Chi 9 Designs

Custom Patch Turnaround, Rush Order & Artwork Conversion Policy

At Chi 9 Designs, every custom patch is carefully reviewed, prepared, digitized, and produced with attention to detail. Our goal is to provide high-quality custom embroidery while maintaining clear expectations regarding artwork submissions, processing times, and additional services.

1. Standard Production Times

Production times vary depending on design complexity, quantity, and artwork requirements.

• Simple Custom Patches: 5–7 business days

• Custom Digitized Designs: 7–10 business days

• Complex or Detailed Designs: 10–14 business days

• Bulk Orders (10+ patches): Turnaround quoted individually

• Artwork Requiring Conversion: May require an additional 2–3 business days

Production begins only after full payment has been received, final artwork has been approved, and all order details have been confirmed.

Business days are Monday through Friday, excluding holidays.

Production times do not include shipping or delivery time.

2. Rush Order Pricing

Need your custom patch sooner? Rush production may be available for an additional fee.

3 Business Days — Priority Rush

25% of the order subtotal, with a minimum rush fee of $20.

2 Business Days — Express Rush

50% of the order subtotal, with a minimum rush fee of $30.

Next Business Day — Emergency Rush

100% of the order subtotal, with a minimum rush fee of $50.

Important Rush Order Conditions:

• All rush orders require approval before payment.

• Rush production is subject to current workload, design complexity, and quantity.

• Rush fees are additional to standard production costs.

• Artwork conversion, digitizing, and expedited shipping may require separate fees.

• Rush turnaround begins after full payment, final artwork approval, and confirmation of all order details.

• Rush production does not guarantee a shipping carrier's delivery date.

Chi 9 Designs reserves the right to decline any rush request that cannot reasonably be completed within the requested timeframe.

3. Accepted Artwork Requirements

For the best embroidery results, customers should submit clean, high-quality artwork.

Preferred Artwork:

• Black-and-white linework with clean, defined outlines

• Vector artwork with smooth shapes and solid colors

• High-resolution PNG files with transparent backgrounds

• SVG, AI, EPS, or vector PDF files

Transparent backgrounds are strongly preferred.

If a transparent background is unavailable, customers may submit their cleanest available artwork for review.

All submitted designs are reviewed to determine whether they are suitable for embroidery production.

4. Artwork That Requires Conversion

Certain artwork cannot be directly translated into embroidery stitches without additional preparation.

Examples include:

• Photographs of existing embroidered patches

• Pictures of embroidery designs rather than original artwork

• AI-generated designs containing unrealistic embroidery textures

• Glitter, rhinestones, diamonds, and sparkling effects

• Designs with excessive shading, gradients, or tiny details

• Blurry, low-resolution, or cluttered images

• Artwork requiring extensive background removal or reconstruction

These designs may require simplification or redrawing before they can be prepared for embroidery.

Artwork Conversion Fees

• Basic Artwork Cleanup — $15: Simple background removal, minor line cleanup, or basic adjustments.

• Moderate Artwork Conversion — $25: Simplifying colors, cleaning outlines, or redrawing selected elements.

• Complex Artwork Reconstruction — Starting at $45: Rebuilding detailed artwork, converting AI-generated effects, removing glitter or rhinestone appearances, or recreating artwork from embroidery photographs.

Final conversion pricing depends on the complexity and condition of the submitted artwork.

Customers will receive a quote for any required conversion work before additional charges are applied.

Artwork conversion fees are separate from embroidery digitizing, patch production, and shipping charges.

Payment for approved conversion work is required before that work begins.

5. Embroidery Design Limitations

Embroidery is created using physical thread and stitches. Certain digital effects cannot be duplicated exactly.

These may include:

• Photographic realism

• Glitter and metallic sparkle effects

• Rhinestones and diamond textures

• Extremely fine lettering

• Complex gradients

• Excessively small details

Chi 9 Designs may recommend adjustments to colors, lettering, or design details to produce a clean, professional embroidered patch.

Every effort will be made to preserve the original design's character while adapting it for embroidery production.

6. Artwork Approval & Revisions

Customers are responsible for reviewing their design information before production begins.

Please carefully verify:

• Spelling and text

• Requested colors

• Patch dimensions

• Quantity

• Overall design layout

Minor adjustments may be accommodated before final approval.

Extensive revisions, major design changes, or requests submitted after approval may result in additional charges and an updated production timeline.

Once production has begun, changes may not be possible.

7. Patch Sizing

Patch measurements are based on the dimensions agreed upon during the ordering process.

Customers should review the Chi 9 Designs Patch Size Guide before selecting their desired size.

Common patch sizes include:

• 3 inches

• 3.5 inches

• 4 inches

• 5 inches

Design proportions, lettering, and fine details may need to be adjusted depending on the selected size.

8. Shipping & Delivery

Shipping and delivery times are separate from production turnaround times.

Shipping costs are calculated according to the selected shipping method.

Expedited shipping may be available at an additional cost.

Chi 9 Designs is not responsible for shipping carrier delays after an order has been transferred to the carrier. However, we will assist customers with available tracking information and shipping concerns.

Customers are responsible for providing accurate shipping information.

9. Custom Order Changes & Cancellations

Because custom patches are personalized products, cancellation requests must be submitted before production begins.

If artwork preparation, conversion, or digitizing has already started, charges for completed work may apply.

Once custom production has begun, cancellations or refunds may be limited, subject to applicable consumer protection laws and the store's refund policy.

If an order arrives damaged, defective, or incorrect, please contact Chi 9 Designs promptly so the issue can be reviewed.

10. Final Reminder

Quality takes time, and custom artwork requires care.

Submitting clean linework or vector artwork helps reduce unnecessary delays and additional conversion charges.

Please plan ahead whenever possible, particularly for special events, business launches, birthdays, and holidays.

Thank you for trusting Chi 9 Designs with your custom creations!

Chi 9 Designs

Custom Creations That Make Your Brand Stand Out.