How to Choose a Hat Factory in China: 10 Questions to Ask

Before you start: factory, trading company or decorator?

A cap factory cuts and sews the caps itself. A trading company takes your order and places it with a factory. A decorator buys blank caps and adds a logo. All three can work, but only a factory can change the pattern, fabric and construction of the cap, and quote without a middle margin. Ask which one you are talking to, and ask to see the sewing floor on a video call.

1. What is your minimum order: per style, or per colour?

Why it matters: many factories quote a low minimum per style but then require it per colour, which multiplies your first order. Ask how the minimum works when you want two or three colours.

Our answer: 50 pieces per colour, per style. Two colours of one style can be combined to reach the 100-piece price tier.

2. Can I see real prices before I send my design?

Why it matters: a factory that publishes its price tiers lets you budget before a long email exchange. Always compare like with like: fabric, logo method, labels and shipping terms.

Our answer: yes. Our standard build (6-panel cotton twill, flat embroidered logo, one woven label, ex-works Guangzhou) is US$6.0–7.7 per cap at 50–99 pieces, US$5.5–6.7 at 100–299, US$4.9–5.8 at 300–499 and US$4.5–5.2 at 500+. Full details are on our pricing page.

3. How much is a sample, how long does it take, and is the fee refunded?

Why it matters: the sample is where you find out whether the factory understood your design. A paid sample with a clear lead time is normal; ask when the fee is credited back.

Our answer: US$60–80 per design, ready in 7–15 days. The fee is refunded when you order 1,000 pieces or more of that design.

4. How long does bulk production take after I approve the sample?

Why it matters: ask for production time after sample approval, separately from shipping, so you can plan backwards from your launch date.

Our answer: 25–30 days after you approve the sample, plus shipping time.

5. Which steps do you do yourselves, and which go to partner workshops?

Why it matters: almost every cap factory uses partner workshops for some steps, such as embroidery, printing or washing. That is normal. What matters is that the factory tells you honestly and checks the partner work before it goes into your caps.

Our answer: pattern making, cutting, sewing and assembly are done on our own floor in Guangzhou. Embroidery, printing and washing are done by partner workshops we have worked with for years, and we check every batch before it moves to the next step.

6. Can I see the factory before I pay?

Why it matters: a live video call through the workshop takes ten minutes and tells you more than any photo on a website.

Our answer: yes. Ask for a live video call and we will walk you through the workshop and your sample. You can also watch our workshop video on this site.

7. How is quality checked, and can I send my own inspector?

Why it matters: ask what is checked during production, not only at the end, and whether you can inspect before paying the balance.

Our answer: every production stage is checked, and bulk only starts after you approve a pre-production sample. Before you pay the balance, you can check the finished order by photos, video, a live call or a third-party inspector.

8. What are the payment terms?

Why it matters: a deposit before production is normal. Be careful with suppliers who ask for 100% up front on a first order.

Our answer: a 50% deposit to start production, and the 50% balance after the order passes inspection, before shipping.

9. Do you make the labels and packaging, and what do they cost?

Why it matters: woven labels, hangtags and packaging are where small orders get surprise costs. Ask what is included and what has a minimum.

Our answer: one custom woven label is included in the sample, and in the standard price on larger orders. On very small orders of around 50 pieces, the label has a minimum setup cost of about US$0.4–0.6 per cap. As standard, each cap goes in its own poly bag, 25 to an inner box and 100 to a carton; custom packaging is quoted separately.

10. Can you ship to my door with duties paid?

Why it matters: ex-works prices leave freight and import duty to you. Ask for a DDP (delivered duties paid) quote so you know your real landed cost.

Our answer: yes. We quote ex-works Guangzhou and can get a DDP quote through our forwarders. As a guide, DDP for about 100 standard caps to the US adds US$2–3 or more per cap, depending on weight and speed.

Red flags to watch for

• Prices far below everyone else's, with no detail about fabric, logo method or labels.
• No physical sample before bulk, or a sample made in a different workshop from your bulk order.
• A minimum quoted per style that turns out to be per colour.
• 100% payment up front on a first order.
• No way to see the workshop, not even on a video call.
• Certificates or awards that the supplier cannot show you when you ask.

Where NanCrown fits

We are a good fit if you want a factory that makes custom caps from 50 pieces per colour, publishes its prices and sends a physical sample before bulk. We make baseball caps, dad hats, trucker hats, snapbacks, 5-panel and camp caps, bucket hats, visors, running and golf caps, cadet caps and winter hats, in a 2,000 m² workshop in Guangzhou that makes over 100,000 caps a month.