How to describe the condition of used and vintage items
Most disputes over used items come down to one thing: the buyer opened the box and found something the listing didn't mention. A careful condition description prevents that. It also sells. A buyer deciding between two similar pieces will choose the one whose seller clearly looked it over. This guide covers how to inspect an item, which condition to choose on eBay, and how to put what you found into words.
Why it matters on eBay
Under eBay's Money Back Guarantee, a buyer who receives an item that doesn't match the listing can return it for a refund, even if your listing says no returns, and the seller is responsible for the return shipping. Damage or a fault that was clearly described in the listing isn't a mismatch. Damage you left out is.
So the condition description isn't a formality. It's the record of what the buyer agreed to buy.
Inspect before you write
Give every item the same once-over, in good light, before you describe it.
| Kind of item | What to check |
|---|---|
| Glass, china, pottery | Chips and flea bites on rims and bases, cracks and hairlines (hold it to the light), crazing in the glaze, worn gilding or decals, cloudiness, repairs |
| Wood furniture | Loose or wobbly joints, veneer lifting or missing, water rings, scratches, sun fading, replaced hardware, drawers that stick, signs of refinishing, old insect holes |
| Upholstery, linens, clothing | Stains, holes, tears, fading, odors (smoke, mildew, mothballs), worn seams, zips and buttons, stretched elastic |
| Lamps, electronics, appliances | Does it power on, does every function work, cord and plug condition, missing knobs or covers, battery compartment corrosion |
| Metal: silver, brass, cast iron | Dents, pitting, plating worn through, rust, cracks, monograms and engraving, over-polishing |
| Books and paper | Loose or missing pages, writing and stamps, foxing, torn or missing dust jacket, spine damage, odor |
| Jewelry and watches | Missing stones, worn plating, bent or broken clasps, does the watch run and keep time |
Check for completeness too. Lids, stoppers, keys, shelves, cords, remotes and the full count of a set all belong in the description, whether they're present or missing.
Choosing the eBay condition
eBay's condition choices depend on the category. Clothing, books and electronics each have their own list. For most estate finds the choice comes down to three.
- New: unused, and usually still in its original packaging or with tags. Something old that was never used can qualify, but only if it truly shows no use
- Used: everything that has been owned and used, from nearly perfect to well worn. Most estate items belong here, and the description carries the detail
- For parts or not working: doesn't work as intended, or is incomplete or damaged enough that a buyer would want it for repair or parts
If you're torn between two, choose the lower one. A buyer who gets something better than described is happy. A buyer who gets something worse can return it at your expense.
Name the flaw, its size and where it is
A vague phrase tells the buyer nothing and protects you from nothing. A specific one does both.
| Vague | Specific |
|---|---|
| Some wear | Light surface scratches on the top. A 2-inch water ring near the back left corner |
| Good condition for its age | No chips or cracks. Gold trim on the rim is worn in places. Light utensil marks inside |
| Minor damage | One 1/8-inch chip on the underside of the base, not visible when standing. Shown in photo 7 |
| Works | Powers on and both bulbs light. 3-way switch works on all settings. Original cord, no fraying |
| As is | Does not power on. Not tested further. Sold for parts or repair |
Start with the overall state in one sentence, then list each flaw: what it is, how big, and where. Point to the photo that shows it.
Say what you tested, and what you didn't
"Tested and working" should mean you ran it and it did its job, and it's worth saying how: "played a record on both speeds", "kept time for 24 hours". If you plugged it in and a light came on, say that and no more.
"Untested" is honest when you can't test something, and buyers price that risk in. Don't use it for an item you tested and found faulty. That's a known fault, and it needs to be in the listing.
Things a photo can't show
- Smell: smoke, mildew, mothballs, perfume. Say whether the item came from a smoking home if you know
- Stability: wobble, loose joints, a chair that creaks
- Sound: a clock's chime, a music box, a rattle that suggests a loose part
- Feel: a rough rim, a sticky finish, stiff drawers
- Repairs and replaced parts you know about, even neat ones
These are the surprises that lead to returns, because the buyer had no way to see them coming.
Words to use carefully
- Mint and perfect. One overlooked scratch makes the listing wrong. "No chips, cracks or repairs found" says the same thing and is safer
- Restored, refinished and original. Each means something particular to collectors. Don't call a finish original unless you have reason to believe it is
- Rare. It doesn't describe condition, and buyers discount it
- Works great. Great compared with what? Describe what it does
- Estate fresh, barn find and similar. They hint at condition without stating it
Where LegacyList fits
LegacyList suggests a condition for each item and writes the description from what your photos show, so a chip you photographed can be mentioned and one you didn't can't. It doesn't claim an item was tested or working. You confirm the condition and add what only you know: what you tested, how it smells, what's missing. Everything is yours to edit before the listing goes anywhere.