Coins
Each in its own 2×2 holder or inert flip. Never staple through the holder. Group inside a rigid cardboard tray; pad with one inch of foam on every side.
Submission Checklist
Prepare, pack, ship — in order.
Print this page and work through it line by line. Most damage we see at intake is packing damage, not transit damage. The discipline of the checklist is the difference.
- Office
- 14 Hatton Garden, London EC1N 8AT
- Hours
- Mon–Fri, 09:00–17:30 GMT
- Telephone
- +44 (0)20 7242 8100
- submissions@xenecert.com
Step 1 · Before you photograph
Open an enquiry.
Every submission begins with a brief written conversation with the lead specialist for your discipline. We will recommend a tier, confirm the declared value range and issue a submission reference (format XEN-2026-NNNNN) to be marked on all photographs, paperwork and packaging.
- Email submissions@xenecert.com with a brief description and one identifying photograph.
- Receive a tier recommendation and submission reference within one working day.
- Confirm your nominated case officer and declared value with the head of department.
- Download the submission form (sent by email) and complete one row per item.
Step 2 · Required photographs
Photograph every item.
Photographs allow the specialist to begin work the moment your parcel arrives. Submissions without photographs are still accepted but enter the queue twenty-four hours later than those with images on file.
Per item
- Obverse — full face, square to the camera, fills 80% of the frame.
- Reverse — same framing, same lighting.
- Edge or thickness profile (coins, books, slabs being cross-certified).
- Any signature, inscription, hallmark, error, repair or notable feature, at close range.
- The current holder, label and certificate number (for cross-certification only).
- A reference object (ruler or coin) for scale, in one of the frames.
Standards
Light
Even, diffuse daylight or a dual-source softbox. No direct flash, no single-source desk lamp.
Background
Plain matte black or matte grey card. No patterned surfaces, no wood grain.
Focus
Sharp throughout. Macro mode or a 50mm+ lens for small items. Use a tripod.
File
JPEG or PNG, minimum 2400px on the long edge. Email or upload by secure link.
Avoid
Coins photographed under cling-film, cards in sleeves with glare, books propped open under window light.
Step 3 · Pack to house standard
By category.
Bank notes
In a single archival sleeve, between two pieces of acid-free board cut 5 mm larger than the note on all sides. Do not fold, even at original folds.
Trading cards
One card per penny sleeve, then a top-loader or semi-rigid card holder. Tape only the outer wrap, never the holder itself.
Stamps
Stockcards or mounted in a small album. Loose covers in glassine; never in PVC pages. Avoid hinges on anything submitted for grading.
Books & manuscripts
Wrap in acid-free tissue, then a snug card carton with foam padding. Use a second outer carton with two-inch clearance on every side. Mark 'Do Not Bend'.
Sealed wax & boxes
Do not unseal. Wrap in acid-free tissue and snug-fit into a rigid carton with two-inch foam clearance. Note 'Sealed product — do not open' on the submission form.
Tick before you seal the parcel
- Enquiry opened with department head; tier confirmed.
- Submission form completed, one row per item, declared values stated.
- Required photographs taken and emailed to the case officer.
- Each item in its own inert holder (2×2, penny sleeve, archival sleeve or clamshell).
- Items grouped in a rigid inner tray with foam padding on all sides.
- Inner tray sealed in an outer carton with two inches of clearance on every face.
- Outer carton marked 'Do Not Bend' and 'Fragile' where appropriate.
- Courier booked: insured for declared value, signature required on delivery.
- Tracking number emailed to the case officer on the day of dispatch.
- Copy of the submission form retained for the client's records.
Step 4 · Shipping
Six steps to dispatch.
1. Choose a courier
Royal Mail Special Delivery (UK, up to £2,500), FedEx Priority (worldwide, up to £25,000), or Brink's / Ferrari Group (above £25,000 or on request).
2. Declare value honestly
The carrier's insurance is void if declared value is understated. Xene's intake declared value should match the courier's declared value.
3. Address the parcel
Xene Ltd, 14 Hatton Garden, London EC1N 8AT, United Kingdom. Include the submission reference on the outside.
4. Require a signature
Signature on delivery is mandatory. We do not accept parcels left at unattended addresses.
5. Send tracking
Email the tracking number to your case officer on the day of dispatch. Intake confirmation follows within one working day of arrival.
6. Retain proof of postage
Keep the courier receipt until the certificate is issued. We will request it if a claim is needed.
Turnaround Expectations
The clock starts at intake.
Turnaround is measured in working days from the day your parcel reaches our Hatton Garden office, not the day you ship. Intake is confirmed by email within one working day; the grading clock starts on the same day.
| Tier | Turnaround | Notes |
|---|---|---|
| Economy | 60 working days | £28 / item · declared values up to £1,000 |
| Standard | 30 working days | £60 / item · declared values up to £5,000 |
| Express | 10 working days | £180 / item · declared values up to £25,000 |
| Specialist | 5 working days | £480 / item · declared values up to £100,000 |
| Private Office | Bespoke | On request · above £100,000 or institutional |
Volume rebates of 12% apply to submissions of 25 items or more, and 18% above 100 items. Insured return courier is billed separately at cost.
After Grading
What you receive.
The Xene holder or clamshell
Sonically welded, tamper-evident, with embedded NFC and printed registry QR.
A hand-signed certificate
Letterpress-printed in Clerkenwell, embossed and foiled in Holborn. Transferable, bearer-style.
Public registry entry
Searchable at xenecert.com/verify, mirrored to a notarised cold archive monthly.
Lloyd's-backed lifetime guarantee
Underwritten under policy LM/2024/8841. Transferable to any subsequent bearer, with no expiry.
Ready