Free Template

Custom Hat Tech-Pack Template

Copy this template, fill in the blanks for your project, and send to any cap factory. A complete tech-pack cuts sampling time from 14 days to 7 and reduces revision rounds from 4 to 1.

Below is the full structure we use at CrownsForge to quote and produce a custom hat order. Each section is followed by a copy-friendly text block you can paste into a Google Doc, Notion page or PDF. Fill in the bracketed fields and you have a factory-ready spec.

1. Project header

Brand / company: [Your brand]
Project name: [e.g. SS26 Snapback Drop]
Buyer contact: [Name, email, WhatsApp]
Target delivery: [Month / year + reason: trade show, retail drop, etc.]
Quantity tier: [100 / 300 / 1000 / 5000 pcs per color]
Tech-pack version: v1.0 - [date]

2. Cap silhouette + construction

Silhouette: [6-panel structured / unstructured dad hat / 5-panel trucker / snapback / bucket / beanie]
Panel count: [5 or 6]
Front structure: [Buckram fused / unstructured soft / foam-front]
Crown profile: [Mid-profile / high-profile / low-profile]
Brim shape: [Pre-curved (1-2 cm curve) / flat 90° / 5cm or 7cm bucket brim]
Brim length: [7 cm standard / 8 cm long / 6 cm short]
Sweatband: [Cotton / polyester / moisture-wicking]
Eyelet count: [6 standard / 4 / 0]
Closure: [Plastic snap (8-snap) / fabric strap + metal slide buckle / Velcro / fitted (no closure)]

3. Fabric spec

Primary fabric: [e.g. Cotton twill 6.4 oz, 240 gsm, peached finish]
Weight (GSM): [240]
Composition: [100% cotton / 80% acrylic 20% wool / 65% poly 35% cotton]
Finishing: [Peached / brushed / garment-washed / pigment-washed]
Mesh (truckers): [100% polyester hex mesh / soft microfiber]
Lining: [Unlined / cotton lining / fleece]
Certifications required: [OEKO-TEX Standard 100 / GOTS / GRS / none]

4. Color spec

Crown color: [Pantone reference, e.g. 19-3911 TCX 'Black']
Brim color: [Same as crown / contrast, Pantone ref]
Sweatband color: [Default black / match crown / contrast]
Eyelet color: [Match crown / brass / contrast]
Closure color: [Standard 8 / custom Pantone match]
Physical reference: [Sending physical Pantone TCX chip / printed cap sample / digital only]

5. Decoration spec

Technique: [3D puff embroidery / flat embroidery / woven patch / leather patch / PVC / screen print / sublimation]
Placement: [Front center / side / back / underbrim] with reference x/y measurements
Dimensions: [W x H in cm, e.g. 6 cm wide x 4 cm tall]
Stitch count (embroidery): [Estimate from digitized file, e.g. 7,500 stitches]
Color count: [Number of thread colors + Pantone references]
Thread brand: [Madeira Polyneon / Isacord / no preference]
Artwork files: [Attach AI / EPS / PDF vector files at original scale]
Additional decoration: [e.g. Woven label on back, contrast undervisor print, brim sticker]

6. Sizing

Sizing model: [One-size adjustable (54-62 cm) / S/M/L tiered / fitted (per size)]
Size breakdown: [For tiered: S 100 pcs / M 200 pcs / L 200 pcs]
Crown tolerance: [Standard ±0.5 cm / tight ±0.3 cm for fitted]

See our international hat sizing chart for size conversion reference.

7. Packaging spec

Individual packaging: [Polybag / FSC-certified box / cotton dust bag]
Polybag: [Size, material, recycle marking, branded or plain]
Hangtag: [Attach artwork; placement (brim or sweatband); string + pin or barb tag]
Sticker: [Brim sticker artwork (snapback) or under-brim (baseball cap)]
Master carton: [Caps per carton, weight, carton marking (brand, SKU, size, qty)]
Inner box (if applicable): [Premium retail multi-pack]

8. Quality & inspection

Inspection level: [AQL 2.5 standard / AQL 1.5 tighter / custom]
Third-party inspection: [Yes (specify SGS / BV / Intertek / QIMA) / No]
Compliance testing: [CPSIA for kids / REACH for EU / Prop 65 for California / not required]
Defect policy: [Standard 2.5 / zero-major / negotiated]

9. Shipping

Incoterm: [FOB Yiwu / FOB Ningbo / CIF destination port / DDP final warehouse]
Destination: [Port + country + final warehouse address]
Method: [Air express samples / sea LCL bulk / sea FCL for 5000+ pcs]
Target arrival date: [Date + buffer]
Documents needed: [Commercial invoice / packing list / Form A / CO / fumigation cert]

10. Payment & terms

Payment terms: [30% deposit / 70% balance against B/L copy — standard]
Currency: [USD / EUR / GBP]
Method: [T/T bank transfer / Trade Assurance / L/C at sight]
Sample fee policy: [Refundable against bulk over 500 pcs / non-refundable]

Copy-paste text version

Paste this into a Google Doc, Notion or PDF; fill in the brackets, attach artwork files, send to factory.

CUSTOM HAT TECH-PACK
Brand: [Your brand]
Project: [Project name]
Contact: [Name, email, WhatsApp]
Target delivery: [Month/year]
Quantity: [Pcs per color]
Tech-pack version: v1.0 - [Date]

1. SILHOUETTE & CONSTRUCTION
- Silhouette: [6-panel structured baseball cap / unstructured dad hat / etc]
- Panel count: [5/6]
- Front structure: [Buckram fused / unstructured / foam]
- Crown profile: [Mid/high/low]
- Brim: [Pre-curved 1-2cm / flat 90 / etc]
- Brim length: [Cm]
- Sweatband: [Cotton/polyester/wicking]
- Eyelet count: [0/4/6]
- Closure: [Snap / strap + buckle / Velcro / fitted]

2. FABRIC
- Primary: [Cotton twill 6.4 oz peached / etc]
- GSM: [240]
- Composition: [%]
- Finishing: [Peached/brushed/washed]
- Mesh (truckers): [N/A or spec]
- Lining: [None / cotton / fleece]
- Certifications: [OEKO-TEX / GOTS / GRS / none]

3. COLOR
- Crown: [Pantone TCX ref]
- Brim: [Pantone TCX ref or 'same as crown']
- Sweatband: [Color]
- Eyelet: [Color]
- Closure: [Color]
- Physical reference attached: [TCX chip / printed sample / digital only]

4. DECORATION
- Technique: [3D puff / flat embroidery / woven patch / leather patch / PVC / screen print / sublimation]
- Placement: [Front center / side / back, with x/y from edges]
- Dimensions: [W x H cm]
- Stitch count: [Approx]
- Color count: [Number + Pantone refs]
- Thread brand: [Madeira Polyneon / Isacord / no preference]
- Artwork files: [Attached AI/EPS/PDF]

5. SIZING
- Model: [One-size 54-62 cm / S/M/L tiered / fitted per size]
- Breakdown: [Pcs per size]
- Crown tolerance: [Plus/minus cm]

6. PACKAGING
- Individual: [Polybag / FSC box / dust bag]
- Polybag: [Size, material, recycle marking]
- Hangtag: [Artwork + placement]
- Sticker: [Artwork + placement]
- Master carton: [Caps per carton, weight, marking]

7. QUALITY
- Inspection level: [AQL 2.5 standard / 1.5 tight]
- Third party: [Yes (SGS/BV/Intertek/QIMA) / No]
- Compliance: [CPSIA / REACH / Prop 65 / N/A]
- Defect policy: [Standard / zero-major]

8. SHIPPING
- Incoterm: [FOB Yiwu / CIF / DDP]
- Destination: [Port + country + final warehouse]
- Method: [Air / sea LCL / sea FCL]
- Target arrival: [Date]
- Documents: [Commercial invoice / packing list / Form A / etc]

9. PAYMENT
- Terms: [30% deposit / 70% against B/L copy]
- Currency: [USD / EUR / GBP]
- Method: [T/T / Trade Assurance / L/C]
- Sample fee policy: [Refundable against 500+ pcs / non-refundable]

NOTES:
[Anything else - sustainability claims, retail-buyer requirements, special tooling, IP/NDA needed, etc.]

Pro tip: The most common cause of expensive revisions is incomplete color spec. Always attach a physical Pantone TCX chip when possible — digital references drift 2-3 Delta-E once printed or dyed onto fabric. Read our Pantone color matching reference for detail.