A jewelry sample is useful only when everyone knows which version is being reviewed. Before approving production, match the sample to the latest drawing, quotation and written requirements. A positive comment on a photograph should not be mistaken for approval of every detail.
1. Identify the sample
Record the product reference, sample version, date received, material and finish specified, and the drawing revision. Photograph the sample from consistent angles. If you have several colours or sizes, identify which variants were physically reviewed and which remain unreviewed.
2. Check against agreed requirements
| Review area | What to record |
|---|---|
| Dimensions and fit | Agreed measurements, observed measurements and any difference requiring clarification |
| Material and finish | Quoted specification, appearance and supporting documents requested; appearance alone does not establish material composition |
| Stones and decoration | Placement, colour reference, orientation and any visible discrepancy |
| Closures and connections | How the sample opens, closes and moves during the agreed review |
| Logo and markings | Spelling, position, size and approved artwork version |
| Packaging | Packaging version, labels, quantity per pack and protection requirements |
Agree acceptance criteria with the manufacturer before judging a difference. This checklist does not prescribe universal tolerances or replace testing required for your market. A visual review cannot prove composition, long-term durability or regulatory compliance.
3. Separate approval from open questions
Choose a clear status: approved, revision required, or decision pending. List every requested change individually. If only part of the sample is approved, name that part and state what still needs confirmation. Ask whether a revised physical sample or another review is needed; do not assume a changed drawing automatically changes the production specification.
4. Keep a revision log
Copy these fields into your order file:
- Product and sample version:
- Drawing and quotation references:
- Reviewed by / date:
- Item checked / observation:
- Requested change / supporting photo:
- Manufacturer response:
- Revised version to review:
- Final decision / approved specification:
- Items still awaiting confirmation:
Keep the written decision with the agreed specification and order documents. Confirm the production schedule after unresolved changes have been addressed. Retain the reference sample where practical so later discussions refer to the same object.
For the information to prepare before sampling, read our jewelry manufacturer RFQ checklist. To discuss a sample brief, email [email protected].
