From Idea to Delivery

8 transparent steps — so you always know exactly where your order stands.

1
📋

Request a Quote

Start by submitting your requirements through our online quote form or by emailing us directly. The more detail you provide, the faster and more accurate your quote will be.

  • Your reference image, logo file, or design concept (JPG / PNG / AI / PDF accepted)
  • Patch type — Chenille, 3D Puff, NFC, Mixed Embroidery, etc.
  • Size (width × height in inches or cm)
  • Quantity required
  • Border finish preference (Merrowed / Laser Cut / Overlocked / Heat Cut / Folded)
  • Backing type (Iron-on / Velcro / 3M / Safety Pin / Sew-on)
  • Any special requirements
Tip: Not sure about your specifications? Send us your design and we'll recommend the best options for your use case and budget.
2
💬

Quotation — Within 24 Hours

Our team will review your requirements and respond with a detailed quotation within 24 business hours.

  • Unit price per patch (based on quantity, technique and complexity)
  • Sampling fee (if applicable)
  • Estimated production lead time
  • Suggested shipping options and cost
Note: Sampling fee is typically refunded or deducted from your bulk order upon confirmation.
3
🎨

Digital Proof (Electronic Artwork)

Before any physical work begins, our design team creates a precise digital artwork proof (带图 / mockup) showing exactly how your patch will look.

  • Colour-matched digital rendering of your design
  • Accurate size and proportion display
  • Thread colour selection shown (Pantone / thread code references)
  • Border style and shape confirmed
  • Unlimited revisions until you are 100% satisfied
Important: Please review the digital proof carefully — this is the stage to request any changes. Once approved, it becomes the production standard.
4
✂️

Sampling (Physical Sample)

Once the digital proof is approved, we produce your physical sample on our TAJIMA embroidery machines.

  • Sample produced in 4–7 working days (varies by design complexity)
  • High-resolution photos of the sample sent to you immediately
  • Physical sample can be shipped by express courier upon request
  • Complex multi-technique designs (e.g. Chenille + NFC) may require additional time
Our machines: All samples and production are run on TAJIMA embroidery machines — the gold standard in the industry, trusted by major global brands.
5
✅

Sample Approval

Review the sample photos (or physical sample) and confirm your approval via email. This is your final quality checkpoint before full production begins.

  • Approve by email confirmation or signed approval form
  • Request adjustments if needed — we will re-sample at no additional charge for minor changes
  • Confirm final quantity and delivery address at this stage
  • Production deposit payment processed upon sample approval
6
🏭

Mass Production

Full production runs strictly to the confirmed sample standard — no substitutions, no shortcuts.

  • Production lead time: typically 10–20 working days depending on quantity
  • Real-time production updates available on request
  • All 20 TAJIMA machines calibrated to the confirmed sample settings
  • Raw materials (threads, backing, fabric) sourced from approved suppliers only
7
🔍

Quality Inspection

Every order undergoes rigorous pre-shipment quality control before it leaves our Shenzhen factory.

  • 100% piece-by-piece visual inspection against the approved sample
  • Stitch density, colour accuracy, and border quality checked
  • Backing adhesion and functionality tested
  • Detailed QC report and production photos provided
  • Third-party inspection by SGS or Intertek available upon request
Zero compromise: Any piece not meeting the approved standard is rejected and replaced before shipment — always.
8
🚚

Shipment & Delivery

Your order is securely packed and dispatched via your chosen shipping method, with full tracking provided.

  • Express courier: DHL / FedEx / UPS (3–7 days worldwide)
  • Sea freight: LCL (groupage) or FCL for large volume orders
  • Tracking number provided on dispatch day
  • Commercial invoice, packing list, and COO documents included
  • Import duties and customs support guidance available
After delivery: We follow up to confirm your satisfaction. Repeat orders are processed faster — your approved sample file is kept on record permanently.

Watch the Process

See exactly how we produce and quality-check every order before it ships.

Step 7 — Thread Trimming & Quality Inspection

Every patch is individually trimmed and inspected before packaging. Zero-defect policy — any substandard piece is replaced, not shipped.

Laser Cut Border — Precision Edge Finishing

Watch how our laser cutting machine creates perfectly clean, precise borders on custom-shaped patches — no fraying, no rough edges.

Common Questions

Quick answers to what our customers ask most.

What is your minimum order quantity?

100 pieces per design per size. We welcome small orders from new customers and startups.

How long does sampling take?

4–7 working days depending on design complexity. Simple flat embroidery is typically 4 days; complex mixed-technique designs (Chenille + NFC) may take 7 days.

Can I get a sample before placing a bulk order?

Yes, always. We never skip the sampling stage. A physical sample ensures you are 100% happy before mass production begins.

What file formats do you accept for artwork?

We accept JPG, PNG, PDF, AI (Adobe Illustrator), PSD, and CDR. If you only have a low-resolution image, our design team can assist with artwork redrawing.

Do you offer third-party quality inspection?

Yes. We support SGS and Intertek third-party pre-shipment inspection upon request. Please advise us at the quotation stage.

What payment terms do you offer?

Typically 30–50% deposit upon order confirmation, balance before shipment. We accept T/T bank transfer, PayPal, and Western Union. Contact us to discuss flexible terms for large orders.

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