Custom Patch Artwork Requirements: Prepare a Clear Production Brief
To start a custom patch inquiry, share the clearest artwork or reference you have, the finished width and height, quantity and intended application. You do not need to guess stitch settings or produce a machine-ready file before asking for a feasibility review.
Have a logo, sketch or reference image?
Choose the product specification to review below. To start an inquiry, describe the artwork and provide finished size, quantity and application; final production details can be reviewed with the team.
Discuss your artwork requirements βThe aim is to separate what the design must communicate from the production decisions that still need checking. A large, sharp screen image alone does not show whether small text will remain readable on the finished patch.
What to send first
| Item | Useful information | Why it matters |
|---|---|---|
| Artwork or reference | Original vector artwork if available, otherwise a clear image or sketch | Shows the design intent and any details needing review |
| Finished dimensions | Width Γ height in mm or inches, including the intended outline | Sets the actual scale for lettering and fine lines |
| Exact wording | The final text, with spelling and capitalisation confirmed | Avoids relying on unclear lettering in a reference image |
| Colour references | Brand references or a physical reference when available | Helps distinguish approved colours from screen appearance |
| Application | Garment or product, placement and fabric information | Helps review attachment, flexibility and handling |
| Quantity and variants | Pieces per artwork, size and colourway | Defines the quote and the sample scope |
Artwork is not the same as embroidery machine data
A logo image describes appearance. An embroidery production file contains machine instructions. Digitising involves decisions about stitch types, sequence and settings; changing a file extension does not perform that work.
If you already have machine data, identify its format and send a preview and finished dimensions with it. The production team still needs to review compatibility and suitability for the intended material. Supported formats vary by machine and software; do not assume that one format is appropriate for every supplier.
Brother's design format documentation provides one manufacturer-specific example. It is a technical reference, not a statement about PAIPAI's equipment or accepted production formats.
Review small text at the actual finished size
Show which lettering, gaps or outlines must remain clear. Avoid approving only a magnified screen view. If a detail is too small, possible review options include simplifying the artwork, increasing the finished size or considering a different construction.
There is no single minimum letter height that can be promised for every font, thread, material and design. Wilcom explains how embroidery lettering differs from print fonts. Ask for a representative sample when lettering is critical to the project.
For a comparison of raised stitching and flatter woven detail, read embroidered vs. woven patches. Woven patches and folded woven clothing labels are different product specifications; identify which one your project requires.
Specify the outline, edge and colour intent
Include the finished outline and any internal cut-outs. Identify whether a border is part of the visible design and whether base fabric should remain exposed. Complex corners and narrow spaces need review with the selected construction; they should not be treated as automatically feasible.
Name the colour references that matter most and identify any intentional colour variations. A digital proof helps confirm placement and wording, but screen appearance is not a physical thread or material approval. Agree how colour and texture will be reviewed before bulk production.
For woven labels, include fold and sewing allowances
State the visible face dimensions and any end-fold, centre-fold or sewing allowance. The total cut length can differ from the visible label size. Include the label's intended position: neck, side seam, exterior branding or another garment location.
Do not use a folded clothing-label drawing as a substitute for a badge specification. See custom woven labels for clothing-label considerations.
Name your versions before sampling
- Give each artwork and colourway a unique reference.
- Mark the current version and identify any changes from the previous file.
- Keep the finished dimensions, quantity and backing with that reference.
- Confirm the approval sample against that same version.
- Record requested changes explicitly rather than approving a sample while leaving revisions unresolved.
This keeps similar designs from being confused during quotation, sampling and packing. Use the sample approval checklist to record the final decisions.
Share artwork without creating extra work
The inquiry form accepts project details; the product form also offers an optional artwork reference link. If using a file link, check that the recipient can open it without access to your private account. You can send a file directly through the website's WhatsApp link. Do not send account passwords with the artwork.
Have only a sketch? Describe the intended product, finished size and quantity, and identify any details you need help resolving. Artwork and construction can then be reviewed together. Request a custom patch quote β