Quality review and delivery should not be left until the finished jewelry is ready to ship. The criteria, responsibilities and documents are easier to agree before production begins, when the approved design and commercial terms are still being defined.

1. Start with the approved specification

Identify the exact drawing, sample and material specification that production should follow. Include dimensions, metal fineness, gemstone identity, stone sizes, finish, construction, closure details and any approved variations. Record the revision and approval date.

If the sample used a substitute material, state what must be checked again on the final item.

2. Define acceptance criteria

Separate measurable requirements from visual and functional checks. Examples include:

  • Dimensions and ring or bracelet size.
  • Stone identity and required documentation.
  • Stone alignment and setting condition.
  • Surface finish and visible workmanship.
  • Closure and moving-part function.
  • Comfort and snagging considerations.
  • Markings, labels and packaging.

Avoid vague criteria such as “premium quality” without explaining what should be inspected. Where tolerances are important, agree them for the specific product.

3. Decide who checks what

Clarify which party performs checks during development, before dispatch and on receipt. Identify who records results, who can approve deviations and how defects are reported. Do not assume that a sample review automatically replaces any production inspection agreed in the project.

If testing or independent inspection is required, identify the scope, method and responsible party in advance.

4. Confirm material and sourcing records

Keep the material descriptions and supporting documents that are relevant to the project. For gemstones, this may include identification or grading reports where required. For precious metals, it may include fineness documentation or applicable marks. If responsible sourcing or traceability is a requirement, specify the evidence expected. The Responsible Jewellery Council Chain of Custody standard describes an approach to tracking precious metals through the jewelry supply chain.

5. Plan packaging and presentation

Confirm whether each item needs an individual box, pouch, protective wrap, label, care card or other packaging. Consider protection during transit as well as the customer's unboxing experience. Packaging specifications should be clear for each product or set.

6. Confirm shipping and delivery responsibilities

Record the delivery destination, shipping method, insurance expectations, dispatch timeline, customs responsibilities, taxes and required paperwork. Clarify who books the shipment and who is responsible for communicating tracking information. These points depend on the transaction and destination market.

7. Create a handover record

A delivery record may include the approved product reference, quantity, inspection record, agreed documents, packing list and shipment details. If an issue is found on receipt, the parties should know how quickly it must be reported and what evidence is needed.

Frequently asked questions

Does sample approval replace final inspection? Not automatically. Sample approval confirms a reference; any production or pre-dispatch inspection should be defined separately.

Who pays for shipping and customs? The quotation and commercial agreement should state the shipping method, costs, insurance and customs responsibilities.

What should happen if delivered jewelry differs from the approved sample? Compare the item with the agreed specification and inspection criteria, document the difference and follow the written process for reporting and resolving it.

Plan quality and delivery from the start

VELORA MUSE coordinates design and production discussions with long-term manufacturing partners. Share your project requirements so sample approval, quality expectations and delivery responsibilities can be discussed before work proceeds.