Payment Terms, Samples and First Orders with a China Lab-Grown Diamond Supplier

Two days before the balance on a first order is due, the buyer receives an email from the supplier’s usual address: the company has “changed banks”, and the balance should go to a new account in Hong Kong. The email looks right and the amount is right. A phone call to the contact the buyer already knows shows that the supplier sent nothing. The order was fine. The payment step was the weak point.

Start with a sample order to check quality, communication and documents before committing to volume. For the first production order, agree the specification, inspection, documents, shipping and payment in writing on a proforma invoice. Common methods in this trade are bank transfer (T/T), often as a deposit with the balance before shipment, and letters of credit for larger orders. Terms vary by supplier and order, so get them confirmed for your order rather than assuming.

Sample order vs first order

A sample is only useful if it tests what you will buy later: the same shape, size range, quality band, report type and packaging as the volume order. See how to verify a supplier before ordering.

Common payment methods

Swipe the table to see more →

Protecting the payment

Most payment fraud in cross-border trade does not involve a dishonest supplier. It involves someone who has gained access to an email thread and sends new bank details at the right moment. Before paying:

1. Check that the account holder’s name matches the supplier’s registered company name. Groups often invoice through a related export company; that is normal only if it was explained before payment, not at payment.
2. Confirm any change of bank details by phone or video with a contact you already know, using a number you already have, not one in the email.
3. Be wary of pressure to pay quickly to “hold” stock or a price.
4. Keep payment records with the order records.

What the proforma invoice should state

For large orders, consider a third-party inspection before the balance is paid.

Shipping and duties

Agree the Incoterm, who pays duties and taxes, and whether insurance covers the full value to destination. Loose lab-grown diamonds fall under HS heading 7104, with their own subheadings since HS 2022 (7104.21 unworked, 7104.91 worked), and precious-metal jewelry under 7113; confirm the national tariff line with your broker. The export documents guide covers invoices, packing lists and Incoterms in detail.

After the first orders

Once a few orders have arrived as agreed, buyers often set standing specifications and reorder points, and discuss different payment terms as order history builds. Keep comparing each order with the approved sample. See building a long-term supply partnership.

Sample and payment questions

Written byKai Chen

Sales & Technical Director, NUVU

11+ years supporting global clients with lab-grown diamond product consultation and market analysis.

Credentials: GIA Graduate Diamonds (GD)

About NUVU. NUVU is the international brand of New Perspective Superhard Materials Co., Ltd. in Zhecheng, Henan, China. We grow HPHT lab-grown diamonds in-house and cut, polish and match stones in our own workshop.