Creating custom embroidered T-shirts is a step-by-step process that combines creativity, technology, and craftsmanship. Whether you're ordering a small batch for an event or launching your own branded apparel line, understanding how embroidery works (from garment selection to final delivery) can help you make informed decisions and ensure a high-quality result. In this article, we walk you through the full process of producing custom embroidered T-shirts, from fabric to final packaging.


Step 1 – Choosing the Right Garment and Fabric

Why Not All T-Shirts Are Equal

While all T-shirts might look similar at first glance, their construction can vary dramatically in terms of fabric quality, weight, stretch, and fit. Choosing the right shirt is the foundation for successful embroidery. Some shirts are made with thin or loosely knit fabric, which may not support dense stitching well. Others might not hold their shape, leading to puckering or distortion during embroidery.

Preferred Blends for Embroidery

For best results, opt for T-shirts made of 100% cotton or cotton-poly blends with a tight weave. Ringspun cotton is especially favored for its softness and durability. Blends like 60/40 cotton/polyester work well too, providing added stretch and resistance to shrinking. Avoid fabrics that are too thin, sheer, or overly stretchy (e.g., tri-blends or rayon-heavy garments), as they pose more challenges for clean embroidery.


Step 2 – Design Preparation

Converting Your Logo or Graphic into a Stitch File

Before a design can be embroidered, it needs to be converted into a machine-readable format known as a digitized file (commonly .DST or .PES). This process translates visual elements into a specific stitch path that embroidery machines can follow. It’s not just a simple file conversion—it requires professional software and an understanding of how thread behaves on fabric.

Understanding Digitization and Stitch Count

Digitization impacts the stitch count, which directly affects the embroidery time and cost. A simple logo might contain 5,000 stitches, while more intricate designs can exceed 20,000. Stitch count also depends on size, fill areas, and font choices. A well-digitized design will ensure proper thread density, clean edges, and minimal distortion—especially on stretchy or lightweight fabric.

Choosing Colors and Thread Types

Once the design is digitized, you’ll select thread colors to match your brand or desired look. High-quality polyester or rayon threads offer a wide color range and durable finish. Specialty threads (e.g., metallic, glow-in-the-dark) can be used for visual impact but may require slower production speeds or additional adjustments.


Step 3 – Machine Setup and Test Runs

Hooping and Placement Accuracy

Proper hooping (securing the fabric in a frame) is essential to prevent shifting during stitching. Placement matters too: most T-shirt logos go on the left chest, but options include center chest, sleeve, or back. Hooping guides and measuring tools help ensure consistent placement across garments in a batch.

Performing Test Stitches on Samples

Before the full run begins, it's best practice to test the design on a sample shirt or swatch of similar fabric. This confirms that the thread color, size, tension, and alignment are accurate and that the fabric responds well to the stitching.

Final Checks Before Full Run

After testing, operators double-check thread paths, stabilizer setup, needle condition, and hoop tension. A green light at this stage minimizes issues later in production, especially for large orders.


Step 4 – Production and Quality Control

Stitching the Batch

Once everything is set, the machines are loaded with multiple shirts and begin stitching in batches. High-capacity embroidery machines can run dozens of heads simultaneously, each producing the same design in sync.

Spot Checks for Thread Issues and Alignment

Throughout the run, trained staff perform spot checks for thread breaks, alignment issues, or tension irregularities. If an error is detected, it’s easier to isolate and fix it early before the full batch is completed.

Post-Production Trimming and Cleaning

After stitching, garments go through finishing, which involves trimming excess thread, removing backing stabilizers, and sometimes light pressing or steaming. This step ensures the embroidery looks polished and professional.


Step 5 – Finishing and Delivery

Packaging Custom Apparel

Once the T-shirts are embroidered and cleaned, they are folded and packaged. Packaging can be customized depending on the order type like individual bags, bulk stacks, or branded boxes.

Timelines and Expectations

Typical turnaround for custom embroidered T-shirts can range from 5 to 15 business days depending on the complexity and quantity of the order. Rush options may be available, but designs must be finalized early to stay on schedule.

Common Extras (Labels, Tags, Folding)

Many clients request custom neck labels, hang tags, or retail folding to give the final product a premium, shelf-ready look. These extras can often be handled in-house or coordinated with fulfillment partners.


Tips for a Smooth Custom Embroidery Experience

  • Communicate clearly with your embroidery provider about fabric type, design expectations, and placement.

  • Always review and approve digital mockups or sample swatches before full production.

  • If you're planning to reorder later, save your digitized file and garment specs for consistency.

  • Allow buffer time for revisions, especially during peak seasons.

Embroidery may be more complex than printing, but when done right, it produces a premium finish that elevates any garment. By understanding the full process, you can better collaborate with providers, avoid surprises, and ensure your custom embroidered T-shirts turn out exactly as you envisioned.