Choose the unit you are buying
State whether the request is for loose beads, strands, matched stones or finished jewelry. Give quantities in that same unit. A strand count without bead size or strand length leaves room for very different offers.
For finished pieces, include a design reference, dimensions, findings, requested metal material and packaging. Separate each style and size in the quantity list.
Describe fit and acceptable variation
For beads, include diameter, hole size, shape and matching requirements. For cabochons, record dimensions and the fit required by the setting. Use references to explain the colour and matrix variation you can accept.
Ask how the supplier will select an assortment and how the approved sample relates to the batch. A carefully selected sample may not describe the variation across an entire order.
Keep material disclosure separate
Request the stated material identity, any treatment disclosure and available supporting information. A turquoise-coloured photograph cannot establish natural origin, treatment status or mine origin.
If documentation is required, ask what goods it covers and how those goods are identified. Keep appearance approval and outstanding material questions as separate entries in the sample record.
Send a purchase schedule, not just a collection photo
Use one line per requested item: reference; beads, strands or finished piece; dimensions; hole or setting fit; quantity and unit; acceptable appearance variation; material information requested; packaging. A detailed purchase list gives the supplier a clear basis for following up.
Keep sample and shipping arrangements in separate fields and request current terms. If several styles are pictured, label them so each response can be matched to its own item. The example format helps organize an enquiry; it does not establish the material identity or availability of any pictured item.
Make the sample decision usable
Record the sample reference, specification revision, observations and remaining questions. Specify what has been approved and what must change. Include packaging and labelling requirements for the destination in the request.
Brieftory can help organize a bead or jewelry brief and explore supplier conversations. The material offered, batch variation and commercial terms need confirmation for the particular order.
Prepare your request
Editorial references
Written by Brieftory. Background reading informed the general principles; product specifications and commercial terms require their own review.