A first-time buyer is excited by a factory's low minimum order quantity and a 40% off list price. The website looks professional, the lead time is three weeks, and the payment button is one click away. The quote sheet, if he had read it, contains no hallmarking clause, no tolerance on stone color or size, no nickel-release documentation, and "all sales final" in the footer. He pays. The parcel arrives, and half the rings are unhallmarked, two stone colors are noticeably different from the sample, and the vendor will not respond to email. The first order becomes the last order, and the store absorbs a loss that takes two quarters to recover.
This guide is for first-time wholesale buyers, boutique owners and online retailers placing their first order with a new jewelry factory or distributor. We walk through the twelve points to confirm before you sign the purchase order, the sample and approval workflow, the payment terms that protect you, and what to do when the parcel arrives.
The 12 points to confirm before the PO
1. MOQ tiers. Confirm the minimum order quantity per SKU, not just per order. A low overall MOQ with a high per-SKU minimum can leave you stuck with five of one ring and none of another.
2. Size and color tolerance. Ask for the written tolerance: usually ±0.2mm on stone size, ±1 ring size on band sizing, and a defined color grade for gemstones. Without a written tolerance, "close to the sample" means whatever the factory ships.
3. Hallmarking and fineness. Silver, gold and platinum pieces must carry the correct stamps. The US 16 CFR Part 23 marking rules make truthful fineness stamps a legal requirement; unhallmarked inventory is a compliance problem, not just a quality problem.
4. Nickel and lead disclosure. For EU and California-bound sales, ask for nickel-release and lead test documentation. A factory that cannot produce it should not be your supplier.
5. Treatment disclosure. Confirm whether gemstones are heated, oiled, irradiated or glass-filled, and that the disclosure will be on the invoice.
6. Lead time. Get the written lead time from deposit to shipment, and ask what happens if it slips. A 3-week lead time with no penalty for a 6-week delay is not a 3-week lead time.
7. Unit price tiers. Confirm the price break at 50, 100, 500 and 1,000 units. The price you were quoted may be the 500-unit price, not the 50-unit price.
8. Packing specs. Confirm how pieces are packed (individual poly bags, velvet pouches, gift boxes) and whether the cost is included or added.
9. Return and replacement policy. Get the return window, restocking fee and who pays return shipping in writing. See our notes on online return policies.
10. Sample approval workflow. Insist on a pre-production sample and a written photo approval before bulk production starts.
11. Payment terms. For a first order, negotiate 30 to 50% deposit and the balance on shipment photos, not before. Avoid 100% upfront to a factory you have never met.
12. Shipping and Incoterms. Confirm who pays freight, insurance and customs. FOB your nearest port is the standard for experienced buyers.
Sample and approval workflow
Order one or two samples before the bulk PO. Pay for the sample yourself; a free sample from a trade show booth is usually a polished showcase piece, while a paid sample reveals how the factory really builds. When the sample arrives, measure every dimension, check the hallmark, test the clasp, and wear it for a week. Take photos in daylight and under indoor light. Only when the sample matches the quote in writing do you release the bulk deposit. For the parallel risk on what happens when the parcel lands, see our incoming inspection checklist and market buyer tips.
Payment terms that protect you
A credit card or trade-assurance payment on a first order is safer than a wire transfer to a personal account. A deposit of 30 to 50% is normal; the balance should be paid only after the factory sends shipment photos, a packed carton list and tracking. If a factory demands 100% upfront before any photos, treat that as a warning. For a worked example on a specific category, our notes on moissanite MOQ and factory audit walk through the same negotiation structure.
Frequently asked questions
What MOQ is normal for a first order?
For small boutiques, a first order of 20 to 100 pieces per SKU across 5 to 10 SKUs is normal. Avoid factories that demand 500 units per design from a new buyer.
Should I pay 100% upfront?
No. For a first order, 30 to 50% deposit with the balance on shipment photos is the standard structure. Paying 100% upfront removes your leverage.
How long is a typical production lead time?
Stock items ship in 1 to 2 weeks. Made-to-order pieces take 3 to 6 weeks. Get the lead time in writing and ask about the penalty for slippage.
What is a fair tolerance on stone size?
±0.2mm on calibrated stones is standard. Anything looser means your settings will not fit, and you will be resetting stones at your own cost.
Want a first order that follows the checklist out of the box? HOLYCOME supplies stock jewelry with written tolerances, hallmarking and nickel disclosure per lot, plus sample approval before bulk. Send us your SKU list for a factory quote.
Frequently Asked Questions
How do I verify a factory before a bulk order?
Request a production video, business licence, export records and a paid sample run.
What payment terms do you offer?
30% T/T deposit with the balance against the bill of lading.
What is your normal reject rate?
3 to 5% under 10x loupe inspection; defective units are replaced free in the next shipment.
Where is the factory?
Wuzhou, Guangxi, China, with shipments via Guangzhou or Shenzhen.
