What Happens After You Request a Quote
You submitted a quote request, and spoke with our team. You are waiting for the next step. This article explains exactly what happens between your approval and the box arriving at your door.
At Northwest Custom Apparel in Milton, Washington, we have refined our order process over 47 years. We have produced orders that shipped same-day and orders that required three weeks of coordination. We have learned that transparency prevents surprises. Surprises delay orders, increase costs, and damage relationships.
This guide covers our five-step process. It also covers what we need from you at each step to keep production moving.
Step 1. Order Form and Project Definition
Every order starts with a sales order form. This is not a generic template. It is a structured document we complete together during our initial conversation.
We record:
- Garment brand, style number, and color code (e.g., Gildan G185 in Black)
- Size breakdown with quantities per size
- Decoration method (screen print, embroidery, DTG, DTF, laser engraving)
- Design placement (left chest, full back, sleeve, etc.)
- Delivery date and shipping address
- Special instructions (rush scheduling, individual names, custom tags)
Why this matters: A complete order form prevents the most common production errors. Wrong garment color. Missing sizes. Conflicting delivery dates. We have seen orders delayed by three days because the initial request specified “navy” and the approved mockup showed “midnight navy,” which are different colors from different manufacturers.
We confirm every detail before the form is finalized. You receive a copy for your records.
Step 2. Art Preparation and File Review
Once the order form is complete, your project moves to our art department. This is where your design becomes production-ready.
File Format Verification
We require vector files for screen printing and embroidery (AI, EPS, PDF with fonts outlined). We accept high-resolution PNGs at 300 DPI for DTG printing. If your file does not meet these standards, we flag it immediately. We do not proceed with production files that will produce poor results.
For guidance on preparing production-ready files, see our article on how to design a custom t-shirt for our equipment. For technical specifications on line weights, color counts, and minimum sizes, see our technical logo design rules for embroidery and printing.
If your design is not yet production-ready, our custom artwork and graphic design services create vector files from sketches, concepts, or low-resolution images. Steve Deland, our Art Director since 2017, handles brand identity work and ensures every file meets our technical requirements before production begins.
Digitizing for Embroidery
For embroidered orders, our art team converts your vector logo into a stitch file using Pulse DG/ML software. This process determines:
- Stitch path (the sequence in which the machine sews each element)
- Stitch density (how closely the stitches are packed)
- Underlay pattern (the foundation stitches that stabilize the design)
- Thread color assignments
A complex left-chest logo with 12,000 stitches takes 2 to 4 hours to digitize. A simple text-only design takes 30 minutes. Rush digitizing is available for urgent orders.
For more on our digitizing process, see our logo digitizing for embroidery service page.
Screen Separation for Screen Printing
For screen-printed orders, we separate your design by color. Each color requires a separate screen. We output films at high resolution and burn screens on our M&R exposure unit. A three-color design requires three screens, three setups, and three production passes.
DTG File Preparation
For DTG orders, we adjust color profiles for garment type and print white underbase on dark fabrics. No screen setup is required. File preparation takes 15 to 30 minutes.
The output of this stage is a high-resolution digital mockup showing your design on the actual garment color and style. You receive this mockup in Step 3.
Step 3. Order Approval and Art Proof
This is the most important checkpoint in our process. We never skip it. We send you two documents for review and written approval.
The Order Approval
This document verifies all logistical details:
- Garment brand, style, color, and size quantities
- Decoration method and placement locations
- Pricing breakdown (garment cost, setup fees, production cost, shipping)
- Delivery date and shipping method
- Billing information
Check carefully: Verify every size and quantity line. A common error is ordering 24 mediums and 24 larges when you meant 48 mediums. The order approval is your last chance to catch this before production starts.
The Art Approval
This document shows a visual mockup of your design on the actual garment. It confirms:
- Exact artwork placement (e.g., “left chest, 3.5 inches wide, centered vertically between collar and pocket”)
- Design dimensions in inches
- Thread colors or ink colors with Pantone codes
- A high-resolution mockup on the specific garment color
Check carefully: Read every word for spelling errors. Confirm the logo is centered and at the correct height. Verify Pantone codes match your brand guidelines. Compare the mockup to your vision of the final product.
Real Examples of Approval Mistakes
We have seen costly errors that signed approvals would have prevented:
- A client approved a mockup with their company name misspelled. The error was in the original file they provided, but they did not notice it on the mockup. We produced 200 shirts with the misspelling. Because the approval was signed, the client accepted responsibility and reordered at full cost.
- A client expected a logo on the left sleeve. The order approval specified left chest. The mockup showed left chest. The client signed without reviewing. We reproduced the order at cost, but the delay pushed delivery past their event date.
Our policy: Production does not begin until we receive signed approval on both documents. This protects you from errors and protects us from disputes.
Step 4. Production and Quality Control
After we receive your signed approvals, your order is scheduled for production. We do not queue orders randomly. We schedule by delivery date, decoration method, and equipment availability.
Screen Printing Production
Our M&R screen printing line applies plastisol or water-based ink through mesh screens. Each color requires a separate screen and a separate print pass. A three-color design on 100 shirts takes approximately 3 hours of press time plus setup and breakdown.
During production, our press operator checks:
- Registration alignment between colors
- Ink coverage consistency
- Curing temperature (plastisol cures at 320°F)
- Garment placement consistency
Embroidery Production
Our Tajima TMAR-KC 8-head machine runs at 1,100 RPM. A standard left-chest logo on a polo takes 8 to 12 minutes per garment depending on stitch count. We use DCP (Digitically Controlled Presser Foot) technology to adjust for fabric thickness automatically.
During production, our operator checks:
- Thread tension consistency
- Color accuracy against the approved sample
- Placement alignment on each garment
- Trim quality (no loose threads, no birdnesting)
DTG Production
Our Kornit Storm Hexa printer applies water-based CMYK ink directly to the garment. White underbase is printed first on dark garments, then color layers. A full-color design on a dark shirt takes 4 to 6 minutes per garment.
During production, our operator checks:
- Pretreatment uniformity
- White underbase coverage
- Color accuracy against the digital proof
- Nozzle performance (clogs cause banding)
Fabric content affects every printing method we use. For guidance on how cotton, polyester, and blend compositions impact print quality, durability, and cost, see our cotton vs polyester guide for custom apparel. Choosing the right fabric for your printing method prevents production issues before they start.
Final Inspection
Every garment is inspected before packaging. We check for:
- Correct decoration placement and orientation
- Color accuracy
- Fabric defects (stains, holes, irregular stitching)
- Size accuracy (tag matches order)
Defective garments are pulled and replaced from inventory. We do not ship defective items.
Step 5. Delivery and Follow-Up
Once production and inspection are complete, your order is packed and prepared for delivery.
Packaging
Bulk orders are packed by size for easy distribution. Individual name orders are packed separately with labels. Webstore orders are packed individually with packing slips and shipped direct to the recipient.
Shipping and Tracking
We ship via UPS Ground for standard delivery. Expedited shipping is available at cost. You receive a tracking number when the package ships. Local pickup is available at our Milton, WA facility.
Delivery Confirmation and Reorder
We follow up within 48 hours of delivery to confirm satisfaction. If there are issues, we address them immediately. For company uniform programs, we store your approved files and setup materials for faster reordering. For custom webstore clients, employees can reorder individually without administrative involvement.
Turnaround Times by Decoration Method
| Method | Standard Turnaround | Rush Available? | Best For |
|---|---|---|---|
| Screen printing | 10 business days | Yes, 5-day rush | Bulk orders, events, teams |
| Custom embroidery | 10 business days | Yes, 5-day rush | Workwear, uniforms, premium apparel |
| DTG printing | 48 hours | Yes, same-day on open slots | Small runs, photos, samples |
| DTF printing | 48 hours | Yes, same-day on open slots | Polyester, synthetics, blends |
| Laser engraving | 5 business days | Yes, 3-day rush | Leather, awards, premium items |
Rush scheduling depends on current production load. Call 253-922-5793 to confirm availability.
What We Need From You to Keep Production Moving
| Stage | What You Provide | What Happens If Delayed |
|---|---|---|
| Step 1 | Complete order details, delivery date | We cannot schedule production |
| Step 2 | Production-ready vector file or high-res image | Art department rework adds 1–3 days |
| Step 3 | Signed order and art approvals | Production does not begin |
| Step 4 | No action required | N/A |
| Step 5 | Correct shipping address, receiving contact | Delivery delays, returned packages |
Frequently Asked Questions
Changes after approval may incur additional costs and delay production. Contact us immediately if you need changes. We will assess the impact and confirm options before proceeding.
Rush production is available for all methods. Rush fees vary by method and schedule availability. Call 253-922-5793 to discuss your deadline.
Yes. We ship to any U.S. address. For businesses with distributed teams, our custom webstores allow individual ordering and direct shipping to each employee.
We replace defective garments at no cost. Notify us within 5 business days of delivery with photos of the defect. We pull a replacement from inventory and ship it immediately.
Yes. We produce pre-production samples for orders over 48 pieces. Samples add 3 to 5 business days to the timeline but prevent costly errors on bulk orders.
Start Your Order
We have produced custom apparel for Washington businesses since 1977. Every order runs through our 5-step process at our Milton, WA facility. We do not outsource. We do not skip approvals.
Call: 253-922-5793 | Toll-free: 1-800-851-3671
Email: sales@nwcustomapparel.com
Visit: 2025 Freeman Rd E, Milton, WA 98354
Request a Quote and Start Your Order →
About the Author
Erik Mickelson is the Operations Manager at Northwest Custom Apparel in Milton, Washington, with 29 years of hands-on experience in embroidery digitizing, screen printing, and custom apparel production. He graduated from Washington State University in 1996 and founded the Apparel Graphic Academy. His father, Jim Mickelson, founded Northwest Custom Apparel in 1977.
