Item Description
Clear, specific identification: metal type, gemstone details (carat, cut, color, clarity), weight, serial or inventory numbers, and any known treatments or repairs to avoid later disputes.
A formal contract protects both parties by documenting price, item condition, and transfer of title. It creates evidence for tax reporting, insurance claims, and dispute resolution while clarifying responsibilities for payment, delivery, and returns.
Properly completed contracts support tax compliance, insurer requirements, and later resale or appraisal activities for all parties involved.
An individual purchaser signs to accept ownership, payment obligations, and any disclosed limits on warranty or return; identity and payment method should match contract details to avoid disputes and tax reporting issues.
A dealer or broker signs to transfer title and disclose material facts (repairs, treatments, provenance). Licensed sellers often attach appraisal and authenticity documentation and may provide limited warranties.
Clear, specific identification: metal type, gemstone details (carat, cut, color, clarity), weight, serial or inventory numbers, and any known treatments or repairs to avoid later disputes.
Total purchase price, deposit amount, payment schedule, accepted payment methods, and any escrow or financing terms. Include provisions for late payment fees or holdback for verification.
How and when ownership transfers, shipping method, insurance responsibility during transit, and required signatures on delivery to allocate risk appropriately.
Seller statements on authenticity, legal title, absence of liens, and appraisal references. Buyer may acknowledge opportunity to inspect or to obtain independent appraisal.
Any express warranty, duration, return window, and conditions that void warranty—for example, unauthorized modifications or improper servicing.
Choice of governing law, forum selection, and whether disputes go to arbitration or court; also allocation of costs and prevailing party fees where allowed.
| Field | Configuration |
|---|---|
| Signature Type | Email link with audit trail |
| Authentication | Email plus SMS code for second-factor |
| Attachments | Require PDF appraisal and photos |
| Retention | Store signed PDF and audit log for minimum retention period |
Ensure the selected platform supports export of a signed PDF, an audit certificate, and configurable signer authentication to meet evidentiary needs.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | Yes, 7-day trial | Varies by plan | Varies by plan | Varies by plan | Varies by plan |
| Bulk Send | Yes (Premium) | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA) | Yes (BAA) | Yes (BAA) | No | No |
A dated professional appraisal with issuer details supports declared value for insurance, tax, and resale; include serial or certificate numbers and appraiser contact information.
Third-party gemological or lab reports confirm treatments and origin; attach PDFs and reference report numbers in the contract body for clarity.
High-resolution images showing hallmarks, serial numbers, and overall condition are essential; label images and reference them by file name in the agreement.
Receipts, prior bills of sale, or provenance documents help establish a clean chain of title and mitigate lien or ownership disputes.
Specify the date or days after signing when deposit must clear.
Set the deadline for full payment and consequences for late payment.
Define expected delivery or pickup date and acceptable delays.
Allow a specific period for independent appraisal before final acceptance.
Retain records sufficient for IRS reporting timelines (see IRC §6501(a)).
Buyer delivers written offer including item reference and proposed price.
Both parties sign; deposit is paid and receipt issued.
Item shipped or transferred and buyer acknowledges receipt.
Signed contract and attachments are stored with retention schedule applied.