Samples and proofing FAQ
The sample and proof rounds that precede a Serbia merch production — strike-offs, pre-production samples, digital proofs and how the cost works.
Why we always sample
Production without sampling is the most common source of merch disappointment. The decoration method, the substrate and the artwork interact in ways that are not predictable from a screen rendering or a digital mock-up. A logo that looks crisp on a computer monitor can come off a silkscreen with a muddy edge; a Pantone colour that matches on a swatch can shift noticeably when applied to cotton versus polyester; an embroidery digitising that looks balanced on screen can pull the fabric when stitched out at production thread tension.
For every Serbia order we run, we produce a pre-production sample or a digital proof before the main production lot starts. The sample is the buyer's sign-off that the decoration will look the way the brief intends, and the signed sample becomes the reference standard against which the production lot is judged. Sampling is not optional — it is the discipline that prevents the most expensive failure mode in merch, which is producing 500 pieces that do not match what the buyer thought they were approving.
The exception is a simple reorder with no changes to artwork, material or decoration method. If the buyer confirms "produce exactly as last time", we can skip the sample round and produce directly. The cost saving is real, but the decision should be the buyer's.
Three kinds of sample
We produce three kinds of pre-production sample, and the choice depends on the product and the buyer's sign-off preference.
Strike-off sample. A single piece produced with the actual decoration method on the actual blank, intended to confirm Pantone colour, fabric hand, decoration placement and overall finish. Strike-offs are standard for apparel (t-shirts, polos, hoodies, jackets) and for hard goods where colour match is critical (mugs, bottles, notebooks, premium gift sets). The strike-off cost is 100–200% of the per-piece price, credited against the final order on confirmation.
Pre-production sample (production-ready). A piece produced with full production setup — silkscreen loaded, embroidery digitised, UV print calibrated — and signed off as the standard for the production lot. Used when the strike-off is approved but the production line has not yet run. The pre-production sample is the production reference, not a separate sample, and is part of the standard production lead time rather than an additional step.
Digital proof. A high-resolution digital rendering of the decorated product, intended for fast sign-off on layout, placement and overall look. Used for products where physical sampling is impractical (large-format signage, complex VIP kits with 10+ components, custom-shape products) and for tight-deadline buyers who cannot wait for a physical sample. The digital proof is not a substitute for a strike-off when colour match is critical.
Sample cost and crediting
Sample cost varies by product. For a t-shirt strike-off, the cost is roughly 600–1,200 RSD per piece (blank + silkscreen + setup). For a hoodie or jacket embroidery strike-off, the cost is 1,400–2,500 RSD per piece. For a metal pen or thermos laser strike-off, the cost is 350–800 RSD per piece. For a complex VIP kit strike-off with five components, the cost is 2,500–5,000 RSD per kit.
Sample costs are credited against the final order on confirmation, with the credit applied as a deduction on the final invoice. The credit is full sample cost (including setup), not just the per-piece sample cost. For buyers who decide not to proceed with the order after sampling, the sample cost is the only charge — there is no order cancellation fee.
For buyers on rolling programmes with frequent reorders, we keep strike-offs and digitised files on file. The first sample of a new product or a new artwork pays the sample cost; subsequent reorders using the same artwork and blank do not require a new sample unless the buyer requests one for sign-off.
Sample turnaround
Standard sample turnaround is 3–5 business days from artwork sign-off for most categories. For apparel with a custom Pantone mix, the turnaround extends to 5–7 business days because the strike-off requires a small production run on the silkscreen line. For VIP kits and complex multi-component samples, the turnaround is 7–10 business days.
same-day samples turnaround is 2 business days for stock blanks with existing artwork, with a surcharge. same-day samples are not available — the silkscreen line setup, embroidery digitising, UV print calibration and Pantone mixing all require a minimum production window that cannot be compressed below a working day.
Sample delivery in Belgrade is typically express or next-day from our production base. Regional Serbia delivery of samples is 1–2 business days. International sample delivery is on request and is typically the more expensive part of an international sample round.
Pantone matching and colour proofing
Pantone matching is the single most common cause of sample rounds extending beyond the first round. Corporate identities are typically defined in Pantone (PMS) — a PMS 286 blue, a PMS 354 green, a PMS 186 red — and the decoration method and substrate affect how closely the production colour matches the Pantone reference.
For silkscreen on cotton, the achievable match is typically Delta E < 2 against the Pantone reference on a white substrate, with the match degrading as the substrate moves to darker colours. For DTF on cotton or poly blends, the achievable match is typically Delta E < 3 with more flexibility on substrate colour. For embroidery, the achievable match is to the nearest thread colour rather than to the Pantone reference — embroidery thread is a physical thread dyed to a colour, not a Pantone-mixed ink, and the visible match is good but not Delta-E precise.
When the buyer specifies "exact Pantone match required" on a critical brand element (typically a logo or a primary brand colour), we run a first strike-off, the buyer reviews it, and if the match is not acceptable, we run a second strike-off with adjusted ink mix or thread selection. Most programmes are settled in one or two rounds; complex multi-colour identities occasionally require a third.
What we need to produce a sample
To produce a strike-off or pre-production sample we need: the production-ready artwork (vector preferred, high-resolution raster acceptable), the Pantone reference for any critical brand colour, the blank selection (from our partner catalogue or supplied by the buyer), the decoration method and position, and the size range if apparel (so we can produce the strike-off in a representative size).
If the buyer does not have production-ready artwork, our Belgrade studio can vectorise, redraw or rebuild it. The artwork preparation cost is 1,500–4,000 RSD per logo for typical corporate identities, and is a separate line item from the sample cost. Artwork preparation is also credited against the final order on confirmation.
If the buyer wants to evaluate a blank before specifying it for production, we can produce a blank-only sample (undecorated) at minimal cost — typically 200–600 RSD per piece depending on the blank. This is common for buyers selecting from our partner catalogue for the first time.
Sample sign-off and what happens next
The buyer signs off the sample in writing (email confirmation is standard) with explicit reference to the sample reference number, the Pantone match if applicable, the size and the decoration position. The signed sample becomes the production reference standard.
Once the sample is signed off, the production lot runs against that standard. Quality control at the decoration partner checks the production lot against the signed sample reference. For runs of 500 pieces and above, we typically run an AQL 2.5 inspection on the production lot before delivery, with the inspection report provided to the buyer on request.
If the buyer does not sign off the sample and requests a re-sample, we run the second round and the cycle continues. Most programmes settle in one to two rounds. Programmes with very tight Pantone requirements or with new decoration methods can extend to three rounds, and we will flag this in the brief if we anticipate it.
Request a sample round
Send the brief — product, decoration method, target quantity — and we confirm sample cost and turnaround in one Belgrade business day.