Checklist template

Jewelry repair and special order handling

A ready-to-use checklist with 116 items in 6 sections, covering Intake, Documentation, Vendor tracking, Storage, Quality check, Pickup. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 116 Items
  • 100 Yes / No checks
  • 6 Scored ratings
  • 130 Points

Use this template How audits work

1. Intake 19 items

  1. Take-in is done at the counter over a pad, in view of a camera Yes / No 1 pt
  2. The item stays in the customer's sight until it is sealed in its envelope Yes / No 1 pt
  3. The item is cleaned before it is examined Yes / No 1 pt
  4. Fragile stones (opal, emerald, pearl) are kept out of the ultrasonic cleaner Yes / No 1 pt
  5. The item is examined under a loupe in front of the customer Yes / No 1 pt
  6. Stones are checked with a diamond tester in front of the customer, where the store has one Yes / No 1 pt
  7. Metal and stones are described in neutral terms (yellow metal, white stone) unless tested or documented Yes / No 1 pt
  8. Existing damage (chipped stones, worn prongs, thin shank, scratches) is shown to the customer Yes / No 1 pt
  9. The stones are counted in front of the customer Yes / No 1 pt
  10. The item is weighed in front of the customer Yes / No 1 pt
  11. The item is photographed at take-in Yes / No 1 pt
  12. The current ring size and the requested ring size are measured, not taken from the customer's memory Yes / No 1 pt
  13. For a watch, the employee notes whether it runs and the condition of the crystal and band Yes / No 1 pt
  14. The customer is told that water resistance is not guaranteed after a battery change unless the watch is pressure tested Yes / No 1 pt
  15. The promised date comes from the posted turnaround times of the jeweler or vendor Yes / No 1 pt
  16. The customer is told that work above the estimate needs their approval first Yes / No 1 pt
  17. Employees do not state a value for a customer's item unless qualified to appraise Yes / No 1 pt
  18. The employee asked could list the take-in steps in order Yes / No 1 pt
  19. Thoroughness of the take-ins observed or sampled Rating
    • Examined, tested and shown to the customer 5 pts
    • Examined but not shown to the customer 3 pts
    • Accepted without examination 1 pt

2. Documentation 20 items

  1. Each job has a numbered repair envelope, and the numbers run in sequence with none missing Yes / No 1 pt
  2. The customer receives a claim copy bearing the same number Yes / No 1 pt
  3. The envelope shows the customer's name and two ways to reach them Yes / No 1 pt
  4. The envelope shows the stone count, the weight and the condition noted at take-in Yes / No 1 pt
  5. Hallmarks, inscriptions and watch serial numbers are written on the envelope Yes / No 1 pt
  6. The take-in photo is attached to the job or stored under its number Yes / No 1 pt
  7. Work instructions are specific ("size from 6 to 7 1/2", "retip 4 prongs"), not "repair ring" Yes / No 1 pt
  8. The estimate and any deposit are written on the envelope Yes / No 1 pt
  9. The customer signs the description, the condition and the terms Yes / No 1 pt
  10. A risk waiver is signed for work on fragile or heat-sensitive stones Yes / No 1 pt
  11. The replacement value declared by the customer is recorded where company policy requires it Yes / No 1 pt
  12. The job is entered in the repair system or log on the day of take-in Yes / No 1 pt
  13. A change to the estimate shows who approved it and when Yes / No 1 pt
  14. Each special order has an order sheet with style number, metal, size, stone details, price and deposit Yes / No 1 pt
  15. The special order sheet states the cancellation terms and carries the customer's signature Yes / No 1 pt
  16. Engraving text is written or typed by the customer and initialed, with the font chosen Yes / No 1 pt
  17. For a custom design, the sketch or rendering approved by the customer is signed and kept with the order Yes / No 1 pt
  18. Of 5 open envelopes sampled, number with every field completed Number
  19. Open repair jobs at the time of the visit Number
  20. Completeness of repair and order paperwork Rating
    • Complete on every job sampled 5 pts
    • Minor fields missing 3 pts
    • Description or signature missing 1 pt

3. Vendor tracking 20 items

  1. Each item sent out is listed on a manifest with its envelope number, the date and the destination Yes / No 1 pt
  2. Parcels are packed and sealed by two employees or under a camera Yes / No 1 pt
  3. Parcels travel by the insured carrier or courier that company policy names for their value Yes / No 1 pt
  4. The outside of the parcel carries no word or name that reveals jewelry Yes / No 1 pt
  5. The tracking number is recorded on the manifest Yes / No 1 pt
  6. Receipt of each parcel by the vendor is confirmed and noted Yes / No 1 pt
  7. The log shows a due-back date for every job at a vendor Yes / No 1 pt
  8. Jobs approaching their promised date are chased with the vendor Yes / No 1 pt
  9. The customer is called before the promised date when a job will be late Yes / No 1 pt
  10. Returned parcels are opened under a camera and checked against the manifest on arrival Yes / No 1 pt
  11. Jobs done by an in-store jeweler are signed out to the bench and signed back in Yes / No 1 pt
  12. The vendor's confirmation of each special order, with its expected ship date, is on file Yes / No 1 pt
  13. The customer is told of a special order delay within one business day of the store learning of it Yes / No 1 pt
  14. The vendor's charge is compared with the estimate before the customer is called Yes / No 1 pt
  15. Pieces brought in on approval for a customer are logged with their return date Yes / No 1 pt
  16. The manager reviews a list of open jobs by age every week Yes / No 1 pt
  17. Jobs past their promised date at the time of the visit Number
  18. Age of the oldest open job (days) Number
  19. Jobs at an outside vendor at the time of the visit Number
  20. Tracking of jobs out of the store Rating
    • Location and due date known for every job 5 pts
    • Known for most jobs 3 pts
    • Jobs that cannot be traced 1 pt

4. Storage 16 items

  1. Customer property is kept in the safe or a locked drawer, never in an open drawer or under the counter Yes / No 1 pt
  2. Customer property is stored apart from store merchandise Yes / No 1 pt
  3. Envelopes are filed by number or by promised date Yes / No 1 pt
  4. Jobs to send out, jobs awaiting approval and jobs ready for pickup are filed in separate, labeled sections Yes / No 1 pt
  5. Every item is sealed in its envelope; no loose piece lies in the drawer Yes / No 1 pt
  6. Several pieces in one envelope are bagged individually Yes / No 1 pt
  7. Strung pearls and other delicate pieces are stored flat Yes / No 1 pt
  8. Replaced parts (old batteries, removed stones, cut-off gold, watch links) are bagged inside the job envelope Yes / No 1 pt
  9. Special order pieces received are tagged with the customer's name and kept with their order sheet Yes / No 1 pt
  10. Only employees authorized by the manager have access to customer property Yes / No 1 pt
  11. Envelopes on hand are counted against the open-job report at least weekly Yes / No 1 pt
  12. Customers with jobs ready for more than 30 days have been contacted, with each attempt noted Yes / No 1 pt
  13. Unclaimed items are held and handled as company policy and local regulation require Yes / No 1 pt
  14. Of 10 open jobs sampled from the report, number located within 2 minutes each Number
  15. Finished jobs uncollected for more than 30 days Number
  16. Safekeeping of customer property Rating
    • Locked, separated and counted 5 pts
    • Locked but not counted 3 pts
    • Unsecured or mixed with store stock 1 pt

5. Quality check 22 items

  1. Each returned job is inspected under a loupe before the customer is called Yes / No 1 pt
  2. The work done is compared with the instructions on the envelope Yes / No 1 pt
  3. The stone count is compared with the count at take-in Yes / No 1 pt
  4. The weight is compared with the weight at take-in, and any difference is explained by the work Yes / No 1 pt
  5. The item is compared with its take-in photo Yes / No 1 pt
  6. Each stone is tested for tightness Yes / No 1 pt
  7. The ring size is verified on a mandrel Yes / No 1 pt
  8. Sizing seams cannot be seen on the shank Yes / No 1 pt
  9. Solder joints show no pits or porosity Yes / No 1 pt
  10. New or retipped prongs do not catch on a cloth Yes / No 1 pt
  11. The piece is polished, with no tool marks left Yes / No 1 pt
  12. Rhodium plating on white gold is even, with no yellow showing Yes / No 1 pt
  13. Clasps close and safety catches hold Yes / No 1 pt
  14. Engraving matches the text signed by the customer, letter for letter Yes / No 1 pt
  15. A serviced watch runs, shows the correct time and date, and has its case back secured Yes / No 1 pt
  16. Restrung pearls are knotted as ordered Yes / No 1 pt
  17. A special order piece is checked against its order sheet for style, metal stamp, size and stones Yes / No 1 pt
  18. The number on a diamond's grading report is matched to the stone's inscription, where one exists Yes / No 1 pt
  19. Unsatisfactory work goes back to the jeweler or vendor before the customer is called Yes / No 1 pt
  20. The employee who inspected the job initials and dates the envelope Yes / No 1 pt
  21. Jobs sent back for rework in the last 30 days Number
  22. Workmanship of 3 finished jobs inspected during the visit Rating
    • No defect found 5 pts
    • Minor finish flaws 3 pts
    • Work incomplete or incorrect 1 pt

6. Pickup 19 items

  1. The customer is contacted on the day the job passes inspection Yes / No 1 pt
  2. Each contact attempt is noted on the envelope with its date Yes / No 1 pt
  3. The claim copy is asked for at pickup Yes / No 1 pt
  4. Without a claim copy, photo identification is checked and recorded on the envelope Yes / No 1 pt
  5. An item is released to another person only with the customer's recorded authorization Yes / No 1 pt
  6. The work is shown and explained to the customer before payment Yes / No 1 pt
  7. The customer tries on a sized ring before leaving Yes / No 1 pt
  8. The balance is collected, with the deposit applied, before the item is released Yes / No 1 pt
  9. The customer signs and dates the envelope to confirm receipt Yes / No 1 pt
  10. Replaced parts are returned to the customer Yes / No 1 pt
  11. The warranty on the work is written on the receipt Yes / No 1 pt
  12. The customer is invited to return for a prong check and cleaning at the interval the company recommends Yes / No 1 pt
  13. For a special order, the customer checks the piece against the order sheet before final payment Yes / No 1 pt
  14. Grading reports and appraisal documents are handed over with the piece Yes / No 1 pt
  15. Completed envelopes are filed and kept for the period set by company policy Yes / No 1 pt
  16. A complaint about finished work is recorded and referred to the manager the same day Yes / No 1 pt
  17. Name of the store manager Short text
  18. Overall handling of customer property and orders Rating
    • Controlled from take-in to pickup 5 pts
    • Controlled with paperwork gaps 3 pts
    • Items at risk 1 pt
  19. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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