Separate gold objects before weighing anything
Give jewellery, bars and coins individual numbers. For jewellery, record the item type and hallmark; for a bar, retain brand, serial and package; for a coin, copy its date, denomination, issue and original box.
Photograph every piece with clasps, joints, edges and accessories visible. A group view establishes count, but each scale image must identify exactly what is on the pan.
Make the scale reading reproducible
Show the scale at zero, then photograph the reading, unit and displayed decimal places. Note whether the figure is gross weight or a stated net-metal weight.
Keep grams, local taels and troy ounces in their original fields. Any conversion should show the method and must never overwrite the source reading.
Treat hallmarks as clues, not automatic fineness proof
Marks such as 999, 916 or 750 should be transcribed with their locations and photographs. Wear, solder, later clasps, hollow construction and mixed materials can affect interpretation.
Where further testing is proposed, record the method, sampled position and limitation before relying on the result. Do not file, cut or acid-test an object merely to complete a handover sheet.
Identify everything that is not the gold body
List stones, pearls, cords, steel springs, watch movements, fasteners and attached ornaments. Photograph how each component connects to the numbered item.
For hollow or damaged jewellery, note dents, breaks, missing sections and visible solder. Do not estimate absent metal or hidden filling without supporting examination.
Make deductions itemised and reviewable
Record a deduction only after the relevant object has been inspected and the basis has been stated. Separate non-gold weight, testing or handling charges and any other adjustment line by line.
Keep offered rate, fineness basis, gross weight, stated net weight and deductions in different columns. A final figure should be reproducible from the retained entries.
Before custody changes, reconcile the offered rate, fineness basis, gross reading, stated net basis and all itemised adjustments against the calculation.
Resolve any unexplained difference in count or weight while the numbered objects, scale images and supporting documents can still be compared together.
Make gross weight, net basis and custody entries agree at handover
Reconcile the gross reading, any supported net basis and the numbered objects first, then keep a continuous custody note with the handover date, count, each transfer, retained packaging and every unresolved point.
The handover sheet should state gross and net bases, fineness evidence, accessories and documents, allowing both parties to match objects with scale photographs without relying on memory.
