Step-by-Step Sourcing Tutorial
If you have never sourced jewelry from overseas, follow these steps in order. Each step builds on the previous one.
Define Your Product Precisely
Before contacting any factory, document your design with technical drawings or reference photos. Specify metal type and karat, stone type and quality grade, target weight range, surface finish, and any packaging requirements. The more specific you are, the more accurate the factory quote will be. If you have a physical sample from a competitor or previous order, photograph it from multiple angles with a ruler for scale.
Research Manufacturing Regions
Match your product to the right region. Silver at volume belongs in Meilong, China. Gold and diamonds in Shenzhen. Artisanal silver in Bangkok. Luxury gold in Valenza, Italy. Sending a silver chain RFQ to a gold specialist wastes your time and theirs. Use the regional comparison table on this site to narrow down the best region for your specific product.
Send RFQ to 3-5 Factories
Contact multiple factories simultaneously. Use the same specification document for all so quotes are directly comparable. A good RFQ includes: product description with images, material specifications including plating thickness in microns, quantity and delivery timeline, quality standards with AQL level, required certifications, and packaging requirements. Give factories a clear deadline for their response — one week is typical.
Compare Quotes Beyond Price
The lowest price is not always the best choice. Create a comparison spreadsheet and evaluate: unit price, payment terms, lead time, MOQ flexibility, communication quality (response speed, clarity, language ability), and willingness to provide references or samples. A factory that responds clearly in 24 hours is worth more than one that takes a week to send a one-line reply, even if the latter quotes 10% less.
Order Samples
Never skip sampling. Order samples from your top 2-3 factories. Pay for samples — free samples often receive less attention because the factory is not invested. Compare samples side by side under the same lighting and magnification. Check: surface finish quality, weight against specification, stone setting security, clasp and mechanism function, hallmark clarity, and overall execution. The sample reveals the factory's true quality level.
Negotiate Terms
Once you have chosen a factory based on sample quality, negotiate the full terms: payment milestones tied to quality checkpoints (not just time), defect tolerance (AQL 2.5 for major, 4.0 for minor), remedy for defective pieces (replacement within 14 days or credit), delivery timeline with specific dates, and packaging and shipping responsibilities. Put everything in writing in the purchase order.
Place a Trial Order
Your first order should be a trial, not your entire inventory plan. Even if you are confident in the factory, start with a quantity you can afford to lose. A successful trial order builds trust and gives you reference samples for future orders. A failed trial order limits your financial exposure and tells you this factory is not ready for your full business.
Inspect Before Shipment
Always inspect before authorizing final payment. Use the QC checklist on this site. For orders over $5,000, consider hiring a third-party inspection service like SGS or Intertek. For smaller orders, request detailed photos of your actual pieces with date stamps, or do a live video walkthrough of your production batch. Never release final payment based on photos the factory selected — either inspect personally, use a third party, or do a live unscripted video review.