Artwork & Digitizing Requirements for Custom Embroidery

Artwork & Digitizing Requirements for Custom Embroidery

To ensure your custom embroidery comes out perfect, all artwork must be prepared for digitizing. Digitization converts your design into a format that our embroidery machines can read, ensuring clean, detailed stitching for all hats, bags, scrubs, apparel, etc.

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Send your artwork or idea and get fast, accurate embroidery digitizing done right here in Colorado Springs.

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How to Submit Your Artwork

  • Email your artwork to support@loyaltyvibes.com
  • Include your contact info and a brief description of the item(s) you want. embroidered or you can request a quote
  • Please, specify thread colors if desired (we use premium threads, premium USA-made threads, premium specialty threads, and specialty metallic, neon, and glow-in-the-dark threads). Must be digitized to all specialty threads.
  • If, you need a color matched or exact color code matched, please have it ready.

Need a Quick Quote?

Email your artwork and we’ll send back a clear, upfront price for embroidery, digitizing or vector conversion.

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Digitizing Pricing

  • Digitizing starts at $40 for most designs, Detailed $75+, and Advanced $99+
  • Pricing will vary for highly detailed, bigger sizes or specialty designs
  • All expedited digitizing will carry a fee varying by artwork complexity
  • Once digitized and tested, your file is ready for embroidery on any of our services
  • Physical embroidered test samples are $25 each (not to keep - for digitizer's notes)
  • Digital mockups for approval before production are $14.99 each
  • All Premium Specialty Threads are $9.99 each per color/per design (must be digitized for this or these type of threads)
  • All Premium Made in USA Threads are also $9.99 each per color/per design (must be digitized for these types of threads)
  • All Basic, Classic, and Standard Threads are $2.99 each per color/per design (must be digitized for the types of threads)
  • Size adjustments are $9.99 each per adjustment. If digitizing and testing has been finalized and you need size adjustments, it can delay the process, especially if your design is very detailed - it will need tweaking, editing and re-testing to finalize the adjustments. If, your artwork was already finalized and files are closed out, it may need to be redigitized and will incur an additional $40 digitizing fee.
  • Digitized files are stored for 30 days only, no exceptions

 

Preferred File Formats

  • PNG (preferred for quality and transparency)
  • AI (Adobe Illustrator)
  • EPS, PDF, PSD, JPG, TIFF (all accepted)
  • Vector files are best for precise embroidery results

 

Artwork Guidelines

  • Keep designs simple if possible; extremely detailed artwork may require adjustments and higher costs.
  • We specialize in high quality fine detailed embroidery, if you have detailed artwork, logos, or designs - we will recommend or suggest what's best for your embroidery.
  • We do not accept any outside embroidery files to control quality, no exceptions.
  • Avoid gradients for small embroidery areas. designs or letters; use solid colors.
  • Please, have an idea of the size you're wanting. Size adjustments can cause delays in your order, and add additional fees.
  • Artwork cleanup starts at $25+ each/per design, depending on the severity of the file or cleanup. If, we must do artwork cleanup to prep for digitizing, we will mention this immediately, before the quote is even given.
  • Provide your exact logo or artwork colors for accurate color matching.
  • Include all text and layout exactly as desired. (how you want it embroidered)
  • Please, be kind to your artist. If, you have a logo kit, please send the PNGs in all colors you're requesting. (The more artwork prep or cleanup, the longer it will take to complete your order)
  • All AI (Artificial Intelligence) generated files, will incur a $45 fee each/per design for all artwork prep time. It is best recommended you only provide ready files, such as a PNG file. (This is not a digitizing fee, this is an artwork prep fee only to either recreate your design, or extract to cleanup the design)

 

What Makes a High-Quality Digitized File

A strong digitized file is the difference between clean, durable embroidery and a design that runs poorly, frays, or looks uneven. Here’s what separates professional digitizing from automated or low-quality files:

  • Proper Underlay – Establishes the foundation so stitches sit smooth on hats, hoodies, and textured garments.
  • Accurate Density – Enough coverage for clean fills without over-packing (which causes thread breaks), especially on structured hats.
  • Pull-Compensation – Adjustments that keep shapes accurate once stitched; critical for small text, sharp corners, and circles.
  • Correct Pathing – Optimized stitch order reduces jump stitches, prevents misalignment, and speeds production.
  • Thread-Type Calibration – Metallic, glow, neon, and USA-made premium threads all need unique settings to run clean.
  • Fabric-Matched Settings – Hats, puff, hoodies, polos, scrubs, and patches all require different stitch logic.
  • Rock-Solid Registration: This is the failure point that exposes most shops instantly. Poor registration drifting outlines, warped fills, misaligned borders happens when a shop outsources cheap digitizing or relies on auto-digitize presets. We engineer files on-site in-house for the exact hat structure, stitch angle, tension, and push/pull-comp behavior, so the embroidery lands exactly where it should on real Richardson caps. This is why our outlines stay tight, shapes stay true, and the final product looks like a premium brand-grade stitchout every single time.

Every file we digitize is tested on-site in-house, adjusted, and finalized for production-ready results.

 

How to Spot Bad Embroidery (So You Never Get Burned Again)

You shouldn't have to be an expert to recognize good embroidery. Once you know the signs, it becomes obvious why some shops sell “premium embroidery” but deliver stretched, warped, or sloppy hats. Here’s how to judge quality at a glance and why most bad orders fail before the first stitch is ever sewn.

  • Bad Registration: This is the #1 giveaway. If outlines are drifting, shapes look fuzzy, borders don’t land clean, or colors look shifted that’s failed registration caused by cheap outsourced digitizing or auto-generated files. When digitizing isn’t engineered for the hat’s structure, everything moves the second the machine runs.
  • Warped Lettering: Letters that look stretched, uneven, or ballooned show the digitizer didn’t calculate pull-comp or underlay correctly. It’s the hallmark of someone who doesn’t test on real hats.
  • Flat, Lifeless Stitching: If embroidery looks thin or weak, it means the file used minimal stitching to save production time. True premium embroidery has density, structure, and elevation not flimsy thread that sinks into the fabric.
  • Jumpy Stitch Paths: Excessive trims, thread jumps, or chaotic stitching patterns mean the digitizer didn't plan sequencing. This is why some embroidery looks messy on the inside and inconsistent on the outside.
  • “Egg-Shaped” Circles: A perfect circle is the ultimate test of digitizing quality. If it looks oval, squished, or uneven on a structured hat, that file was never built for real-world pull on a Richardson crown.
  • Misaligned 3D Puff: Gaps, wrinkles, crushed foam, or patchy coverage mean the shop ran a 3D file that wasn’t truly engineered for puff. Proper 3D puff requires specialized underlay, foam control, and stitch comp not a regular file with extra density.

Once customers see these signs, they never look at embroidery the same way again. They instantly understand why quality digitizing and in-house production matter and why their last order from another shop didn’t look right.

 

Why In-House Digitizing Matters (and Why 90% of Shops Cut Corners)

Anyone can click a button and send your artwork to a bargain digitizer overseas. That’s why so many shops offer “premium embroidery” but can’t control registration, density, sequencing, or how a file behaves on a structured hat.

We digitize every file on-site in-house because quality starts before the first stitch runs. When your file is engineered by someone who actually embroiders hats, not a random freelancer, you get:

  • Files built specifically for Richardson crown structure (6-panel, mid-pro, trucker, curved bill)
  • Correct pull compensation so outlines stay tight
  • Sequencing built for clean registration even on high-detail logos
  • Density dialed in for durability, not shortcuts
  • Underlay that locks the design in place instead of letting it walk

Most embroidery issues are digitizing issues and most digitizing issues come from outsourcing. This is why we never outsource anything.

 

Why Richardson Hats Require Precision Digitizing

Richardson hats perform differently on-machine than cheap blanks or unstructured hats. They’re stiffer, more durable, and have natural crown curvature, meaning designs must be digitized with precision, not guesswork.

  • Crown curvature affects registration if the file isn’t engineered for the curve.
  • Mid-pro hats fight back on density unless underlay is structured correctly.
  • Plastic mesh on 112 models shifts slightly and demands controlled stitch direction.
  • Structured fronts require smarter stitch flow to prevent distortion.

Your file MUST be engineered for this hat not a generic “one-size-fits-most” preset. That’s why our digitizing is hat-specific, model-specific, and tested right here in Colorado on the same hats you’re ordering. This is exactly why professional on-site embroidery matters. Need to order custom embroidered Richardson hats?

 

Premium Specialty Embroidery

For logos, small text, and highly detailed artwork, our premium specialty embroidery ensures every stitch is crisp, clear, and professional. We use advanced on-site in-house digitizing techniques, high-quality USA-made threads, and precise registration to handle even the most intricate designs.

  • Fine text and tiny logos embroidered with perfect detail
  • Complex multi-color designs handled with expert digitizing
  • Consistent, clean stitching for hats, bags, scrubs, and apparel
  • Designed for brands, businesses, and premium custom orders

With premium specialty embroidery, your designs come to life exactly as envisioned every time.

 

Specialty & Eye-Catching Embroidery Effects

Take your custom embroidery to the next level with specialty embroidery effects that make your design stand out. Perfect for hats, bags, scrubs, and apparel, these effects are fully digitized in-house for professional results.

  • Glow-in-the-dark embroidery for striking nighttime visibility
  • Metallic embroidery for elegant shine and premium appeal
  • Glitter embroidery for bold, eye-catching sparkle
  • Neon embroidery for vibrant, high-visibility designs

Every specialty embroidery effect is carefully digitized to maintain perfect stitch quality no skips, smudges, or misalignment. We ensure your design is executed with precision and flair, every time.

 

Real World Problems We Fix Every Day

If you’ve had a bad embroidery experience before, it wasn’t your artwork, it was the digitizing. Here are the most common issues customers bring to us from other shops:

  • Logos coming out stretched or distorted caused by files not engineered for hat curvature.
  • Outlines that don’t line up a clear sign of generic or auto-digitizing.
  • Designs that shrink when sewn poor sequencing and bad underlay planning.
  • 3D puff collapsing or splitting caused by incorrect foam control and stitch parameters.
  • Thread breaks and messy trims cheap files with no stitch logic.
  • 90% of bad embroidery jobs are all because of the digitizing.
  • Designs that looked good on screen but failed on hats the classic outsourced-digitizing problem.

We rebuild these files daily and once they see the difference, most customers never go back to cheaper shops again. At the end of the day, you may only care about your budget, and hey we get it. But others may only care about quality, and our quality is built different. But, hey don't take our word for it, or theirs, find out for yourself.

 

Made in USA Embroidery & Specialty Options

We use only premium, USA-made embroidery threads for maximum durability, consistency, and color accuracy. We do not use imported budget thread, period.

  • Premium USA-made threads embroidery
  • Metallic thread embroidery
  • Glow-in-the-dark embroidery
  • High-visibility neon thread embroidery
  • Specialty blends for small-detail logos embroidery

If your previous embroidery looked dull, fuzzy, or cheap, it’s usually because the shop used low-grade imported thread. We don’t cut those corners, we use only the best. View more for our specialty made in USA embroidery.

 

What We Can Digitize

We digitize artwork for nearly every embroidery application, from simple to highly detailed designs, browse all custom services we offer or view more custom embroidery services. Popular categories include:

  • Structured trucker hats (Richardson, Yupoong, Pacific, etc.)
  • Unstructured and dad hats
  • 3D puff hat embroidery
  • Performance hats and golf hats
  • Left-chest polos, sleeves, front or back and corporate apparel
  • Hoodies, crewnecks, jackets, sweatshirts, and heavy garments
  • Beanies and winterwear
  • Joggers and Sweatpants
  • Patches (merrowed and laser-cut)
  • High-detail logos with small text
  • Custom artwork, illustrations, and hand-drawn designs
  • And so much more.. just ask

 

Same-Day Embroidery Services

Need your custom embroidery completed fast? We offer same-day embroidery for hats, bags, scrubs, and apparel when your artwork is ready and digitized. Our in-house production ensures precision without sacrificing speed.

  • Available for all standard and specialty embroidery orders
  • Requires artwork and digitization prepped
  • Perfect for last-minute gifts, events, or promotional items
  • High-quality stitch work, no shortcuts

 

Rush, Emergency, & After-Hours Embroidery

When deadlines are tight, we’ve got you covered. Our rush, emergency, and after-hours embroidery services handle urgent orders without compromising quality.

  • Rush orders completed within 24–48 hours depending on quantity
  • Emergency same-day embroidery available for urgent projects
  • After-hours embroidery options for businesses or events with tight schedules
  • Premium, in-house embroidery using USA-made and specialty threads

 

Our Full Embroidery Services

We offer a wide range of professional embroidery services for hats, bags, scrubs, apparel, and more. Our in-house digitizing and specialty threads ensure every project meets the highest standards.

  • Custom embroidered hats, caps, and headwear
  • Embroidered patches and appliqués
  • Corporate and promotional embroidery
  • Specialty thread embroidery including metallic, glitter, neon, and glow-in-the-dark
  • Rush, emergency, same-day, and after-hours embroidery services
  • See all of our embroidery services in detail

 

Custom Embroidered Patches

Create high-quality embroidered patches for jackets, hats, uniforms, and more. Perfect for brands, teams, clubs, and promotional items. Explore all of our custom patches options.

  • Custom shapes, sizes, and designs
  • Digitized in-house for precision stitching
  • Premium threads, including metallic and specialty options
  • Available for local pickup or nationwide shipping

 

Custom Embroidered Hats

From classic caps to trendy Richardson models, we provide expert embroidery on all hat styles. Perfect for businesses, teams, and custom collections. See our hat embroidery services.

  • All hat styles embroidered with precision
  • In-house digitizing for crisp logos and designs
  • Specialty thread options available for standout effects
  • Same-day, rush, and emergency embroidery available

 

Our Local Colorado Expertise Since 2010

All digitizing and embroidery work is done on-site in-house right here in Colorado. We serve:

  • Colorado Springs (our home base)
  • Fountain, Monument, Manitou Springs, Falcon, Peyton
  • Pueblo, Denver, Loveland, Fort Collins (extended service areas)

Because everything is produced locally, you get faster turnaround, same-day options, and direct communication with the digitizer and embroidery techs. No outsourcing. No delays. No low-quality files. When you need custom embroidery from a company you can trust, choose Loyalty Vibes custom embroidery.

 

Why Customers Choose Us

  • In-house digitizing for the cleanest, highest-quality embroidery.
  • Premium USA-made threads and specialty options (metallic, glow, neon).
  • Fast turnaround including same-day, overnight, and emergency services.
  • Expert handling of fine details, tiny text, and complex artwork.
  • Transparent pricing with no hidden stitch-count games.
  • Production-ready files tested and fine-tuned on real machines.
  • Local Colorado business serving our community since 2010.
  • Full design support including cleanup, vector prep, and color matching.

 

Turnaround Time

  • Digitizing generally completes within 24–48 hours
  • Emergency, overnight, and rush options are available
  • Once digitized, embroidery can begin immediately
  • Artwork cleanup can delay your order by hours or days

 

Shipping & Local Pickup Options

We make it easy to get your custom embroidery, no matter where you are. View our shipping policy or choose the option that works best for you:

  • Local Pickup: Visit our Colorado Springs location or arrange a convenient meetup.
  • Delivery: Flat-rate local delivery within Colorado Springs, Fountain, Monument, Manitou, Falcon, and Peyton.
  • Nationwide Shipping: We ship custom embroidery anywhere in the USA with tracking included. Regular shipping is 5-8 business days, with 3 day options, and rush or expedited options.
  • Rush & Emergency Options: Available for both local pickup and shipping orders.

 

FAQs

Can I submit artwork from Etsy or online logos?

No, you must have the legal right to use the artwork. We do not embroider copyrighted material without permission. We do not accept any form of trademarked art, logos, or designs.

What if my design is very detailed?

We specialize in fine detailed digitizing and embroidery. Once we receive your artwork, we can suggest what needs to be done. Some highly detailed designs may need simplification or adjustment for embroidery. We will contact you with options before digitizing.

Can I submit hand-drawn artwork?

Yes! Submit a high-resolution scan or photo. We can digitize hand-drawn designs into embroidery ready files.

What if I only have a JPG or PNG?

No problem. PNGs are preferred for transparency, but we accept JPG, TIFF, and all other formats. Vector files can be ideal, but we still prefer PNG.

Can I order a custom Richardson hat if I don't live in Colorado?

Yes! Submit a quote request, and send us your artwork. We'll ship to you, as long as you're inside the USA.

Do you offer 3D puff digitizing?

Yes, we digitize 3D puff designs for in-house embroidery projects only. Puff requires specific densities, sequencing, and underlay methods to prevent blowouts, and we only produce files that match our machines, threads, and production standards. If your project requires puff embroidery, let us know and we will prepare it correctly.

Can you digitize low-resolution art?

Yes, we can digitize low-resolution artwork. If the file needs reconstruction or cleanup, there is a one-time artwork cleanup fee starting at $25. We will notify you first before any additional work is done.

How long does digitization take?

Typically 24–48 hours, Detailed 48–72, Advanced 72–120. Most designs we digitize and have testing finalized within a few hours. Our digitizing times will vary depending on the simplicity, detail and colors, or complexity of your artwork, logos, or designs. Rush, same-day, and emergency digitization are available depending on our production workload, your design complexity, and your project needs or deadline for an expeditied fee.

 

Related Quick Links

 

Talk to a Real Local Expert

We’ve digitized thousands of logos and embroidered thousands of hats for Colorado Springs businesses. Get real help, no outsourcing, no bots, just pros since 2010.

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How Can We Help?

Get fast support, a quote, or project guidance directly from our in-house team. No outsourcing. No delays. Every order is produced here in Colorado with premium USA-made materials.

Call, email, or hit live chat—whatever gets you moving quickest.

Availability:

Open Hours: Mon–Sat • 5AM–8PM | Sun • 6AM–6PM

• Phone / Email: Mon–Sat • 8AM–6PM MST/MDT

• Live Chat: 7 days a week • 5AM–10PM

We're closed all major holidays.

*Winter hours are weather dependent. Check our socials or top of site for closures.

(If you reach out by form or email, check spam/other—our replies are quick.)

Local pickup + $5-$15 delivery available throughout Colorado Springs, Fountain, Monument, Manitou, Falcon, and Peyton. Extended delivery available statewide.

Over 57k+ orders completed since 2010. | 100% in-house production. No outsourcing. | Colorado-owned and operated.

START YOUR QUOTE

Tell us what you need and we’ll respond with pricing, turnaround, and next steps, usually within minutes during normal hours.
Response Time Guarantee: Typical response time: 10–45 minutes during business hours. We reply fast, usually same hour, or same day.



Online Requests Accepted 24/7

You can submit quote requests, artwork, and general inquiries at any time. All responses are handled during normal business hours.

What to Include for Faster Quotes

Need a quote fast, provide as much detail as possible for all of your needs and reduce the back and forth to speed up the process. Details We Need:

For the fastest quote, include:

  • Item type, quantities, and materials
  • Sizes, colors, or color codes needed
  • Artwork (PNG, JPEG, JPG, PDF, AI, or a photo
  • Deadline / Event date
  • Pickup, delivery, or shipping preference
  • Embroidered, or printed and placement(s)

Emergency, Rush, After-Hours & Same-Day Services

Need last-minute embroidery or custom printing in Colorado? We keep a dedicated after-hours team ready for urgent projects, event deadlines, and same-day needs.

If it’s an emergency, and you need someone open now near you, don’t wait—reach out now and we’ll walk you through the fastest path to completion.

Embroidery Services:

Printing Services:

Why Customers Reach Out

When you need help from a company you can trust:

  • Fast quotes for embroidery, screen printing & custom hats
  • Help choosing the right garment, thread, or print method
  • Updates on active orders
  • Local pickup, delivery, or meet-up coordination
  • Bulk, corporate, team, and brand projects
  • Urgent, rush, and same-day production

FAQS Frequently Asked Questions

How fast do you respond?

Most messages get a reply within 10–45 minutes during business hours. After-hours messages are answered as soon as someone on our team is available.

Do you offer appointments?

Yes. Appointments are welcome during or after business hours, and can be scheduled if you prefer one-on-one project help.

Can I bring my own garments?

Yes. We accept customer-supplied items for embroidery and printing. We’ll review them for compatibility before production starts.

Do you take rush or same-day jobs?

Absolutely. We offer rush, after-hours, and same-day embroidery and printing. Contact us immediately for the fastest turnaround options.

How do I send artwork for a quote or order?

You can email it, or send it through live chat. PNG, JPEG, JPG, PDF, AI, or even a clear photo or screenshot works.

Do you offer local delivery or pickup?

Yes. We offer local pickup and $5-$15 delivery in Colorado Springs, Fountain, Monument, Manitou, Falcon, and Peyton. Extended statewide delivery is also available and nationwide shipping in the USA.

Can I submit a quote request outside of business hours?

Yes, you can submit contact forms, quote requests, and files or artwork at any time. All messages submitted after hours are reviewed during normal business hours.

CUSTOM FITTED HATS

High-end fit, stitched in-house, and built for brands who care about quality.

If you need a fast answer, reach out now—we’re here and ready.