How to Inspect Jewelry Upon Receiving It from the Jewelry Manufacturer

When you invest time and money in designing and producing jewelry—whether you’re a brand owner, a jewelry wholesaler, or a jewelry supplier—receiving your pieces from the manufacturer is one of the most critical moments in the entire process. At this stage, it’s not just about admiring the final product—it’s about making sure each item meets the quality standards your customers expect.

As a jewelry manufacturer producing jewelry for designer brands around the world, many of which are stocked in premium retail stores, we understand how important quality is—not just as a marketing promise, but as a daily discipline. We implement stringent quality control (QC) procedures at every stage of production, and still, before anything leaves our facilities,we always conduct a final round of inspection.

In an ideal world, every manufacturer would carry out flawless QC throughout the production cycle. But unfortunately, that’s not always the case. That’s why it’s essential for you, the buyer, to remain vigilant. Even if you trust your supplier, taking a proactive approach helps protect your brand and avoid unpleasant surprises later. Whether you’re sourcing from a jewelry manufacturer USA or working with an experienced jewelry factory overseas like ours in China, maintaining strict quality control is crucial to ensuring your final products meet both your expectations and market standards.

In this blog, we’re sharing our step-by-step jewelry inspection checklist, based on decades of manufacturing experience. Plus, we’ll highlight common quality defects, how to document them, and how to communicate effectively with your wholesale jewelry suppliers if issues arise.

Step 1: Check the Packaging

1. Before diving into the pieces themselves, start with the basics—the packaging.
2. Inspect the outer box for signs of damage, dents, or moisture.
3. Make sure the shipping label, invoice, and documentation match your order.
4. If anything looks questionable, take photos before opening—especially if you suspect shipping damage that may require a claim.

Step 2: Count the Items

Always verify that the quantity received matches the packing list.

1. Check SKUs or design codes.
2. Count each piece individually, even for bulk orders.
3. Flag any discrepancies immediately.

Step 3: Visual Surface Inspection

Now comes the close-up check. We recommend wearing white gloves (easily available online) to avoid leaving fingerprints or scratching the surface.

Scratches or Marks:

1. Small surface scratches may come from heavy polishing or improper packaging during transit.
2. Use bright, natural light or a lamp to see fine lines.
3. Check if scratches go in one direction, which could indicate a polishing issue.

Porosity:

1. These are tiny holes or pits in the metal surface, usually caused during the casting process due to poor equipment or improper technique.
2. Porosity is often not visible to the naked eye, so some jewelry supplier use microscopes.
3. It’s more common in cast pieces and hard to polish out if too deep.

Fire Stain (especially in silver):

1. Caused by the copper content reacting with oxygen during heating.
2. It appears as dull, discolored patches on the surface.
3. While it can often be polished out, excessive fire stain may indicate poor temperature control during casting or soldering.

Cracking:

1. Cracks may occur if the casting temperature was too low or the wax tree wasn’t properly constructed.
2. Even a small crack can compromise the structural integrity of the piece.
3. Check vulnerable areas like thin bands, corners, or where pieces are soldered together.

Step 4: Structural Checks by Jewelry Type

Each jewelry type has its own QC details to watch for:

Earrings:

1. Are both pieces symmetrical and aligned?
2. Do studs have properly soldered posts, centered and secure?
3. For drop earrings, do both sides hang evenly?

Chains:

1. Run your thumb and index finger along the length to feel for kinks or weak links.
2. Check that the length matches specifications.
3. Verify that the jump rings are soldered securely.
4. Test the clasp mechanism (spring ring, lobster, etc.) to ensure it opens and closes smoothly.

Stone-Set Jewelry:

1. Verify stone color, cut, and clarity—it should match your agreed-upon grade.
2. Check that stones are securely set, with no movement.
3. Look for warping or distortion around the setting, which could weaken the hold.

Bangles & Bracelets:

1. They should have a firm but flexible spring—test by gently squeezing and releasing.
2. Watch out for loose hinges, poorly soldered ends, or uneven finishes.

Step 5: Functional Testing

Don’t hesitate to play with the pieces a bit:

1. Open and close clasps, hooks, or hinges.
2. Try on rings, bangles, or necklaces to check their wearability.
3. Twist gently to test the resilience and tension of flexible parts.

Step 6: Document Any Defects

If you find a defect, document it clearly and professionally:

1. Take close-up photos using your phone or camera.
2. Use good lighting—ideally near a window or under a white lamp.
3. Circle or mark the defect digitally or with an image editor.
4. Create a spreadsheet listing the design reference (SKU or product name), the issue, and attach the image.

✅ Pro tip: Don’t worry too much about using the correct technical term (e.g., porosity vs. cracking). Just show and describe the issue visually—the manufacturer should determine the exact cause.

Step 7: Communicate with Your Jewelry Supplier

When reaching out to your supplier:

Be polite and respectful—you’re working toward a solution, not assigning blame.

Ask:

1. Is this a recognized defect?
2. How long will it take to repair, replace, or exchange?
3. Clarify timelines, especially if you have a launch, restock, or event deadline coming up.

If it’s confirmed to be a manufacturing fault, the supplier should take full responsibility for fixing it.

Step 8: Reflect on Packaging

Sometimes, defects aren’t caused during manufacturing but during transit due to poor packaging. For example:

1. Jewelry pieces clashing together can cause scratches or dents.
2. Moisture or humidity can tarnish silver if not sealed properly.

Make sure:

1. Each piece is individually wrapped or boxed.
2. There’s enough padding and separation.
3. Anti-tarnish strips or pouches are used where necessary.

Final Thoughts

Jewelry manufacturing is a complex and meticulous process. Even with years of experience and a dedicated team, no production is 100% perfect—especially when crafting hundreds of handmade pieces. That’s why quality control is both an art and a daily work.

As a customer, being vigilant and prepared will help you catch issues early and resolve them quickly. It also helps build a trust-based, professional relationship with your jewelry supplier, which is key to long-term success.

We hope this guide gives you confidence in checking your jewelry deliveries and helps streamline your process. Keep this checklist handy, and don’t hesitate to reach out if you’d like more tips on production, sourcing, or scaling your jewelry brand.

If you’re looking for a reliable jewelry manufacturer and jewelry wholesaler specializing in sterling silver, brass, or stainless steel, we’d love to introduce our services to you!