Executor Guide: Selling Wine and Spirits From an Estate
As an executor, you are responsible for managing estate assets including wine and spirits collections. This guide covers the practical steps to inventory, value, and sell these items while fulfilling your fiduciary duties.
Executor Responsibilities
As an executor, you have a fiduciary duty to manage estate assets responsibly and in the interest of the beneficiaries. This includes any wine or spirits collection.
Your responsibilities typically include inventorying all assets, obtaining valuations where needed, preserving assets during administration, and ultimately distributing or liquidating them according to the will or court direction.
Wine and spirits require some specific attention because condition can decline if not properly stored, and values can fluctuate with the market.
- Inventory all wine and spirits as estate assets
- Ensure proper storage during estate administration
- Obtain valuation for estate accounting or tax purposes
- Sell or distribute according to the will or beneficiary agreement
- Document all transactions for probate records
Legal Considerations
The sale of alcohol from an estate may have legal requirements that vary by state. Consult with the estate attorney about what is permitted in your jurisdiction.
In general, executors can sell estate assets as part of their duties, but some states have specific rules about alcohol sales. We work with executors to confirm next steps after reviewing each situation.
Keep records of all sales for the estate accounting. Document the inventory, the sale price, and the buyer information.
Creating an Inventory
Create a detailed inventory of all wine and spirits in the estate. For each item, note the name, type, vintage or age, quantity, and storage location.
If the decedent kept records, cellar management software, or purchase receipts, these can help with valuation and provenance.
For large collections, consider organizing the inventory by category (red wine, white wine, spirits) or by storage location.
- Producer or brand name
- Wine type or spirit category
- Vintage year or age statement
- Bottle size and quantity
- Storage location within the home or facility
- Original packaging or wood cases
- Any existing records or purchase documentation
Valuation and Appraisal
You may need a valuation for estate tax purposes, beneficiary distribution, or simply to understand what the collection is worth before selling.
For estate tax purposes, the IRS typically uses fair market value at the date of death. A qualified appraiser can provide this if needed.
For selling purposes, current market value matters more. Market values can differ from estate valuations and fluctuate over time.
Photographing the Collection
Photos help buyers provide accurate offers and reduce back-and-forth. Photograph representative bottles from the collection, capturing labels, fill levels, and any packaging.
For estate record keeping, photos also document the condition of assets at the time of administration.
Include photos of any storage facilities, wine refrigerators, or cellars to show storage conditions.
- Front labels of representative bottles
- Fill levels visible through glass
- Original wood cases with visible labels
- Storage environment (cellar, wine fridge)
- Any bottles with condition concerns
- Overall views of the collection scope
Choosing a Sale Method
You have several options for selling estate wine and spirits. Auction consignment, direct sale to a buyer, or distribution to beneficiaries who may sell themselves.
Auction consignment can work for high-value collections but involves waiting months for payment, paying seller fees (often 10-25%), and uncertain final prices.
Direct sale to a buyer like Proof Cellars provides a known price upfront, faster payment, no seller fees, and less administrative complexity.
Working With Buyers
When working with us, submit your inventory and photos through the form or by text. We will review and provide an offer.
We understand executors need clear documentation for probate records. We provide written offers and receipts for all transactions.
If forms are cumbersome, texting photos and a list to 213-770-9463 (213-770-WINE) works. We take it from there and follow up with documentation.
What to Do Next
Ready to get an offer for your bottles? Submit photos and details through our form, or text photos directly if that is easier.
Frequently Asked Questions
Do I need to get an appraisal before selling?
It depends on estate requirements. For estate tax purposes, you may need a formal appraisal. For selling, you can get offers directly from buyers to understand market value.
Can I sell before probate closes?
Often yes, with proper authorization. Consult with the estate attorney about what sales are permitted during administration.
How do I document the sale for probate?
We provide written offers and receipts. Keep copies for the estate file showing the inventory sold, the price, and the date.
What if beneficiaries disagree about selling?
As executor, you have authority to make decisions in the estate's interest. If there are disputes, consult with the estate attorney before proceeding.
How long does the sale process take?
We provide offers within one to three business days. The full process from submission to payment typically takes one to two weeks for smaller collections, longer for large cellars.
Do you buy both wine and spirits?
Yes. We buy collectible wine, bourbon, scotch, champagne, and other spirits. Submit everything together.
What information do you need from me?
An inventory with photos is ideal. Include producer names, vintages, quantities, and condition notes. We can work with partial information and ask follow-up questions.
Will you provide documentation for the estate?
Yes. We provide written offers and receipts for estate record-keeping and probate documentation.