Custom Embroidery Proof & Approval FAQ
Custom Embroidery Proof & Approval – Frequently Asked Questions
Every custom order at PAYRESPECTS is made to order — that means before we stitch a single thread, we want to make sure the design is exactly right. Here's everything you need to know about the proof and approval process.
What is a digital proof, and will I receive one?
Yes — every custom order receives a digital proof before production begins. Your proof is a digital mockup showing your design, text, thread color(s), and placement on the garment. It gives you a chance to review and approve the artwork before we start embroidering.
When will I receive my proof?
Proofs are typically sent within 1–2 business days after your order is placed, once our design team has reviewed your order details and any files you submitted. You'll receive your proof by email to the address used at checkout.
What exactly does the proof show?
Your digital proof will include:
- A mockup of the embroidery design on your selected garment
- Placement and sizing of the embroidery
- Thread color selections
- Any text, names, or custom wording as it will be stitched
Please review all details carefully before approving.
When does production start?
Production begins only after you approve your proof. Because every item is custom-made to order, we do not start stitching until we have your written approval. This protects you from receiving something you didn't expect — and protects us from wasted materials.
How do I approve my proof or request changes?
Simply reply to the proof email with one of the following:
- "Approved" — and we'll move your order straight into the production queue.
- Revision request — describe the changes you'd like (e.g., different font, adjusted placement, color change) and we'll send a revised proof, usually within 1 business day.
There is no limit on the number of revisions for reasonable design adjustments prior to approval.
How long does proof approval affect my overall production timeline?
Our made-to-order production time begins after approval, so the faster you respond to your proof, the sooner your order ships. If you're ordering for a deadline (event, wedding, corporate function), please let us know in your order notes so we can prioritize your proof.
A typical timeline looks like this:
- Day 1–2: Proof created and sent to you
- Day 2–4: You review, request any changes, and approve
- After approval: Production begins (allow standard production time per your product listing)
What is the response window? How long do I have to approve?
We ask that you respond to your proof within 3 business days. If we don't hear back, we'll send a follow-up reminder. After 7 business days with no response, your order may be placed on hold and could affect your estimated ship date.
What happens if I don't return my approval?
If we don't receive approval within 7 business days after follow-up attempts, your order will be placed on hold. We'll reach out one final time before any further action is taken. To avoid delays, please keep an eye on the email address you used at checkout — proof emails sometimes land in spam folders.
Tip: Add our email to your contacts to make sure you never miss a proof.
Can I make changes after I've approved?
Once a proof is approved and production has started, we're unable to make changes to the design. Please review your proof thoroughly before sending approval — check spelling, placement, colors, and sizing. If you catch an error before responding, simply reply with your correction instead of approving.
What if I need my order by a specific date?
Please include your deadline in the order notes at checkout. We'll do our best to accommodate time-sensitive orders, but we can only guarantee timelines based on prompt proof approval. Rush production may be available — contact us before ordering if you have a tight deadline.
Still have questions?
We're happy to help. Reach out to us before or after placing your order and a member of our team will get back to you promptly.
ARTWORK & PROOF APPROVAL
Please review all customer-supplied artwork, especially AI-generated designs, for misspellings, distorted letters, and incorrect details. Artwork cleanup does not include correcting every error; extensive edits may cost extra, with your approval.
Provide your intended wording as typed text and note any corrections needed. Before approving your proof, carefully check all spelling, dates, numbers, and design details. Approval confirms the artwork is ready for production.