What Happens After You Click "Send"
You've filled out the inquiry form, attached your logo artwork, and sent it off. What happens next? For many first-time buyers of custom labels, the manufacturing process is a black box — files go in, finished products come out weeks later, and what happens in between is a mystery.
Understanding the manufacturing process helps you plan your production timeline, communicate your requirements effectively, and spot potential issues before they become delays. Here's exactly what happens when you order custom labels from Gurui, broken down into the ten stages every order goes through.
Stage 1: Artwork Review and Design Optimization (Day 1-2)
Within 24 hours of receiving your inquiry, our design team reviews your submitted artwork against manufacturing requirements:
- File format check: Vector files (AI, EPS, CDR, PDF, SVG) preferred for clean mold/toolpath generation. Raster images (PNG, PSD) at 300+ DPI acceptable for embroidery digitizing only.
- Detail feasibility: Are lines thick enough to mold? Is text large enough to weave? Our minimum specs: 0.2mm line width for PVC, 0.3mm for silicone, 6pt text for woven labels.
- Color separation: Multi-color designs require separate mold cavities or thread changes. We identify the optimal color count and flag designs where simplification would reduce cost without sacrificing brand integrity.
- Application compatibility: Does the design suit your intended application method (sew-on, heat transfer, adhesive)? We flag potential issues before they become production problems.
You receive a Design Feasibility Report (typically within 24 hours) that either confirms your artwork is production-ready or identifies specific adjustments needed. This is a free service — no commitment required.
Stage 2: Quotation and Order Confirmation (Day 2-3)
With artwork approved, we prepare a detailed quotation including:
- Unit price at your specified quantity (with volume breakpoints for larger orders)
- Mold/tooling cost (one-time, mold remains your property)
- Sample cost and timeline (typically free for standard designs)
- Production lead time
- Shipping cost (DDP — all duties, taxes, and customs included to your door)
- Payment terms (50% deposit, 50% before shipping for new clients; net 30 available for established accounts)
Stage 3: Mold Making (Day 3-7)
For PVC and silicone labels, a precision mold is CNC-machined from hardened steel or aluminum based on your approved artwork. Each color in your design requires a separate mold cavity. A typical 2-3 color mold takes 4-5 days to machine, polish, and test.
For embroidery, this stage is replaced by digitizing — converting your artwork into machine-readable DST format that controls stitch type, direction, density, and sequence for every needle penetration point. Good digitizing takes 30-120 minutes per design and is the single most important factor in embroidery quality.
Stage 4: Pre-Production Sampling (Day 7-10)
Before committing to full production, we produce 3-5 pre-production samples for your approval. These are NOT "sales samples" made under ideal conditions — they're produced on the same equipment, with the same materials and the same operators that will run your production order. What you see in the sample is exactly what you'll receive in production.
You evaluate samples for: color accuracy (against Pantone reference), detail sharpness, dimensional accuracy, application test (heat press or sew onto your actual product), and wash test (run through your standard wash cycle). Approval at this stage authorizes production.
Stage 5: Production (Day 10-15 for PVC/Silicone, Day 10-18 for Embroidery)
For PVC/Silicone labels:
- Liquid compound is prepared with your specified colors, hardness, and any special additives (glow powder, metallic flake, UV stabilizer)
- Material is injected into molds under controlled temperature and pressure
- Parts cure in-mold for 30-180 seconds depending on thickness
- Parts are demolded, gates trimmed, and surfaces inspected
- For heat transfer labels, adhesive backing is applied and parts are mounted on carrier sheets
For embroidered patches:
- Fabric backing is hooped and stabilized
- Multi-head embroidery machines execute the digitized design (6-15 needles per head for multi-color)
- Patches are cut from the backing (die-cut for standard shapes, laser-cut for complex contours)
- Borders are finished (merrow stitch for patches, ultrasonic seal for woven labels)
Stage 6: Quality Control Inspection (Ongoing during production)
Three levels of QC operate throughout production:
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In-line inspection: Operators check every 10th piece for color consistency, molding defects, and dimensional accuracy during production.
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Batch sampling: AQL 2.5 (Major) / AQL 4.0 (Minor) statistical sampling per ISO 2859-1 — the same standard used by major brands and retailers.
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Final audit: 100% inspection of a random 10% sample from the finished batch, checking all critical parameters: color, dimensions, adhesion (peel test), wash fastness, and packaging quality.
Every batch ships with a QC inspection report documenting the results.
Stage 7: Finishing and Packaging (Day 15-17)
Finished labels undergo final processing based on your requirements:
- Application of heat-seal adhesive or sew-on channels
- Attachment to PET carrier sheets (for heat transfer labels)
- Individual poly bagging, bulk packing, or retail-ready packaging
- Labeling with your SKU numbers, barcodes, or Amazon FBA labels
Stage 8: Final Inspection and Documentation (Day 17-18)
Before packing for shipment, we compile the final documentation package:
- Commercial invoice and packing list
- Certificate of Conformance
- OEKO-TEX certification document (with current certificate number)
- SGS/third-party test reports (if applicable)
- QC inspection report
- Product photos of the finished batch
Stage 9: DDP Shipping (Day 18-23 by Air, Day 25-35 by Sea)
We ship DDP (Delivered Duty Paid) to over 50 countries. What this means for you:
- We handle all export documentation from China
- We pay all freight charges, insurance, import duties, and taxes in the destination country
- The courier (DHL/UPS/FedEx by air, or LCL/FCL by sea) delivers directly to your door
- You receive a tracking number and estimated delivery date
- No surprise customs bills, no brokerage fees, no paperwork — delivery is door-to-door
Typical transit times: 3-5 days by air to US/EU, 10-14 days by air to South America/Africa, 20-30 days by sea to major ports worldwide.
Stage 10: After-Delivery Support
Two weeks after delivery, your account manager follows up to confirm:
- Products arrived in satisfactory condition
- Application/attachment process is working smoothly
- Any quality issues or adjustments needed for reorders
We maintain your mold/digitized files on file indefinitely. Reorders skip directly to Stage 5 (Production), with a 5-7 day lead time. No new mold charges, no re-digitizing fees — your tooling is yours.
Timeline Summary
| Stage | Duration | |-------|----------| | Artwork review | 1-2 days | | Quotation | 1 day | | Mold making / digitizing | 3-5 days | | Pre-production samples | 3-5 days | | Production | 5-10 days | | Finishing & packaging | 2-3 days | | Shipping (air) | 3-5 days | | Total (air freight) | 18-31 days |
For time-critical projects, we offer an expedited program: 7-10 day total turnaround from artwork approval to dispatch. Ask your account manager for availability and pricing.
Understanding these stages helps you plan your production calendar accurately. The most common delay we see is artwork revisions after mold making has begun — changes at that stage require new tooling, adding 3-5 days. Getting artwork right at Stage 1 is the single best way to keep your order on schedule.