What to send an embroidery business for a quote
The right details help an embroiderer review stitch complexity, garment suitability and production requirements before quoting.
Short answer: Send the garment style and fabric, placement, finished artwork size, quantities by colour and size, thread colour references, any existing stitch file, label requirements and delivery date. Ask the embroidery team to confirm digitising needs, stitch limits and the final proof.
Identify the garment and decoration area
Give the exact garment name and product code if known. Include the supplier, fabric, colour and size breakdown. Identify the embroidery position on each garment line. Chest, sleeve, cap panel and other locations have different usable areas and construction.
If the customer is supplying garments, state who will deliver them, the expected arrival and how they are packed or identified. Do not add garment purchase cost when no garment purchase is being made by the print house.
Send artwork that can be reviewed
Attach the original vector or high resolution artwork and a clear reference image of the intended size and placement. Give the finished width and height or the single dimension that must remain fixed. Identify fine lettering, small counters and other details the embroiderer should inspect.
If you have a previous stitch file, provide its format and version. Do not assume that a print file is ready for embroidery or that a supplied stitch file is suitable for a different garment or size. Let the embroidery team determine whether digitising or file changes are required.
Provide colour and quantity details
- Thread colour names or supplier codes, if selected
- A Pantone reference as a visual starting point when relevant
- Garment quantity by colour and size
- Number of embroidery locations and designs per garment
- Any labels or finishing that need to be added with the embroidery
A Pantone value does not guarantee a thread match. The embroidery team should confirm the available thread colour and approval method.
Embroidery quote checklist
- Garment name, code, fabric and colour
- Artwork file and intended finished dimensions
- Placement reference for every garment style
- Quantity by size and colour
- Existing stitch file, if available
- Thread colour references, deadline and delivery needs
Review the sew out and final proof
Ask what proof or sew out the shop recommends for the design and garment. Check size, placement and thread colours, then record who approved it. Keep any requested changes with the next revision so the production team works from the intended version.
The Garment Studio Print House preview can help structure job details. Live customer communication and hosted order records are not active.
Common questions
Can a printer use a PNG logo for embroidery?
The image can help the embroidery team review the design, but it may need to be digitised into a stitch file. Ask the embroiderer what source files it accepts.
Will a Pantone code match an embroidery thread?
Not necessarily. Thread ranges use their own colours. Share the reference and ask the embroidery team to confirm the closest thread and approval process.
What is a sew out?
A sew out is a stitched sample used to review how a design embroiders. Ask the production team whether one is appropriate for the garment, artwork and order.