What to Check Before Setting a Client-Supplied Diamond
A consistent intake checklist protects you as much as the client — verify the stone against its certificate, document condition, and get it in writing.
A client-supplied stone carries more risk for you than one you sourced yourself, simply because you have no history with it. A consistent intake process closes most of that gap.
Verify the stone against its certificate before you touch it
Confirm the stone in front of you actually matches its paperwork — measurements, carat weight, and any laser inscription on the girdle if present, checked against the report before any work begins. This protects both parties: it confirms the client is handing over what they believe they're handing over, and it protects you from any later dispute about whether the stone was swapped or damaged before it reached you. See our cert lab guide for what a proper report should state.
Document condition on arrival, not just weight
Photograph the stone from multiple angles on arrival, and note any existing inclusions, chips or wear visible under magnification before it goes anywhere near your workshop. This is standard intake practice for any client property, not specific to stones, but it matters more here given the value typically involved — a documented "before" record is the single best protection against a condition dispute after the job.
Get scope and expectations in writing
Record what work is being done, what setting style was agreed, and any specific instructions about the stone (a request to preserve original proportions on an antique-cut stone, for instance) in a signed intake form the client also receives a copy of. Verbal agreement is not enough protection for either party on a job involving a stone the client didn't buy from you.
Flag anything unusual before you start, not after
If the stone's proportions are unusual, if you notice something inconsistent with its paperwork, or if you have any doubt about whether it will set safely in the requested style, raise it with the client before beginning work — not after a problem has already occurred. This is also the moment to flag treatment status (a treated stone the client wasn't aware of, for instance) if it's evident and material to the job.
Related reading
- How to price setting-only work for client-supplied stones
- Insurance and liability for client-supplied stones
- Which cert lab to trust
Sources: intake and documentation practice per current jewellery trade guidance (Jewelers Mutual, JewelIntake) on client-property handling.
How to Price Setting-Only Work for Client-Supplied Stones
No stone margin to absorb overhead and risk, so setting-only pricing needs its own logic — not just your normal labour rate with the stone cost removed.
Insurance and Liability for Client-Supplied Stones
Standard jewellers block insurance doesn't automatically cover a client's property. Bailee's coverage is the specific policy line that does — check yours.
Talking Clients Through the Client-Supplied Stone Process
A client who's sourced their own stone is usually more engaged and better-informed than average — set expectations early and the relationship runs smoother.
Use Chaos as a stone sourcing layer
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