How to Use Absentee and Proxy Bids

You do not have to be present to bid at many auctions. This guide is for buyers who cannot attend a sale, or who prefer not to bid live, and want to understand how absentee and proxy bids work, how to submit them correctly, and what can go wrong.

What absentee and proxy bids are

An absentee bid, sometimes called a commission bid or left bid, is a maximum bid you submit to the auction company before the sale. Staff then bid on your behalf during the auction, up to your limit. A proxy bid works the same way but is usually placed through an online bidding system, which automatically raises your bid as needed up to your maximum.

In both cases, the goal is usually to win the lot at the lowest price possible, not at your maximum. If no one else bids against you, you may win for much less than your limit.

How the process usually works

1. Register with the auction company or bidding platform.
2. Review the catalog and decide which lots you want.
3. Submit your maximum bid for each lot, on a form or online.
4. The company or system bids for you during the sale, one increment at a time, only as needed.
5. After the sale, you are notified of any lots you won and receive an invoice.

Procedures differ. Some companies execute absentee bids through a clerk who bids from the podium; others enter them into an online system before the sale opens. Ask how the company you are dealing with handles them.

How to fill out an absentee bid form

• Write the lot number and a short description for each item. The description is a safeguard if a number is miswritten.
• Enter your maximum hammer bid, not including the buyer's premium or tax, unless the form says otherwise.
• Use amounts that match the auction's bid increments when possible.
• Sign and date the form, and include your contact and payment details.
• Submit it before the stated deadline, and ask for confirmation that it was received.

Tie bids and timing

If two absentee bids are for the same amount, the terms of sale usually say how ties are resolved. Many companies give priority to the bid received first. If an absentee bid ties with a bid in the room, policies vary, so check the terms. This is one reason it can help to submit bids early and to avoid round numbers.

Bracketed and either-or bids

Some companies accept "or" bids, where you list several lots but only want to win one. For example, you might bid on three similar chairs and ask to stop once you win any of them. Not every company offers this, and those that do may have specific rules, so ask before relying on it.

Advantages of absentee bidding

• You can take part in sales you cannot attend.
• Your maximum is set in advance, which protects you from bidding emotionally.
• You do not need to watch a long sale for one or two lots.

Limitations to keep in mind

• You cannot react to how the bidding goes or decide to go one more increment.
• You may lose a lot by a single increment you would have been willing to pay.
• Errors are possible, such as a wrong lot number, so double-check every entry.
• You are still bound by the sale terms, including the "as is" condition rules, so inspect or request condition details before you submit.

Changing or canceling a bid

If you change your mind, contact the auction company as soon as possible, in writing if you can. Most companies allow changes or cancellations up to a deadline before the sale or the lot. Online proxy bids can sometimes be raised but not lowered or withdrawn once placed, depending on the platform, so read the platform rules.

Quick checklist

• Inspect the item or get a condition report first.
• Write both the lot number and a short description.
• Enter your true maximum hammer bid, matched to increments.
• Submit before the deadline and get confirmation.
• Ask how tie bids and "or" bids are handled.
• Watch for your invoice after the sale.