A jewellery purchase order should list every design with its code, photo, specification, quantity and unit price, and then set out the terms for plating, safety compliance, packing, inspection, payment and delivery. If something is not in the order, assume the maker will decide it for you.
Use the checklist below as a template. Ask the maker to sign or stamp the order and return a matching proforma invoice.
Parties and references
- Your company name and address, and the maker's registered name, GST number and IEC.
- Order number, date and the approved sample reference for each design.
- Currency and the Incoterm, for example FOB or CIF with the named port or airport.
Product details for each design
- Design code, a clear photo and a short description.
- Base metal, plating type and colour, plating thickness and anti-tarnish coating.
- Stone type, size, colour and setting method.
- Dimensions, weight and size breakdown, for example bangle or ring sizes.
- Quantity per design and per colour, and the unit price.
- Allowed tolerance on weight, size and quantity.
Compliance and quality
- The market the goods are for and the rules they must meet, for example EU REACH nickel, lead and cadmium limits or US CPSIA for children's items.
- Who arranges and pays for laboratory testing, and that bulk pieces may be tested, not only samples.
- A statement that no material or process may change without your written approval.
- Pre-shipment inspection: who does it, the sampling level and what counts as a defect.
Packing, delivery and payment
- Per-piece packing, inner packs, carton size and carton markings.
- Barcodes, hang tags, cards or branded boxes, and who supplies the artwork.
- Delivery date for goods ready to ship, and what happens if it is missed.
- Payment terms: the advance, the trigger for the balance and the bank details.
- What happens with defective pieces: rework, replacement or credit.
- Ownership of moulds and designs paid for by you, and an agreement not to sell your designs to others.
What this means for a buyer
A complete purchase order prevents most disputes before they start. Creston & Co works for buyers only, for a fixed fee agreed in writing: we help draft the specification and order, check the goods against it and supervise packing. See the imitation jewellery we source or ask for a free sourcing review.