OEM & ODM
The Sample Approval Process: A Checklist for Buyers
Approving a sample is the most important step in OEM. Here is what to check before you sign off on the bulk order.
The sample you approve is the reference for the entire bulk order. If you approve it too quickly, the bulk arrives different from what you expected. If you nitpick every detail, the timeline slips. The sample approval is a process, not a thumbs-up. Here is the checklist that walks through it systematically, so you catch the issues before the bulk production starts.
Packaging and presentation
Start before you open the piece. How is the sample packed? Is it in a pouch, a box, or a plastic bag? The packaging the sample arrives in hints at how the bulk will be packed. If the sample arrives in a generic bag, expect the bulk to ship the same way. If you want custom packaging, ask for it on the sample approval, not after the bulk is made.
Weight and dimensions
Weigh the sample on a gram scale. Measure the stone diameter with a caliper. Compare both to the spec sheet. A sample that is 10% lighter than the spec means the bulk will be too, unless you flag it now. Write the measured weight on the sample approval form. That number becomes the tolerance for the bulk run.
| Check | Tool | Tolerance to note |
|---|---|---|
| Weight | Gram scale | ±5-8% for cast pieces |
| Stone diameter | Caliper | ±0.15mm |
| Ring size | Ring mandrel | Exact size marked |
| Band thickness | Caliper | Note for resize expectation |
Stones and setting
Inspect the stones under a 10x loupe. Are all stones present? Do they sit straight? Are the prongs smooth, or do they catch fabric? Check that no stone is chipped. Run a microfiber cloth across the setting and feel for drag. Prongs that catch are a comfort issue and a return issue. Note any problem on the approval form.
Finish and plating
Look at the finish in natural light, not just under the factory's bright lights. Is the polish even? Are there scratches? Is the plating tone what you expected? Take a photo next to a known reference piece (a piece you already sell) so you can compare tone. Plating tone is the most subjective check, and the hardest to correct after bulk. Get it right on the sample.
Stamps and marks
Find the stamps: S925, 14k, maker's mark. Are they legible? Are they in the expected location? A stamp that is too small or in the wrong place is a small issue on the sample but a batch-wide issue in the bulk. Note the stamp location and size on the approval form.
Approve in writing
Once you have inspected everything, approve the sample in writing. Email the factory: 'Approved for bulk production. Weight tolerance ±5%, plating as sampled, stones as sampled.' That written approval is the contract. If the bulk arrives different, you have the paper trail. A verbal approval or a 'looks good' text leaves the factory room to say you approved a different version.
Common reasons samples come back
The most common sample issues are not structural - they are small details. The plating tone is slightly off. The stamp is on the wrong side. The ring size marked is off by half a size. The clasp is the wrong type. None of these are dealbreakers, but they are easy to fix on the sample and expensive to fix on the bulk. Note every small issue on the approval form. The factory corrects them before the production run. If you skip the detail check, you discover it on 500 pieces.
The re-sample cycle
If the sample is not right, do not approve it. Send it back. The factory will re-make it at no charge (or a small fee) based on your notes. A re-sample cycle costs 7-10 days and $30-$50. Approving a wrong sample and asking for a correction in bulk costs the entire production run. The re-sample is always cheaper. If the plating tone is off, the stone sits crooked, or the weight is light, send it back and start over. The sample is the time to fix it.
The sample shipping method
Ask the factory to ship the sample by express (DHL, FedEx), not by sea. Express takes 3-5 days. Sea takes 30-45 days. The sample approval step should not add a month to the timeline. Express shipping costs $30-$60, which is trivial compared to the $300 sample fee and the weeks of delay. When you request a sample, specify express delivery. The factory may default to sea to save $40. Do not let them. The speed matters.
We send a sample approval form with every sample and expect buyers to fill it in before bulk production. More on our sampling process is on the OEM process page. The sample is the contract. Inspect it with a checklist, approve it in writing, and the bulk arrives as expected.
Authoritative References
For buyers who need to verify the technical and regulatory basis of this guide, the following independent institutions publish authoritative reference data:
- ISO 9001 Quality Management - the international standard for consistent production quality.
- Wikipedia: Jewellery - manufacturing processes, materials and global trade background.
