In made-to-order jewellery, the approved sample is the contract. Every unit in your bulk order should match it. Buyers who treat sample approval as a formality usually find out why it matters when the bulk stock arrives.
Two stages of approval
1. CAD proof. For new designs, we model the piece in 3D CAD (Rhino with Matrix) and send a rendered image. This is the time to change proportions, size, stone layout and details. Changes here cost nothing but time.
2. Physical sample. After the proof is approved, a physical sample is made and sent to you. This is the time to judge weight, finish, colour, comfort and fittings.
What to check on a physical sample
| Area | Check |
|---|---|
| Size and proportion | Matches the proof and your market |
| Weight | Feels right for the price point |
| Finish | Tone, antique depth, evenness |
| Stones | Colour, size, seating, sparkle |
| Findings | Hooks, screws, S-locks work smoothly |
| Comfort | No sharp edges, sits well when worn |
| Back side | Clean finish, no glue spill |
Wear the sample for a few hours if you can. Photograph it front and back in daylight.
Recording the approval
- Reply in writing: "Sample approved for design X, finish Y, stones Z, quantity N."
- Keep the sample. Ask the factory to keep a matching one.
- Note any changes you want in the bulk order clearly, and ask for them to be confirmed.
Why not skip the sample?
Skipping it saves a few days but moves all the risk to the bulk order. If the finish is too dark or the pendant too heavy, you find out with hundreds of units already made. The sample stage is cheap insurance.
Samples for repeat designs
For designs you have ordered before, the original approved sample is the standard. If you want a change, even a stone colour, treat it as a new approval.
The link to video approval
At Jagruti, the final check comes before dispatch: we show your ready stock on a WhatsApp video call and compare it to the approved sample. You clear the balance only after approving. Read WhatsApp video approval.
A note on sample-only buyers
We make samples as part of a bulk order process, at MOQ 200 pcs per design (400 for earrings and pendants). We do not sell samples as retail purchases. If you need a few pieces to test the market, a wholesaler with ready stock is the better route.
Start a new design with our custom design service.
A sample approval note to send back
When you approve a sample, reply in writing with a short note like this:
- Design code and sample photo
- Base metal and finish, for example "zinc alloy, antique gold"
- Stone colours by position, for example "centre ruby, border emerald, drops white pearl"
- Size or length if it matters, for example "necklace 16 inches plus 3-inch adjustable chain"
- Anything to change in bulk, for example "slightly lighter antique finish"
- Quantity and delivery date
A note like this turns "looks good" into a specification both sides can check the bulk goods against.
How long to keep samples
Keep approved samples for as long as you may re-order the design, ideally in a sealed bag with the approval note. When a re-order is placed months later, the physical sample and the note are the only reliable reference for colour and finish. Factories keep their own reference too, but having your own copy avoids "we made it the same as last time" disputes.
Paying for samples
Samples cost a factory far more per piece than bulk production, because each one is made individually. Paid samples, often adjusted against the bulk order that follows, are normal in the trade and they show the factory you are a serious buyer.
Approving remotely
If you cannot see the physical sample, ask for:
- a video in daylight, turning the piece slowly, front and back
- a photo next to a ruler or on a neck form for size
- a close-up of the stones and the clasp
- the weight on a scale
For bridal sets or expensive new designs, a couriered physical sample is worth the wait. For simple colour changes on a design you already know, a good video is usually enough.