What to Expect When Getting Custom Embroidery: A First-Timer's Guide

Getting custom embroidery for the first time can feel overwhelming. What should you bring? How long does it take? What will it cost? This guide walks you through the entire process so you know exactly what to expect.

Before You Visit the Shop

Gather Your Information

Before contacting an embroidery shop, have these details ready:

Your Design:

• Logo files (if you have them)
• Text you want embroidered
• Colors you prefer
• Size you want (measure it out)

Your Items:

• What you want embroidered (shirts, hats, bags, etc.)
• How many pieces you need
• Sizes needed (S, M, L, XL, etc.)
• Colors of the items

Your Timeline:

• When you need the items finished
• Any important dates or events
• Whether you need rush service

What Files to Bring

Best file types:

• Vector files (.ai, .eps, .pdf)
• High-resolution images (.png, .jpg at 300 DPI)
• Original logo files from your designer

Don't worry if you don't have perfect files - good embroidery shops can work with almost anything, including:

• Business cards with your logo
• Screenshots from websites
• Hand-drawn sketches
• Photos of existing embroidered items

Your First Visit to the Shop

What the Shop Will Do

When you arrive, the staff will:

1. Look at your design and discuss what's possible
2. Show you thread colors to match your brand
3. Suggest the best placement for your design
4. Recommend item types and colors that work well
5. Explain the digitizing process (converting your design)
6. Give you a quote with pricing and timeline

Questions They'll Ask You

Be ready to answer:

• What's this embroidery for? (business, event, gift, etc.)
• How will the items be used? (daily wear, special occasions)
• What's your budget range?
• When do you need them completed?
• Do you want to see a sample first?

What You Should Ask Them

Don't be shy about asking:

• Can you show me examples of similar work?
• How long will digitizing take?
• What's included in the price?
• Do you guarantee your work?
• Can I see the design before you start embroidering?
• What if I need changes after seeing the first piece?

The Digitizing Process

What is Digitizing?

Digitizing converts your artwork into instructions that the embroidery machine can follow. It's like translating your design into a language the machine understands.

What Happens During Digitizing

1. Design analysis - The digitizer studies your artwork
2. Stitch planning - They decide how to create each part
3. Color mapping - They assign thread colors to match your design
4. Size optimization - They adjust the design for your chosen size
5. Testing - They may stitch a sample to check quality

Timeline for Digitizing

• Simple designs: 1-2 business days
• Complex designs: 3-5 business days
• Rush service: Same day or next day (extra cost)

Digitizing Costs

• Simple text or logos: $25-50
• Complex designs: $50-100
• Rush digitizing: Additional $25-50

Good news: Once your design is digitized, you can reorder without paying this fee again!

Choosing Your Items

Popular Embroidery Items

Clothing:

• Polo shirts (most popular for businesses)
• T-shirts (casual and comfortable)
• Button-down shirts (professional look)
• Jackets and fleece (great for logos)
• Hoodies and sweatshirts (popular for teams)

Accessories:

• Baseball caps (highly visible)
• Beanies (winter promotion)
• Bags and backpacks (practical and promotional)
• Towels (sports teams, gyms)

Fabric Considerations

Best fabrics for embroidery:

• Cotton (easy to embroider, looks great)
• Cotton blends (durable and comfortable)
• Polyester (holds up well to washing)

Challenging fabrics:

• Very stretchy materials (can pucker)
• Very thin fabrics (may show backing)
• Heavily textured fabrics (uneven stitching)

Don't worry - experienced shops can handle almost any fabric with the right techniques.

Design and Placement Options

Common Placement Areas

Left chest (most popular):

• Professional and subtle
• Standard size: 3-4 inches wide
• Perfect for business logos

Full back:

• Large designs possible
• Great for team names and numbers
• Eye-catching and bold

Sleeves:

• Unique placement option
• Good for additional text or small logos
• Modern and stylish look

Hats:

• Front center (most common)
• Side placement (trendy)
• Back placement (casual)

Size Guidelines

• Left chest logos: 3-4 inches wide
• Back designs: Up to 12 inches wide
• Hat embroidery: 2-3 inches wide
• Sleeve designs: 2-4 inches wide

Remember: Bigger isn't always better. The design should fit the item proportionally.

Pricing and Payment

What Affects the Price

One-time costs:

• Digitizing fee: $25-100
• Setup fee: $0-50 (some shops include this)

Per-item costs depend on:

• Design complexity (more stitches = higher cost)
• Number of thread colors
• Size of the design
• Type of item being embroidered
• Quantity ordered (bulk discounts available)

Typical Pricing Examples

Simple text on polo shirt:

• Digitizing: $35
• Per shirt: $8-12
• Total for 12 shirts: $131-179

Company logo on jacket:

• Digitizing: $50
• Per jacket: $15-25
• Total for 6 jackets: $140-200

Name on baseball cap:

• Digitizing: $25
• Per cap: $6-10
• Total for 24 caps: $169-265

Payment Terms

Most shops require:

• 50% down when you place the order
• Balance due when you pick up
• Payment methods: Cash, check, credit cards
• Business accounts: Net 30 terms sometimes available

Timeline Expectations

Typical Turnaround Times

After digitizing is complete:

• Small orders (1-12 pieces): 3-5 business days
• Medium orders (13-50 pieces): 5-7 business days
• Large orders (50+ pieces): 7-14 business days

Rush service available:

• Same day: Very small orders, extra cost
• Next day: Small orders, significant extra cost
• 2-3 days: Most orders, moderate extra cost

Factors That Affect Timeline

• Shop's current workload
• Complexity of your design
• Availability of your chosen items
• Time of year (busy seasons: back-to-school, holidays)
• Weather (jacket orders spike in fall/winter)

Quality Control and Approval

What Good Shops Do

• Show you the digitized design before starting
• Stitch a sample for approval on large orders
• Check each piece for quality before finishing
• Allow you to inspect before final payment

What to Look For

Good embroidery has:

• Clean, even stitching
• Proper thread tension
• Colors that match your request
• Neat finishing with no loose threads
• Proper alignment and placement

Red flags:

• Puckered or gathered fabric
• Loose or uneven stitches
• Wrong colors or placement
• Visible backing material
• Skipped stitches or gaps

Picking Up Your Order

What to Check

Before you leave the shop:

• Count all pieces - make sure nothing is missing
• Check sizes - verify you got what you ordered
• Inspect quality - look at stitching and placement
• Test colors - make sure they match your expectations
• Ask about care - get washing and storage instructions

Care Instructions

Most embroidered items should be:

• Washed in cold water to prevent shrinking
• Turned inside out to protect the embroidery
• Air dried when possible (heat can damage threads)
• Stored properly to prevent snagging

Common First-Timer Mistakes

Design Mistakes

• Too much detail - Simple designs work better
• Wrong file format - Ask what they prefer
• Poor quality images - Blurry files create poor embroidery
• Unrealistic expectations - Embroidery has limitations

Ordering Mistakes

• Not ordering samples - Always see quality first
• Rushing the timeline - Good work takes time
• Choosing cheapest option - Quality matters
• Not planning for extras - Order a few extra pieces

Communication Mistakes

• Not being specific - Clearly explain what you want
• Assuming they know - Explain your intended use
• Not asking questions - Speak up if unsure
• Not getting written quotes - Always get details in writing

Finding the Right Shop

What Makes a Good Embroidery Shop

• Experience with projects like yours
• Portfolio of quality work
• Clear communication and helpful staff
• Fair pricing with detailed quotes
• Good reviews from other customers
• Clean, organized workspace

Red Flags to Avoid

• Won't show you examples of their work
• Prices that seem too good to be true
• Can't give you a clear timeline
• Poor communication or customer service
• Dirty or disorganized shop
• No written quotes or contracts

Find Quality Shops Near You

Use our directory to find experienced embroidery shops:

Search by your location:

• Browse by state to see all options
• Find shops in major cities
• Read reviews and compare services
• Get contact information and directions

Conclusion

Getting custom embroidery doesn't have to be stressful. Good embroidery shops want you to be happy with your order and will guide you through the process. Don't be afraid to ask questions, request samples, and take your time choosing the right shop.

Remember: this is likely the start of a long relationship. If you're happy with your first order, you'll probably be back for more. Take time to find a shop that does quality work, communicates well, and treats you fairly.

Your first custom embroidery experience should be exciting - you're creating something unique that represents you, your business, or your event. With the right preparation and the right shop, you'll love the results!