A founder who runs a DTC jewelry brand told us their most expensive supplier lesson was a $2,800 first order they had skipped the sample pack on. The bulk order arrived, the plating was three shades warmer than the photo, and the earring backs were a different alloy than the spec. The sample pack would have caught all three issues for under $60. Sample packs are not a courtesy; they are the cheapest quality control a buyer can run.
What a sample pack should contain
A serious wholesale supplier will ship 5 to 15 representative pieces that cover the range you plan to order: your lowest price point, your highest price point, and one piece from each finish (gold flash, rose, rhodium). The pack should also include the marking stamp the bulk order will carry. In the United States, 16 CFR Part 23 sets the required karat quality marks and the name or trademark of the party responsible for the accuracy of the mark. That is the rule on the metal mark, and you can read it at eCFR 16 CFR Part 23. A sample that arrives without the correct mark is a red flag before you spend a dollar on bulk.
Five tests to run on the sample pack
First, plating color: photograph the sample against your existing best-seller under 5500K daylight and compare. Second, plating thickness: ask for the micron specification; under 0.3 micron gold flash will wear through in weeks on a ring. Third, alloy and nickel: request the nickel-release test report if you sell into the EU. Fourth, hardware: pull the earring backs, open and close the lobster clasps ten times, and check for sharp posts. Fifth, weight: a piece that feels half the weight of the spec will also feel cheap on a customer's neck. Tie the inspection to the bench checklist in the incoming inspection checklist and the parcel-level lightbox method in the lightbox tray method for gemstone parcels.
MOQ, return policy and landed cost
The sample pack is also where you read the commercial terms. A supplier that asks for a 500-piece MOQ on a style you have never sold is forcing risk onto you; negotiate a 50 to 100 piece first run. Ask whether the sample cost is credited against the first bulk order, and ask what the defect return window is (expect 14 to 30 days). Landed cost is not the unit price: add freight, duties, plating insurance, and the cost of your own QC hour. A $2.40 earring at $3.10 landed is the number that should sit next to your retail ticket. The MOQ and logistics framing is in first-time wholesale order MOQ and logistics, and the channel math in the wholesale-to-retail channel flow.
When to skip the supplier
Walk away if the supplier will not ship a sample, will not disclose the alloy, will not share a nickel report for EU shipments, or quotes a price that is more than 25% below the next two suppliers. The gap is almost always plating thickness, alloy content or marking compliance, and you will pay for it in returns six months later.
How much should a sample pack cost?
Typically $30 to $120 including freight. Many suppliers credit it against the first bulk order. Above $150 with no credit, negotiate.
Do sample pieces match bulk pieces?
They should. If the bulk plating is a different shade, the supplier is either sampling from a different factory or using a plating line you have not seen. Put that in writing in the order confirmation.
How many styles should I sample before a first order?
Three to five: your lowest ticket, your highest ticket, and your best guess at the middle. Do not sample a whole catalog; you will confuse your own buy.
What defect rate is acceptable on bulk?
Under 2%. Above that, renegotiate the price or move the program. The supplier should replace defects within the return window at their freight cost.
How long to keep the sample pack on file
Keep the approved sample for at least six months after the bulk order ships, and mark it with the PO number. When the next reorder arrives, pull the sample and compare the new batch side by side: same plating tone, same clasp tension, same weight. Suppliers change plating baths, foundry lines, and alloy sources without telling you, and the side-by-side comparison is the fastest way to catch a drift before it becomes a customer return. Photograph the approved sample on a neutral background with a color card and store the photo in your supplier folder. That photo is also your evidence in any dispute about whether the bulk order matched the sample you approved. It costs nothing to keep and it settles the conversation in ten seconds the next time a plating shade looks off.
Need a supplier that ships a real sample pack with compliant marking? HOLYCOME ships 10-piece sample packs with alloy and plating notes, credits the pack against the first order, and holds 16 CFR Part 23 compliant marks. Read our first-order checklist or request a sample pack today.
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.
