Jewellery Manufacturing RFQ Checklist: What to Send Before Asking for a Quote

A complete jewellery manufacturing RFQ should tell a potential production partner exactly what is being made, how it should be made, how many pieces are required, and when they are needed. At minimum, include clear design files, metal and stone specifications, dimensions, quantities, finish, quality requirements, packaging needs, delivery destination, and target timing. The more precise the brief, the more useful the quotation will be.

Whether you are an independent jeweller, bridal studio, designer brand, or retailer testing a private-label collection, a structured request for quotation helps you compare suppliers on the same basis. It also reduces rounds of questions before sampling begins.

After the brief is ready, use the small-batch jewellery manufacturing guide to plan sample approval, variant quantities, quality checks and the first production order.

What is a jewellery manufacturing RFQ?

An RFQ, or request for quotation, is the information package a buyer sends to a jewellery manufacturer or production partner before asking for pricing. It is not simply a reference image with the question, “How much?” A useful RFQ defines the product and the commercial conditions closely enough for a supplier to identify assumptions, missing information, and cost drivers.

For custom and small-batch fine jewellery, the RFQ may cover one bespoke piece, a paid prototype, several styles for a capsule collection, or a repeat order. The same discipline applies at every scale.

1. Start with the commercial purpose

Explain what the quotation is for. Is it a one-off client commission, a sample for approval, a three-to-five-style collection, a first production run, or repeat manufacturing? This context affects how a potential partner interprets development work, tooling, sampling, and production quantities.

• Project type: bespoke piece, prototype, small batch, private label, or repeat order
• Number of styles and variants
• Estimated quantity per style
• Expected repeat potential, if known
• Target market and selling channel

Do not inflate the likely volume. A realistic first order gives both sides a better basis for planning.

2. Provide design files that can be interpreted

Send the clearest design information available. This may include a dimensioned sketch, technical drawing, CAD file, render, approved reference sample, or annotated photographs. Label the front, side, back, and critical construction details.

A reference image can communicate visual direction, but it usually does not define ownership, measurements, stone sizes, setting construction, or production tolerances. If the design is inspired by an existing product, specify which elements are references and which parts are original. Buyers should only submit designs and assets they have the right to use.

If CAD development is required, ask the supplier to separate design or development fees from production pricing. Efi’s bespoke process overview and bespoke gallery can help you organise the visual direction before making an enquiry.

3. Define metal specifications

“Gold ring” is not precise enough for a comparable quotation. State the metal, purity, colour, and any plating or finish.

• Metal: gold, platinum, or another agreed material
• Purity: for example, 10K, 14K, or 18K
• Colour: yellow, white, or rose
• Surface: high polish, satin, brushed, hammered, or mixed finish
• Plating: type and areas to be plated, if applicable
• Target or estimated finished metal weight, if available

Metal weight can change after CAD refinement, stone setting, ring-size changes, and engineering review. Ask the quotation to state the assumed weight and how final price adjustments will be handled.

4. Specify every stone

For each centre and accent stone, provide the type, shape, dimensions or carat weight, quantity, colour, clarity, treatment or growth origin where relevant, and certification requirement. Also state whether stones will be supplied by the buyer or sourced by the production partner.

For lab-grown diamonds, define whether a grading report is required and for which stones. Do not rely on the word “certified” alone; name the requested laboratory or ask the supplier to list the report type in the quotation. If you are still selecting stones, Efi’s diamond buying guide provides a useful starting point for the 4Cs and specification choices.

5. Include dimensions, fit, and functional details

Small dimensional changes can materially affect appearance, durability, stone setting, metal weight, and cost. Include ring size, band width and thickness, pendant dimensions, chain length, earring post type, clasp, articulation, engraving area, and any other functional detail.

Flag the dimensions that are fixed and those that may be adjusted for manufacturing. If a piece will be offered in several sizes, ask whether each size needs separate CAD work or tooling.

6. Define quality and approval checkpoints

A quotation is easier to evaluate when the expected approval process is known. State which checkpoints you require and who will approve them.

• CAD or technical drawing approval
• Resin, wax, or metal prototype, if needed
• Stone approval or grading report review
• Pre-production sample
• Finished-piece photographs or inspection record
• Final packing and shipping approval

Also specify hallmarking, engraving, logo placement, size tolerance, visual finish, and any testing or documentation your market requires. These requirements should be agreed before the first production order, not added after completion.

7. State quantity by style and variant

MOQ questions are meaningful only when the product mix is clear. A total order of 50 pieces could mean one design in one metal, or ten designs across multiple sizes and colours. Those are different production jobs.

List each style, metal colour, ring size, stone option, and quantity in a simple table or spreadsheet. For a new relationship, ask whether the supplier can quote a paid sample separately from the first batch. You can also review Efi’s current custom ring settings to communicate the type of construction or silhouette you have in mind.

8. Give a real timeline and delivery destination

Separate the dates for quotation, CAD approval, sample approval, production completion, and delivery. Tell the supplier if the project is linked to a launch, client event, trade show, or photography deadline.

Include the destination country and postcode or city. Ask whether freight, insurance, duties, taxes, and customs documentation are included or excluded. A low unit price is not directly comparable with a delivered price unless both quotations use the same assumptions.

9. Ask for a transparent quotation structure

Request the cost categories that matter to your decision. Depending on the project, this can include CAD or development, sample charge, mould or tooling, metal, stones, setting, finishing, engraving, packaging, testing, freight, and payment fees.

You should also ask:

• Which specifications or prices are provisional?
• How long is the quotation valid?
• What deposit and balance terms apply?
• What changes would trigger a revised quotation?
• What is the process for defects, repairs, or remakes?

This does not mean every supplier must use the same pricing model. It means you need enough detail to understand what is and is not included.

10. Protect the project information

Before sharing commercially sensitive files, decide what information is necessary at the quotation stage. Use clear file names and version numbers. If confidentiality is important, discuss an NDA and the permitted use of drawings, CAD files, photographs, and samples. Confirm who owns newly created CAD or tooling after payment.

Copy-and-use RFQ checklist

• Company, buyer name, and contact details
• Project purpose and target market
• Design name or SKU
• Sketch, CAD, render, or reference sample
• Metal, purity, colour, finish, and plating
• Stone type, shape, size, grade, origin, and certification
• Dimensions, weight target, ring sizes, and functional components
• Quantity per style and variant
• Logo, engraving, hallmark, and packaging requirements
• Approval and quality-control checkpoints
• Quotation, sample, production, and delivery dates
• Delivery destination and Incoterm or freight assumptions
• Requested price breakdown and payment terms
• Confidentiality and design-ownership requirements

Frequently asked questions

Can I ask for a quote with only a reference photo?

You can start a conversation with a reference photo, but a reliable production quotation normally requires dimensions, materials, stones, quantity, finish, and clarity about which design work is still required.

Should I request a sample before a small production run?

For a new design or new supplier relationship, a paid sample can help verify proportions, finish, setting, and communication before a larger commitment. Agree what the sample proves and what may still change in production.

How do I compare two jewellery manufacturing quotes?

Compare the same specification and delivery basis. Check metal assumptions, stone grades, development and tooling charges, sample cost, packaging, freight, duties, payment terms, quality process, and what happens if the design changes.

What if some specifications are not decided?

Mark them as open items and ask for clearly labelled options. For example, request separate pricing for 14K and 18K gold, or for buyer-supplied versus supplier-sourced stones. Do not treat an estimate based on assumptions as a final production price.

Ready to prepare a project brief?

Efi & Co works with enquiries involving custom fine jewellery, gold options, and diamond selection. Send the design information you already have through the contact page. If details are still missing, use the checklist above to identify the questions that should be resolved before quotation and sampling.