How to Order Custom Labels: Step-by-Step from Brief to Delivery

Most delays in label orders do not happen on the loom or the printing press. They happen before production starts: a missing size, a logo in the wrong file format, an unclear fold, a proof waiting a week for approval. If you know what information a manufacturer needs and in what order things happen, a custom label order is a predictable process. This guide walks you through it step by step.

Step 1: Define the label

Start with a short brief. You do not need technical knowledge, but you should be able to answer these questions:

• Label type — woven, printed, care, size, hang tag, silicone, leather, metal, patch or heat transfer. Browse our woven labels and printed labels collections if you are unsure, or read woven vs printed labels.
• Size — finished width and length in mm. If you have not decided, use the label size guide.
• Material — for example damask or satin for woven labels, satin, cotton or Tyvek for printed labels.
• Fold — straight cut, end-fold, centre-fold, mitre-fold, loop fold or booklet. See label fold types explained.
• Colours — background colour and logo colours, ideally as Pantone references.
• Quantity — per design and, if relevant, per size or colour variant. The minimum is usually 1,000 pcs per design.
• Finishing and attachment — sewn in, iron-on, adhesive; ultrasonic cut edges; back coating if needed.

Step 2: Prepare your artwork

The best file is a vector file: PDF, AI, EPS or SVG, with text converted to outlines. Vector artwork can be scaled to any size without losing sharpness and lets the designer separate colours for weaving or printing. A high-resolution PNG or JPG can work as a starting point, but it will need to be redrawn, which takes time.

Give colours as Pantone references (for example from the Pantone solid coated or textile guides). Screen colours and home printouts vary too much to serve as a colour standard. For care labels, also send the full composition, care symbols and text in every language you need.

Step 3: Request a quote

Send your brief and artwork through the quote form. A complete request gets a precise price in one round, instead of a back-and-forth of questions. Include:

• label type, finished size in mm and fold
• material and preferred finish
• number of colours and Pantone references
• quantity per design and number of designs
• attachment method
• delivery country and required delivery date
• whether you need a physical sample first
• artwork files, or a photo of a reference label

Step 4: Approve the digital proof

The proof is a technical drawing of your label at real size, showing dimensions, colours, fold and where the design sits. Check it carefully: spelling, every language, fibre percentages, symbol order, colours and the area that disappears into the seam. The proof is your contract with the factory; what you approve is what will be produced.

Step 5: Physical sample

For a first order, a new label type or a critical colour match, a physical sample is strongly recommended. It shows the real texture, thickness, softness and colour, and lets you sew one into a garment. A physical sample can be made for every label type before bulk production. For a straightforward reorder of an existing label, you can usually skip this step.

Step 6: Final approval and production

Once you approve the sample or proof, production begins. Typical production time is 10–20 working days after approval, depending on the label type, quantity and how busy the season is. If you have a hard deadline, mention it in the quote request; express options are available for urgent orders, so ask us what is possible.

Step 7: Delivery

Finished labels are counted, packed by design and size, and shipped. Within the EU there are no customs formalities, which keeps delivery predictable. Ask us about shipping times to your country when you request a quote.

Typical timeline

Mistakes that cause delays

• Low-resolution or embedded logos that must be redrawn before a proof can be made.
• Size given without a fold, or a cut size confused with a finished size.
• Colours described in words ("dark blue") instead of Pantone references.
• Incomplete care data: missing languages, percentages that do not add up, no lining composition.
• Late proof approval, especially when several people need to sign off. Agree in advance who approves.
• Changing the design after approval, which restarts the proof and sometimes the sample.
• Ordering at the last minute before garment production, leaving no buffer for a sample.

Ordering checklist

1. Label type, finished size (mm) and fold decided.
2. Material, finishing and attachment method chosen.
3. Vector artwork with outlined text, or a clear image for redrawing.
4. Pantone colours listed.
5. For care labels: composition, symbols and all languages.
6. Quantity per design and per variant.
7. Delivery address and required date.
8. Decision on physical sample.
9. One person responsible for approving the proof.

Want to see finished examples before you brief us? Browse our Labels 2026 catalogue.

Frequently asked questions