Conditions for loans

Timescales

We require all formal loan requests to be submitted at least nine months before the exhibition’s opening date.

From 1 June 2026, this minimum notice period will increase to twelve months.

This advance notice is essential to allow sufficient time for assessments, approvals, and record preparation. We welcome as much notice as possible and strongly encourage international borrowers to contact us early in their planning processes.

We will normally acknowledge receipt of a formal loan request within 10 working days.

The National Archives lends records for temporary exhibition purposes only.

Irrespective of the terms of the loan, the borrowing authority must return any or all of the exhibits at the written request of The National Archives.

The National Archives reserves the right, at any time, not to proceed with a loan.

Suitability

The suitability of a loan will be assessed by the Loans Panel. In cases where we are unable to lend a record due to its condition, size, format or similar reason, we will suggest a good quality facsimile as an alternative.

Under certain conditions, the records will be accompanied to and from the exhibition by a designated member of The National Archives’ staff, who has absolute discretion to withdraw the records on loan if dissatisfied with the conditions at the designated venue.

We do not usually lend more than ten records to any one exhibition.

Costs

The borrower will be responsible for all costs and fees associated with the loan, including:

• Transport, packing, fine art transport agent fees, mounts, and insurance
• Travel and accommodation for The National Archives’ staff member who accompanies the record(s). For security purposes, air travel will usually be at business class rate when travelling with the loan.
• Subsistence expenses for The National Archives’ staff member who accompanies the records(s). This will normally be a ‘per diem’ that is paid directly to the staff member. Surplus monies will be returned to the borrower via the invoice we send you.

For records with complex conservation needs, The National Archives reserves the right to charge preparation fees. If preparation fees apply, this will be communicated to the borrower early in the application process.

If the loan is cancelled, for whatever reason, all reasonable costs incurred to that date will be borne by the borrower.

Care of the record

Records are lent for the purpose of public exhibition only and may not be made available for study or other purposes outside their showcases without the written consent of The National Archives.

After they have been mounted in the showcase for exhibition, records must be left undisturbed – except in the case of any emergency – until the exhibition is dismantled.

Records are lent to a single institution. If the exhibition is part of a tour, each venue will be assessed separately.

No mark in pencil, ink, paint or any other material may be made on any records, nor may any such existing mark be removed. No adhesives of any kind may be applied to the records. All materials used within the cases, with which the records may come into contact, must be acid-free and free of any pollutants.

No conservation measures of any description may be carried out other than at The National Archives, or when The National Archives’ staff are present.

Reproduction

Photography is only allowed with the written consent of The National Archives, or its accompanying member of staff who has discretion to decide on the appropriate level of lighting.

Security copies will be made of all records before they leave The National Archives. If appropriate, any prints required can be taken from them. Please order copies when you apply for a loan by contacting the Image Library.

Captions and credits

Any caption or credit used for display purposes, and any description given in a catalogue, must state that the record(s) is on loan from ‘The National Archives, UK’ and give The National Archives’ reference, found in Discovery, our catalogue.

It is a requirement that the Lender credit line appears at the bottom of any object label so that it is clearly defined.

One copy of the exhibition catalogue must be sent to The National Archives free of charge.

Exhibition premises

Exhibition premises must be safe and secure in all respects and adequate safeguards in place before any items are borrowed. The standards required are those of the National Security Advisor laid out in Appendices of the Government Indemnity Scheme guidelines.  These can be found on the Arts Council website.

All borrowers will be asked to send Facilities and Security Reports for the exhibition venue. Borrowing institutes may also be subjected to an evaluation by the National Security Advisor.

Showcases

All records must be displayed in locked showcases. Any other method of display, particularly wall mounts, must be discussed with the Collection Care Department at The National Archives.

Records must be placed in their showcases by an authorised representative, or the accompanying member of staff from The National Archives, who will supervise the locking of the case. After this time the exhibits and their mounts must remain undisturbed. An alarmed case may be specified by The National Archives.

Environment

Required environmental conditions will be declared prior to the loan agreement and will be dependent on the records and display conditions. We will require written assurance that the environmental conditions are suitable for the exhibits and will stipulate any necessary changes. Lighting requirements will take into account previous display exposure of the exhibit(s).

No food, drink or smoking can be allowed in the exhibition area.

Insurance against loss and damage

The National Archives will determine the insurance value required in all cases.

Insurance arrangements must be made by, and at the expense of, the borrower.

UK Government Indemnity arrangements will be agreed between The National Archives and libraries, galleries and museums within the United Kingdom, according to the Government Indemnity Scheme guidelines found on the Arts Council website.

Packing and display

The National Archives, or an authorised representative, will pack all items for transport to and from the exhibition.

Packaging must be stored safely by the borrower during the course of the exhibition, to enable it to be used for the return of the exhibits.

The National Archives will mount all records in consultation with the exhibition organisers. Wherever possible, the records will travel ready-mounted. If this is not possible, the display will be arranged by or under the supervision of the accompanying member of The National Archives’ staff, or an authorised representative, in accordance with any previously agreed design. None of the mounts or cradles are to be removed or changed in any way during the exhibition.

A condition report will accompany each record on loan and must be agreed with the borrower before display. The report must be checked and agreed at the end of the exhibition.

Travel

Records should travel shortly before the exhibition opens to minimise risk and to avoid inconvenience to readers at The National Archives.

We will liaise with the borrower with regard to carrier, and transport and travel arrangements which will be organised by the borrower. For overseas loans, the borrower will be responsible for appointing a shipping agent, subject to approval by The National Archives; the shipping agent will handle customs formalities.

All records travel under the constant personal supervision of the member of The National Archives’ staff, or an authorised representative, even if that necessitates the purchase of extra aircraft seats. Cargo haulage will only be considered if the size restricts cabin transportation.

No loan is to be unpacked, other than by the member of The National Archives’ staff, or an authorised representative, for examination at any point on either journey.

Borrowed records must not be stored anywhere other than the stated place of exhibition, unless specifically agreed with The National Archives.