Set up a receiving station before opening the parcel
An incoming jewelry inspection should establish what arrived, what matches the order, and which pieces can move forward for sale. Keep it visual and non-destructive. You are documenting a delivery, not testing metal composition, restoring finishes, or trying to prove why a problem occurred.
Clear a dry table and create three labeled areas: unchecked, checked, and hold. Keep the order reference and packing information beside the work area. Open one parcel or clearly identified group at a time so loose earrings and labels cannot migrate between deliveries. Use good light and a clean background for photographs.
Before removing the contents, note obvious packaging damage and photograph it if present. Preserve relevant packaging until any discrepancy is resolved under the applicable seller's instructions. Do not photograph addresses or other private delivery details into a shared staff guide when a cropped internal reference will serve the purpose.
Reconcile the order, packing list, and actual objects
Compare three things separately: what the order says, what the packing list says, and what is physically present. A packing list is not proof that every listed item is in the box. Conversely, a product not found in the first pouch may be in another package from the same shipment. Finish a careful, bounded search before describing it as missing.
Count in the ordered unit. Four pairs of earrings should contain eight matching earrings, but eight earrings alone do not establish four correct pairs. Check color, closure option, and design identity. For a set, list its required components before marking the unit complete.
The pictured product description identifies a brooch and matching clip-on earrings. In a receiving worksheet, that means checking one brooch and both earrings against the order, not recording each pouch as a separate complete set. Use the exact purchased version as the reference.
Inspect surfaces and construction in a fixed sequence
Start with the front, then the edges, side profile, and back. Look for an empty decorative position, a visibly displaced accent, a crack, peeling appearance, a distorted component, or unexpected residue. Record location and appearance rather than a speculative cause. A pale patch might be glare; view it from another angle before reporting finish loss.
Compare corresponding areas of an earring pair. Check that the intended layout is present, while allowing for a documented mirrored design. Inspect connecting links visually, especially where a hanging element meets its upper section. Do not pull at a component to see whether it will detach.
Observe the closure using ordinary intended handling only if you understand its operation and the seller's guidance permits it. If something resists, appears bent, or does not settle into its expected position, stop and place it on hold. Forcing it closed can change both the item and the evidence you need to describe.
This visual check does not establish alloy, stone identity, load capacity, long-term wear, or suitability for a person with sensitivities. Those are different questions requiring different evidence.
Write discrepancies so another person can find them
| Record field | Fictional example |
|---|---|
| Expected unit | One pair, Clear, stud closure |
| Received count | Two earrings |
| Observed issue | Left-position earring has an empty circular accent position beside the lower drop |
| Evidence | Whole pair photo plus close-up with the area marked on a copy |
| Stock state | Held; not released for sale |
| Next action | Send the exact item reference and ask for the applicable resolution process |
Keep the unmarked original photograph as well as any annotated copy. Include one overall view so the close-up cannot be confused with another style. If lighting changes the appearance, add an alternate view instead of applying a strong filter.
Separate missing quantity, wrong variant, and visible condition issues. A single note saying order bad is hard to investigate. A brief item-level record with quantities and photographs lets the recipient understand the problem without guessing which object you mean.
Hold the item without assuming the outcome
Mark held stock physically and in the inventory record. A piece can be in the building without being released for sale. Keep loose components with their identified parent item, individually contained, rather than placing them in a general spare-parts tray.
Contact the seller through the appropriate order channel and follow its current instructions. Marketplace procedures vary: Faire's order-issue guidance, for example, distinguishes several issue types and asks for item-level evidence. That is a useful reporting model, not a statement that an RJC purchase has Faire's deadlines or remedies.
Record the request, response, and agreed next action separately. Reporting a discrepancy does not mean a replacement has shipped or a refund has been received. If the instruction is to return the item, keep its identity attached throughout packing and dispatch. Do not repair or dispose of it on an assumption.
Release only the stock that has a clear receiving record
For each checked line, record who inspected it, when, the count released, and the storage or display destination. If a line has three acceptable pairs and one held pair, release three rather than blocking the entire line or quietly releasing all four. Keep the unresolved unit visible.
Finish with a table sweep: unchecked area empty, holds identified, packaging decision documented, and the physical count reconciled. This closing sequence prevents a photographed item from remaining loose on the desk after the record says it has moved to stock.
Use the reseller-lot questions guide before a future purchase; its job is pre-purchase evaluation, not receipt approval. For a focused stock request, contact Wholesale and Private Client Inquiries with clear categories and unit definitions. Good receiving records make later conversations precise without guaranteeing a supplier outcome.