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Wholesale Lab Grown Diamonds RFQ Checklist

Wholesale Lab Grown Diamonds RFQ Checklist

Wholesale Lab Grown Diamonds RFQ Checklist

A wholesale lab grown diamond RFQ should make the requested goods, documents, tolerances, quote format, and inspection process clear before suppliers price the order. Use separate RFQ lines when requirements differ by report status, size range, matching standard, parcel control, replenishment need, or made-to-order request.

The cited supplier guide describes sourcing paths that can include manufacturers, wholesale distributors, trading platforms, and brokers Uniglo Diamonds. A B2B sourcing guide also discusses certification, cut consistency, pricing references, and export documentation as review areas for buyers Lepdo Diamonds. A practical RFQ turns those review areas into fields that can be quoted, compared, and checked on receipt.

1. Define the Buying Scenario

Start by identifying the order type. Do not combine goods with different specifications or acceptance standards in one line item.

Common RFQ categories include:

For certified loose stones, request stone-level data. The cited diamond search page displays attributes such as shape, carat, cut, color, clarity, polish, symmetry, table, depth, length-to-width ratio, fluorescence, and lab report Whitehouse Brothers. Use the relevant attributes as RFQ columns so each quote can be reviewed against the same specification.

For melee, production parcels, or recurring supply, group requirements by SKU or lot. A line item can state size range, shape, color range, clarity range, calibration tolerance, report requirement, quantity, and whether substitutions are allowed.

2. Separate Required and Preferred Specifications

Required fields control acceptance. Preferred fields help compare quotes that otherwise meet the requirement. Keeping the two separate reduces disputes and makes price comparisons more useful.

Required specification fields may include:

The cited B2B guide discusses certification as part of lab grown diamond sourcing Lepdo Diamonds. The cited supplier guide references certified loose lab grown diamonds and names laboratories including IGI, GIA, and HRD in a wholesale supplier context Uniglo Diamonds. The RFQ should state which reports the buyer will accept rather than leaving that decision open.

3. Add Make and Visual Review Criteria

If make affects the finished jewelry or resale requirement, describe the review standard before requesting price.

For round brilliant stones, include the proportion fields the buyer will review, such as table percentage, depth percentage, girdle, culet, polish, symmetry, and cut grade. If detailed proportion limits are not part of the purchase, state the minimum accepted cut grade and any visual rejection criteria.

For fancy shapes, define the target outline and length-to-width ratio. If the buyer will review bow-tie effect, windowing, outline symmetry, corner style, or matched appearance, write those expectations into the RFQ as acceptance criteria.

For matched pairs, layouts, earrings, three-stone rings, bracelets, or repeat production, request side-by-side media or inspection notes if they are required for approval. State the maximum acceptable variation in dimensions, color range, clarity range, and overall appearance.

4. Specify Documents as Deliverables

Treat documents as part of the order. The RFQ should say which documents are required before shipment, with shipment, or after invoice.

For certified loose stones, request:

For parcels or melee, request:

Ask the supplier to identify its role in the transaction, such as manufacturer, cutter-polisher, wholesaler, broker, trading platform seller, or other intermediary. The cited supplier guide describes several supplier categories in the lab grown diamond supply landscape Uniglo Diamonds. This declaration helps the buyer align document requests, substitution approvals, and invoice review.

For cross-border orders, request export documentation requirements before finalizing the purchase order. The cited B2B guide discusses export documentation as part of the sourcing chain Lepdo Diamonds.

5. RFQ Decision Table

| RFQ decision | What to specify | Buyer risk if left open | Verification method | |---|---|---|---| | Supplier role | Manufacturer, cutter-polisher, wholesaler, broker, platform seller, or other intermediary | Responsibility for substitutions, delays, or rejected goods may be unclear | Supplier declaration and invoice entity review | | Grading report | Accepted labs, whether reports are required, and report scan timing | Quotes may reflect different document standards | Report number, scan or link, and inscription check if required | | Growth method | CVD, HPHT, either acceptable, or disclosure per stone or parcel | Mixed goods may not be visible in the quote | Report data, lot sheet, or supplier declaration | | Shape and make | Shape, measurements, ratio, cut fields, and visual criteria | Goods may meet broad grade ranges but not the product requirement | Measurement review, media review, and receiving QC | | Color and clarity | Accepted range and whether mixed ranges are allowed | Lower-priced quotes may reflect broader quality bands | Report review or parcel sampling | | Carat tolerance | Per-stone range, parcel total, average size, and overage allowance | Budget, yield, or setting fit may differ from expectation | Packing list and scale verification | | Substitution policy | No substitutions, pre-approved substitutions only, or equivalent substitutions within defined limits | Delivered goods may differ from the approved quote | Pre-shipment approval list | | Parcel controls | Piece count, lot ID, quality range, and calibration tolerance | Production yield may vary from the buyer's requirement | Lot sheet and random inspection | | Commercial terms | Currency, quote validity, shipping, insurance, taxes, and fees | Apparent price may not equal landed cost | Landed-cost comparison | | Rejection terms | Inspection window, return process, and restocking terms | Disputes may arise after receipt | PO terms and receiving report |

6. Buyer RFQ Checklist

Use this as the working RFQ template.

7. Quote Comparison Worksheet

Normalize the specification before comparing price. A quote for a broad color and clarity range should not be treated as equivalent to a quote with narrower ranges, tighter measurements, report scans, and pre-shipment media. The cited B2B guide notes certification, cut consistency, and pricing references as supplier sourcing considerations Lepdo Diamonds.

Create one row per stone, parcel, or SKU. Include:

For parcels, add piece count, total carat weight, average size, calibration tolerance, lot ID, and sampling result.

8. Purchase Order and Receiving Inspection

After selecting a supplier, convert the RFQ into a purchase order with the final specification attached. The PO should identify approved stones or approved parcel criteria, accepted report types, document requirements, shipment terms, inspection window, substitution rules, and rejection process.

Receiving inspection should follow the same fields used in the RFQ:

A buyer-ready RFQ is one that can be priced, fulfilled, and inspected against stated fields. For wholesale lab grown diamonds, define the product, documents, tolerances, substitution rules, and receiving process before comparing price.

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