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?

500 pieces per design per size. We focus on high-volume production and wholesale for global brands.

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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