Hey {{first_name|there}},
The best sampling rounds end with one clear moment. You're holding a piece that looks exactly like what you designed, and you say yes. That approved sample becomes one of the most useful things you own in your whole sourcing process.
The goal is simple: make sure everyone, now and on every reorder, is working from the same version of that yes.
What an approved sample actually does
When you approve a sample, you're telling the factory to build the bulk order to match this piece. That's the whole job. It gives the production team something physical to copy, and it gives you something to measure against when your order arrives.
It also protects your reorders. Staff change, tooling gets moved, and months pass between runs. A sample that's labeled, kept and written down gives every future batch the same starting point.
What to record before you say yes
Before you sign off, measure and write down the details that decide how the piece looks and feels. That means weight in grams, key dimensions in millimeters, metal and plating spec, stone size and grade, finish, and the clasp or closure type. Photograph it from every angle next to a ruler.
Write stone grades the way you want them to appear on the quote and the invoice. For moissanite or lab stones, that means plain color and clarity language, not just "good quality." Written grades are something you can point to later.
Then note what you're accepting as is and what you want changed in bulk. If the bail is a little thick and you want it refined, say so in the approval. Otherwise the factory can't tell whether that bail is a feature or a flaw.
Keep two, and make the approval official
Ask for a duplicate approved sample, or have the factory keep one tagged with your style number and approval date while you keep the other. Two matching references mean any question can be settled by comparing pieces side by side instead of trading messages.
Then confirm the approval in writing, in a short message or on your spec sheet. List the sample's measurements and grades, attach the photos, and ask the factory to reply with their confirmation. That one reply turns a nice moment into a reference you can use on every reorder.
If you've got a sample on your bench right now, hit reply and tell me what stage it's at. I read every message.
Talk soon, Jason
The Jewelry Sourcing Vault
P.S. Comment "Gold" on my latest post for the free Affordable Luxury Jewelry Sourcing Checklist.
Jason
