What photos and videos should I ask for before approving a shipment?

ZKZ Editorial TeamMain answer · Product & gemmology desk

Ask for photos and short videos of the actual finished pieces, from several sides, in good light, with a scale and your approved sample next to them, plus close-ups of stones, marks and clasps, and photos of the packed carton with a visible count. Agree the list in advance so that approval is based on evidence, not on one nice picture.

Photos to request

1. Overview. All pieces laid out, with the count visible.
2. Each style, front and back. Straight on and from the side, on a neutral background.
3. Next to the approved sample. Same light, same angle.
4. Stones. Close-ups of the face-up view, and the setting from the side and back.
5. Marks. The fineness stamp and the maker's mark, in focus.
6. Details. Clasps, bails, ear posts and backs, joins and any engraving.
7. Measurements. Pieces with a ruler or calipers, to show size, length and width.
8. Weights. Pieces on a scale, if weight is in the specification.
9. Finish. Polish, plating colour and any flaws.
10. Packing. The inside of the box, the labels, the carton and the packing list.

Videos to request

• A rotating view of each style, in daylight and under a lamp, so you can see the sparkle of the stones.
• A movement check of clasps, hinges and chains.
• A count of the cartons and items, with a continuous take.
• A date marker. Ask the factory to show a note with the date and your order number.

How to use them

Our advice Compare against the approved sample and the specification, and write down what you accept, what needs rework and what you reject. Send a marked-up list back to the factory, and wait for their reply before approving shipment.

Limits

Uncertain Photos and videos can hide flaws, differ in colour from the real piece, and cannot show everything, such as weight or fit. They do not replace an inspection or a test of samples from the batch, and they are not proof of what is in the carton at shipment.

It depends How much to ask depends on the order value and your trust in the factory. A repeat order from a known factory may need fewer, and a first order should have more.

A tip

Our advice Keep the files with the date, in a folder for each order. If a dispute arises, you will have a record of what was approved.

Related reading: Jewelry Quality Control Checklist for Production Orders · Jewelry Sample Approval Checklist Before Production

Sources

No external standard governs this question, so this answer is editorial advice from the ZKZ team and is labelled that way.

Fact = stated by the cited source. Our advice = editorial recommendation. Uncertain / it depends = limits of what can be said in general.