swift, decisive authentication verdict.

Ready to submit your item? Review our services and pricing to select the right option for you, and use your newfound photo skills to get the fastest result possible.