Short answer
Send a vector file (AI, EPS, PDF or SVG) with fonts converted to outlines, the brand colour references (ideally Pantone), and a single-colour version of the logo. Tell the supplier the intended size and position on each garment. Then check the mock-up carefully against your brand guidelines before approving, because the approved mock-up is what production follows.
A buyer wants to know which logo files and information to send a uniform supplier so the branding is produced correctly and without delay.
Vector vs raster: why the file type matters
A vector file describes the logo as mathematical shapes, so it can be scaled from a cap front to a jacket back without losing sharpness. A raster file (JPG, PNG, GIF, a screenshot or a photo) is made of pixels; enlarging it makes edges blurry or jagged. Embroidery digitisers and screen printers both work most reliably from vector artwork because they need clean edges to build stitch paths or film separations.
A common source of confusion is that a file can have a vector extension but still contain only a pasted-in raster image. A PDF exported from a word processor, or an AI file with a JPG placed inside it, is not true vector artwork. If you are unsure, open the file in a vector editor and zoom in heavily: true vector edges stay crisp.
Which file formats to send
| Format | Type | Suitability | Notes |
|---|---|---|---|
| AI (Adobe Illustrator) | Vector | Preferred | Native working file; save with fonts outlined |
| EPS | Vector | Preferred | Widely compatible older format; check it contains real vector paths |
| PDF (vector) | Vector | Preferred | Exported from design software with outlines; not a scan |
| SVG | Vector | Usually suitable | Common for web logos; check colours and that text is outlined |
| CDR (CorelDRAW) | Vector | Usually suitable | Some suppliers prefer a conversion to AI or PDF |
| PNG (high resolution, transparent) | Raster | Acceptable for some print methods | Useful for DTF printing at actual size; not ideal for embroidery or screen printing |
| JPG | Raster | Last resort | Has a background and compression artefacts; usually needs redrawing |
| Screenshot, photo, Word or PowerPoint file | Raster or embedded | Not suitable for production | Use only as a reference while the master file is found |
If only a raster file exists, a supplier may offer to redraw (vectorise) it. That takes time, may carry a charge, and the redrawn version must be checked carefully against the original for shape and spacing.
Fonts, colours and backgrounds
Convert fonts to outlines
If your logo or slogan includes text, convert the text to outlines (also called "create outlines" or "convert to curves"). Otherwise, if the supplier does not have the same font installed, their software will substitute another one and the lettering will change. Keep an editable copy for your own records.
Give exact colour references
Screens and printers display colours differently, so "our blue" is not enough. Provide Pantone (PMS) references where your brand guidelines include them, plus CMYK or HEX values for reference. Screen printing inks can be mixed to a Pantone reference; embroidery thread is chosen from a thread chart as the closest available shade; DTF and sublimation print in CMYK-based processes, so results are close but can vary by fabric.
Remove backgrounds and provide a single-colour version
Supply the logo on a transparent background, without boxes, shadows or white fills unless they are part of the design. Also provide a single-colour version (often all-white and all-black). Single-colour logos are frequently needed for dark garments, tone-on-tone embroidery, hi-vis garments and caps, and they keep set-up costs lower for screen printing.
Minimum text size and line thickness
Every decoration method has a practical lower limit for detail. Very fine lines and small lettering that look clear on a business card can disappear or fill in on fabric. The figures below are typical industry guidance only; actual limits depend on the fabric, the thread or ink, and the supplier's equipment, so always ask your supplier to confirm for your design.
| Method | Typical minimum text height | Typical minimum line thickness | Common issues |
|---|---|---|---|
| Embroidery | Around 5–6 mm for capital letters | Around 1 mm | Small lowercase letters close up; fine gaps fill in |
| Screen printing | Around 2–3 mm | Around 0.5 mm | Very fine lines may not hold on textured fabric |
| DTF printing | Around 2 mm | Around 0.5 mm | Thin isolated details can lift if very small |
| Sublimation | Around 2 mm | Around 0.3–0.5 mm | Polyester-only; detail depends on fabric surface |
If a logo has a long strapline or tiny registered-mark symbols, consider a simplified version for small positions such as caps, sleeves and collars. Many brand guidelines already include a compact or icon-only version for this reason.
Placement details and file naming
Along with the file, tell the supplier where each logo goes and how large it should be. A short brief avoids rounds of questions.
- Garment and position: for example, polo left chest, T-shirt back, cap front, shirt right sleeve.
- Approximate width in cm for each position, or ask the supplier for their standard size.
- Method preference if you have one, such as logo embroidery, screen printing or DTF printing.
- Garment colours the logo will sit on, so contrast can be checked.
- Any sub-brands or department names that need separate versions.
Clear file names make it easy for everyone to use the right version. A simple pattern such as "CompanyName_Logo_FullColour_Vector.ai", "CompanyName_Logo_White_Vector.pdf" and "CompanyName_Logo_Icon_1Colour.eps" works well. Avoid names like "final-final2.pdf". Send all versions in one folder with a short note listing which file is for which garment.
Approving the mock-up
Before production, a supplier normally sends a digital mock-up showing the logo on each garment, with size, position and colour references. For embroidery, you may also receive a stitch-out photo or a digitised preview. The approved mock-up becomes the production reference, so check it with the same care as a contract.
- Logo shape, spelling and spacing match the original exactly.
- Colour references (Pantone, thread codes or ink colours) are listed and correct.
- Size in cm and position are stated for every garment.
- The right logo version is used on each garment colour.
- Small text is still legible at the stated size.
- Any sleeve, back or name personalisation is shown and spelled correctly.
- Someone with authority over the brand has signed off, not only the person placing the order.
Illustrative example
Imagine a hotel group sends a PNG logo copied from its website for embroidered chef coats. The supplier flags that the strapline is under 3 mm tall at chest size and the file is low resolution. The group retrieves the vector master from its design agency, supplies an icon-only version for the chef coats and keeps the full logo for front-office jackets. This is a typical scenario used for illustration, not a specific customer case.
Frequently asked questions
What if I only have a JPG or PNG of our logo?
Send it as a reference and ask the supplier whether they can redraw it as vector artwork. Check the redrawn version closely against the original. Where possible, ask your designer or agency for the master vector file, as it avoids redrawing and gives a more accurate result.
Do I need Pantone references?
They are not mandatory, but they are the most reliable way to communicate brand colours. Without them, the supplier has to estimate colours from a screen or a printed sample. If your brand guidelines list Pantone references, include them with the artwork.
Why does embroidery need a larger minimum text size than printing?
Embroidery forms letters from thread, which has physical thickness. Below a certain size, stitches crowd together and small gaps in letters close up. Printing applies ink or film with finer detail, so it can hold smaller text.
Can the same logo file be used for every method?
The same master vector file is the starting point for all methods, but the supplier will create method-specific versions: a stitch file for embroidery, colour separations for screen printing, or a print-ready file for DTF. You may also need simplified versions for small positions.
Who should approve the mock-up?
Ideally someone responsible for the brand, such as marketing, alongside the person managing the order. Production follows the approved mock-up, so errors spotted afterwards can be costly to correct.