A first-time wholesale buyer placed an order at a show, loved the samples, and hit three surprises on delivery: the minimum was higher than quoted, shipping and duties doubled the cost, and the wrong ring sizes arrived because nobody confirmed the size run. None of that had to happen. This checklist covers the logistics side of a first order, the part that usually gets negotiated last.
MOQ, pricing tiers, and payment terms
Before you send money, confirm the minimum order quantity per style and the pricing breakpoints. A "sample price" often only applies above a larger run. Ask whether there is a first-order discount, whether net terms are available after the first order, and whether a deposit holds production. Get the quoted price in writing with the exchange rate date, because metal-based goods move. We cover general first-order structure in the standard first-order checklist, and factory audit questions in moissanite MOQ and factory audit points.
Sizing runs, assortments, and packaging
Decide the size run before production. For rings, agree on which sizes you receive and in what proportion (for example, sizes 5-9 weighted toward 6-7). For earrings, confirm posts vs clips. Confirm packaging: is each piece in a pouch, a box, or a polybag, and do you want custom inserts? Packaging affects landed cost and the unboxing experience. Cross-reference quality expectations in the incoming-inspection checklist.
Freight, duties, and lead time
Ask for the Incoterm (FOB, EXW, DDP) so you know who pays freight and insurance. Duties on jewelry vary by country and alloy, and they are not always included. Confirm the production lead time (often 30-60 days for custom) and the shipping transit time, then back-schedule from your launch date. Labeling (FTC jewelry industry guides) and karat marks must comply with the FTC Jewelry Guides on the import side; the 16 CFR Part 23 marking rules are the baseline. For trade-entry context see tips for new wholesale buyers.
One more line item: ask how defects are handled. Define a replacement window and whether defective pieces are credited or replaced on the next order. That agreement prevents the most common post-delivery dispute.
Sample-first: why it saves money on a first order
A sample lot costs more per piece than a full run, but it prevents a far larger loss. The sample lets you check the ring size against your own sizer, feel the band weight, confirm the stone security with a gentle shake, and photograph the piece for your own listings before you commit to hundreds. Most first-order problems are visible in the first three pieces: a band that is thinner than the spec, a prong that bends, a stone that is off-color. Catching those in a sample costs a few dollars; catching them after a full run costs the whole order plus the launch window. Treat the sample as a mandatory step, not an optional one.
Building the paperwork file
Keep a single folder for each supplier: the quote, the MOQ confirmation, the size-run agreement, the Incoterm, the karat/alloy documentation, the defect policy, and the invoice. When a dispute arises later, that folder settles it in minutes. First-time buyers often lose the quoted price once production starts, or discover the Incoterm on the shipping email rather than on the order. A paperwork file also makes the second order faster, because you already know the terms that worked.
Before your second order, sit down with the sales data from the first run. Reorder the SKUs that turned over inside 60 days, and drop the ones that sat. A first order is a test, not a promise; the buyers who scale profitably treat each run as data and adjust the assortment, rather than repeating the same mix because it felt right at the show.
It also helps to ask the supplier for a lead-time buffer of two weeks on top of the quoted production window. Custom runs slip for reasons nobody controls, and a buffer protects your launch date. Build that buffer into every seasonal calendar so a delay in shipping never collides with a marketing campaign.
FAQ: First-time wholesale jewelry orders
What should I confirm before my first wholesale order?
MOQ per style, price breakpoints, payment terms, size/assortment mix, packaging, Incoterm, duties, and lead time. Get all of it in writing.
How long does a custom production run take?
Typically 30-60 days for custom, plus shipping. Back-schedule from your launch date.
Are duties included in the wholesale price?
Often not. Ask for the Incoterm. Under DDP the seller handles duty; under FOB or EXW you do.
Should I order a sample before a full run?
Yes. Order a sample lot first to check size, finish, and stone security before committing to a full production run.
HOLYCOME makes the first order simple: clear MOQ, sample-first production, size runs confirmed in writing, and DDP options available. Send us your assortment and timeline, and we will quote landed cost. Read our wholesale vs retail margin breakdown to price your first line.
Frequently Asked Questions
How do I verify a factory before placing a bulk order?
Request a production video, business license, export records and a paid sample run. A factory that accepts a 50-piece test order is usually a real manufacturer.
What payment terms do you offer?
30% T/T deposit with the balance against the bill of lading. This protects both sides on first orders and can move to net terms after a track record.
What is your normal reject rate?
3–5% under 10x loupe inspection for cast and set pieces. Defective units are replaced free in the next shipment.
Where is the factory located?
Wuzhou, Guangxi, China—the core lab-grown and moissanite manufacturing cluster. Shipments go via Guangzhou or Shenzhen ports.
