The factory checks every unit before dispatch. You should still check what arrives. A simple routine, done the same way each time, catches problems early and gives you clear evidence if something needs to be fixed.
Before you open the cartons
- Count cartons against the packing list and invoice.
- Photograph the cartons as received, especially any damage.
- Note the date and time.
Sampling a large consignment
You do not need to inspect every unit of a 2,000-unit order by hand. Pick a sample from different cartons and different parts of each carton. If you find problems, widen the sample.
The checklist
Finish and plating
- Tone matches the approved sample
- Antique depth even, not blotchy
- No peeling, bubbling or dark spots
- Protective coat present (smooth, even sheen)
Stones
- Correct colours and sizes
- All stones present
- Seated flush, no movement
- No glue spill
Casting and shape
- No bent or cracked parts
- Clean edges, no sharp burrs
- Symmetry on pairs of earrings
Findings
- Hooks, S-locks and screw backs work
- Dori and threads secure
- Back chains the right length
Packing
- Each unit individually wrapped
- Anti-tarnish packing as agreed
- Sets complete (necklace plus earrings plus tikka)
Counts
- Units per design match the invoice
Recording and reporting
Photograph defects clearly with a reference to the design code. Report to the supplier quickly with photos and counts. A good manufacturer resolves genuine defects; a vague complaint weeks later is hard for anyone to fix.
Preventing problems before dispatch
The best QC happens before the goods leave the factory. At Jagruti we show your ready stock on a WhatsApp video call and compare it to the approved sample before you pay the balance. Ask us to show specific units, backs, findings or stone colours during the call. Read WhatsApp video approval.
Storage after inspection
Keep stock in its pouches, dry and away from sunlight. Tarnish that appears weeks later is often a storage issue, not a manufacturing one.
See also how to judge imitation jewellery quality.
How many pieces to check: AQL sampling
Checking every piece of a large order is slow. Most importers and retailers use acceptance sampling, based on the international standard ISO 2859-1 (the same tables as the older US standard ANSI Z1.4). You check a set number of pieces chosen at random, and accept or reject the lot based on how many defects you find.
At the commonly used "general inspection level II":
| Lot size (pieces of a design) | Pieces to check | Accept if defects are at most (AQL 2.5) | Reject if defects are at least |
|---|---|---|---|
| 281 to 500 | 50 | 3 | 4 |
| 501 to 1,200 | 80 | 5 | 6 |
| 1,201 to 3,200 | 125 | 7 | 8 |
AQL 2.5 is a common level for minor defects in consumer goods. For defects that make a piece unsellable, such as a broken clasp or missing stone, buyers usually use a stricter level. Agree the level with your supplier before production, so both sides know what "acceptable" means.
Classifying defects
- Critical: unsafe or unusable, for example sharp edges or a broken hook.
- Major: noticeable to a customer and likely to cause a return, for example a missing stone or peeling plating.
- Minor: small cosmetic issues a customer may not notice, for example a slight tone difference on the back.
Count them separately. A batch with a few minor defects is normal; a batch with major defects above the agreed level should go back.
Where to inspect: factory or your warehouse?
Checking at the factory, before the balance is paid and goods are dispatched, is the most useful point. Defects can be reworked on the spot and nothing has to be shipped back. Many buyers do this by video, asking the factory to open random packs of each design on camera. Check again when the goods arrive, mainly for transit damage and counts, and record any problems with photos before unpacking everything.
Keeping a quality log
Record every batch: supplier, design codes, quantity, defects found and how they were resolved. Over a year, the log shows which suppliers, designs and finishes cause problems, and where to focus next season.
Sharing results with the supplier
Send the supplier your inspection results for every batch, good or bad. A short note such as "design code, 125 checked, 3 minor defects, accepted" builds a record both sides can refer to, and suppliers pay closer attention to buyers who clearly check.