Custom Iron On Patches operates a two-stage approval process: a free digital proof on every order, returned within 24 hours, and an optional paid physical sample for orders of 250 units or more. The physical sample cost is credited against the full order if the customer proceeds. This policy lets customers verify both design and physical product before committing to bulk production.
This page documents both stages, what’s included, and how to request a physical sample.
Stage 1 – Digital Proof (Free, Every Order)
A digital proof is sent to every customer within 24 hours of artwork submission. The digital proof is included free on every order and is the primary approval stage before production begins.
What the Digital Proof Includes
The digital proof shows:
- The patch design at exact production scale
- All dimensions in millimetres
- Pantone colour references for thread, ink or PVC compound
- Backing type (iron-on, sew-on, hook-and-loop, adhesive)
- Border type (merrow, laser-cut, hot-cut, hand-cut)
- Patch base fabric (twill, felt, polyester)
- A representative visual of the finished patch
Digital Proof Approval
The customer reviews the proof and either:
- Approves the proof in writing (email confirmation or quote portal sign-off), production begins
- Requests changes, design adjustments, colour changes, dimension changes, backing changes, at no extra cost
Proof revisions are unlimited. The customer can request as many revisions as needed before approval. Production does not begin until the customer is fully satisfied with the digital proof and provides written approval.
Digital Proof Turnaround
| Stage | Time |
| Initial proof | Within 24 hours of artwork submission |
| Revision proof | Within 24 hours of revision request |
| Final approval | Customer-led, no time limit |
The 24-hour digital proof turnaround applies during UK working days. Proofs requested over weekends or bank holidays are returned on the next working day.
For full ordering process detail, see how to order custom patches.
Stage 2 – Physical Pre-Production Sample (Paid, For Larger Orders)
For orders of 250 units or more, customers can request a physical pre-production sample before the full batch begins. The physical sample is a real, manufactured patch produced using the exact materials, equipment and process that will be used for the full order.
What the Physical Sample Confirms
The physical sample lets customers verify:
- Actual finished appearance – colours, textures and dimensions in real materials
- Stitch quality (embroidered) or weave detail (woven) at production scale
- PVC mould definition – sharpness of edges and surface finish
- Print clarity and colour accuracy (printed patches)
- Chenille texture – feel and density of the chain stitch
- Backing performance – adhesion, fixing and feel
- Border finish quality
A physical sample answers the question that a digital proof cannot: does this look and feel right?, which is the question every B2B procurement team and large-order buyer needs answered before committing to bulk production.
When a Physical Sample Is Recommended
A physical sample is recommended when:
- Order quantity is 500+ units – verification is high-value at this scale
- The patch will be applied to high-visibility uniform or product – uniforms, branded merchandise, regulated insignia
- The artwork includes fine detail – to confirm detail renders as expected
- Specific Pantone matching is critical – to verify thread or ink colour matches the brand specification
- The order is the first with Custom Iron On Patches – to verify quality before establishing a supplier relationship
- The order is part of a B2B framework agreement – pre-production approval is often required by procurement standards
Physical Sample Cost
| Patch Type | Sample Cost | Notes |
| Embroidered | from £25 per sample | Includes digitising, machine setup, single sample patch |
| Woven | from £30 per sample | Includes weave file preparation and single sample |
| PVC | from £50 per sample | Includes mould creation and single sample patch |
| Printed | from £20 per sample | Includes file preparation and single sample |
| Chenille | from £35 per sample | Includes chain-stitch setup and single sample |
Sample costs vary based on patch size and complexity. The exact sample cost is confirmed at quote stage.
Sample cost credited against full order: if the customer proceeds with the full order after sample approval, the sample cost is credited against the order total. The customer effectively pays only for the additional production beyond the sample work.
Physical Sample Lead Time
A physical sample typically takes 5-10 working days from artwork approval to dispatch. Sample lead time is similar to standard production lead time because the sample is produced using the same workshop processes.
Adding a physical sample to an order timeline means:
| Stage | Time |
| Artwork submission to digital proof | Within 24 hours |
| Digital proof approval | Customer-led |
| Physical sample production | 5-10 working days |
| Sample dispatch and delivery | 1-2 working days |
| Sample review and approval | Customer-led |
| Full order production | 5-10 working days |
| Full order dispatch | Same day as production completion |
| Total timeline including sample | 15-25 working days from artwork approval to delivery |
For time-critical orders where sample-and-then-order timelines do not work, the team can advise on alternative risk-reduction approaches at quote stage.
How to Request a Physical Sample
Physical samples are requested at the quote stage, not after digital proof approval. To request a sample:
- Mention “physical sample required” in the quote request when submitting via the quote form or by email
- Specify the quantity of full order so the 250 unit threshold can be confirmed
- Confirm the sample cost when the team returns the quote, the team will list the sample cost separately from the full order cost
- Approve the sample order to begin production
- Receive the sample within 5-10 working days
- Approve or request revision of the sample
- Confirm the full order to proceed with production (sample cost credited)
Sample Programme for B2B and Public Sector Buyers
Custom Iron On Patches operates an enhanced sample programme for verified B2B accounts including schools, councils, NHS, MoD framework agreement holders, and large corporate procurement teams.
For verified B2B accounts:
- Pre-production samples may be supplied at preferential rates or at no charge for first-time procurement evaluations
- Multi-design sample sets can be supplied for procurement panel reviews
- Samples can be branded as “PROOF, NOT FOR USE” to comply with procurement audit requirements
- Sample documentation (specification sheets, quality certificates) supplied alongside physical samples
To register as a verified B2B account, see bulk and trade enquiries.
What Sampling Is Not
Two things this policy does not include, to set clear expectations:
1. Free Sample Patches Sent on Request Without Order Intent
Custom Iron On Patches does not send free sample patches in response to general enquiries unconnected to an active quote. Free sample programmes operated by some online marketplaces are typically funded by overseas mass production economics that do not apply to UK manufacturing.
For B2B buyers and procurement teams evaluating Custom Iron On Patches as a potential supplier, the workshop offers:
- Showroom visits to the Birmingham workshop (by appointment)
- Demonstration of existing patches and patch types in a meeting
- Discussion of past projects and case studies
- Verified B2B sample programme (above) for active procurement decisions
2. Stock Sample Catalogue
Custom Iron On Patches manufactures bespoke patches to order. The workshop does not maintain a stock catalogue of generic sample patches available for purchase. Every patch produced is bespoke to a specific customer order.
For physical examples of patch types and finishes, prospective B2B customers can arrange a workshop visit to see live production and recently completed orders (with permission).
Frequently Asked Sample and Proofing Questions
Is the digital proof free?
Yes. A digital proof is included free on every order, returned within 24 hours of artwork submission. Unlimited proof revisions are also free. There is no cost for design, digitising or proofing on standard orders.
Can I get a physical patch before ordering?
Yes, for orders of 250 units or more. A physical pre-production sample is produced using the actual materials, equipment and process that will be used for the full order. Sample costs typically range from £20-£50 depending on patch type. The sample cost is credited against the full order if you proceed.
Do you send free samples?
Custom Iron On Patches does not send free generic sample patches. Free sampling programmes are typically operated by overseas mass production suppliers using economics that do not apply to UK manufacturing. For B2B procurement evaluations, verified accounts can access an enhanced sample programme.
How long does a physical sample take?
A physical sample typically takes 5-10 working days from artwork approval to dispatch. Total timeline including digital proof approval, physical sample, sample review and full production is typically 15-25 working days.
Why is there a 250-unit minimum for physical samples?
The 250-unit threshold makes physical sampling commercially viable. Below this threshold, the cost of producing a sample relative to the full order is high enough that most customers prefer to commit based on the digital proof alone. Above 250 units, the value of pre-production verification justifies the sample cost.
Can I request a physical sample for an order under 250 units?
Yes, but the sample cost is not credited against the full order in the same way. Below 250 units, a physical sample is treated as a separate paid order. The team can quote both the sample and the full order separately so the customer can evaluate the cost-benefit.
What happens if the physical sample doesn’t match my expectations?
Sample revisions are accepted in the same way as digital proof revisions. The customer can request changes to colour, detail, dimensions or finish, and a revised sample can be produced at additional sample cost. Once the sample is approved in writing, full production begins.
Are samples covered by the quality guarantee?
Yes. Physical samples are covered by the same quality guarantee as full orders. If a sample arrives with a manufacturing defect that does not match the approved digital proof, the sample is remade at no charge.
Can I keep the sample even if I don’t proceed with the full order?
Yes. Once the sample is paid for and produced, the customer keeps the sample regardless of whether the full order proceeds. The sample cost is only credited against the order total if the full order is placed.
Get a Quote With Sample Information
To request a quote with physical sample pricing, or to discuss sampling for a specific order:
- Request a free quote – mention “physical sample required” in the request
- Email: [email protected]
- Phone: 07746 501247
For full pricing detail, see the pricing guide. For ordering process detail, see how to order custom patches. For B2B account access to the enhanced sample programme, see bulk and trade enquiries.