What Paperwork Should I Receive with a Diamond Purchase?
At minimum, you should receive the diamond's independent grading report and a detailed purchase invoice. Depending on the seller and the type of jewellery, you may also receive warranty documentation, care instructions, and material specifications for the setting. Together, these documents protect your investment, support any future insurance or appraisal needs, and serve as your permanent record of what you bought.
The Grading Report
This is the most important document. An independent grading report from GIA, HRD Antwerp, or IGI verifies the diamond's identity and quality: carat weight, colour grade, clarity grade, cut grade (for round brilliants), measurements, fluorescence, and any notable characteristics.
You should receive either the original paper report or confirmed access to the digital version through the laboratory's online verification system. In both cases, record the report number — it is your permanent key to the diamond's documented identity.
If the diamond has a laser inscription on its girdle, confirm that the inscription number matches the report. This physical link between stone and document is your strongest verification.
The Purchase Invoice
Your invoice should be detailed, not just a total. It should itemise:
- The diamond's specifications — carat weight, colour, clarity, cut, shape, and the grading report number and laboratory
- The setting details — metal type and purity (e.g., 18k white gold, 950 platinum), setting style, and any accent stones with their approximate total weight
- The price breakdown — ideally showing the diamond cost and setting/manufacturing cost separately
- The seller's full contact details — legal business name, address, and registration information
- The date of purchase and any applicable order or reference numbers
This level of detail serves multiple purposes. It is essential for insurance documentation, for any future appraisal, and as proof of purchase should you ever need warranty service or want to sell the piece.
Warranty or Guarantee Documentation
Many jewellers provide some form of warranty on their metalwork and settings. This may cover:
- Prong inspection and re-tipping
- Rhodium re-plating for white gold
- Manufacturing defects in the setting
- Stone tightening and security checks
The terms vary significantly by seller. Read the warranty carefully, note what is covered and for how long, and keep the document filed with your other paperwork.
For custom-manufactured jewellery, the warranty typically covers workmanship — not changes of mind about design choices made during the consultation process.
Care Instructions
Quality jewellers provide guidance on how to maintain your piece: cleaning methods, activities to avoid while wearing the ring (including exposure to chemicals, impact, and abrasion), and recommended service intervals for prong checks.
This may seem like a small detail, but proper care significantly extends the life of a setting and reduces the risk of stone loss. Keep these instructions accessible.
What You Might Also Receive
Depending on the seller and the nature of the purchase, additional documentation may include:
- A valuation or appraisal — some sellers include a written valuation for insurance purposes. Note that a seller's valuation and an independent appraiser's valuation may differ; for insurance, an independent appraisal is generally preferred
- Material certifications — for precious metals, some sellers provide hallmark documentation or assay certificates
- Design records — for custom-made pieces, you may receive CAD renderings or design specifications from the consultation process
What to Do with Your Paperwork
Store your documents securely — ideally both physical copies in a safe location and digital copies backed up online. You will need them for:
- Insurance applications — your insurer will want the grading report number, purchase price, and ideally an independent appraisal
- Future servicing — warranty claims require proof of purchase
- Resale or estate planning — complete documentation significantly supports the value of a diamond in secondary markets
The Arete Diamond Standard
Every purchase from Arete Diamond includes the full grading report from GIA, HRD Antwerp, or IGI, a detailed invoice with complete diamond and setting specifications, care instructions, and warranty documentation for the metalwork. For custom-manufactured pieces, we retain design records from the consultation process so your specifications are permanently on file.
Learn More
- Reports 101 — what a grading report contains and why it matters
- Report Number & Laser Inscription — matching your stone to its documentation
- Insurance & Appraisal Basics — what you need for proper coverage
- Online Report Verification — how to verify your grading report independently