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Running a print on demand business sounds hands-off. You create the design, upload it, and let someone else do the printing, packing, and shipping.
But here’s the reality: your customer doesn’t know (or care) that you’re not the one making the product. They hold you accountable if it arrives looking terrible.
That’s why quality control is everything. When you don’t own the fulfillment process, you have to find other ways to make sure the final product lives up to your brand.
Over the years, I’ve made a lot of mistakes: from selling shirts that faded after one wash to dealing with constant complaints about misaligned prints.
But after testing dozens of suppliers and thousands of orders, I’ve figured out what actually works.
This guide is packed with real tips for managing quality control in your print on demand store, especially if you also run a dropshipping model.
These aren’t fluffy ideas, they’re the things that help keep your refund rates low, your reviews high, and your brand strong.
1. Work with Niche-Specific Print Providers
Not all print on demand suppliers are created equal. Some companies specialize in apparel. Others are better at wall art or accessories.
One of the most common mistakes I made early on was picking a provider because they had a long product catalog, but they were average or below-average at most of it.
I now recommend focusing on print providers that are known for doing one or two product types really well. For example:
| Supplier | Best for |
|---|---|
| Printful | Apparel, hats, tote bags |
| Gelato | Posters, framed wall art |
| Printify | Mugs, accessories |
| Gooten | Home decor, phone cases |
| TPOP | Eco-friendly apparel |
Here’s why specialization matters:
- Better equipment calibration for the specific product
- More experienced quality control team for those SKUs
- Fewer misprints or shipping issues
- More consistent color matching and print placement
When you work with a supplier that does your product type well, you’re already minimizing 80% of the usual quality issues.
2. Always Order Samples Before Selling
This is non-negotiable. Before you even think about putting a product on your store, you need to order a sample and inspect it like your business depends on it. Because it does.
Here’s what I look for when I get a sample in the mail:
- Print clarity: Are the lines sharp? Does it match my design file?
- Color accuracy: Does it match what I saw on my screen?
- Fabric quality: Does the shirt feel like cardboard, or is it soft and breathable?
- Packaging: Is it protected? Did it come in a plain bag or a branded one?
- Tagging: Is the neck label generic, custom, or missing?
- Smell: Some cheaper providers use low-grade inks that leave a strong chemical odor.
Pro tip: Don’t just order one sample. Try ordering multiple color variants or sizes. A black tee might look great, but a white one from the same supplier could be thin and see-through.
Yes, ordering samples can cost a bit upfront. But skipping this step can cost a lot more in refunds and lost customers later on.
3. Don’t Be Cheap with Product Selection
When you’re just starting out, it’s tempting to go for the lowest-cost t-shirt or mug.
After all, higher margins sound good on paper. But trust me: there’s a real cost to cheap products.
I once used a $6 t-shirt from a budget provider. My profit margin was over $15 per order, but within weeks I was buried in customer complaints about fading prints and poor fit.
That experiment cost me a month’s worth of ad spend, plus the damage to my store’s reputation.
Now I focus on mid-range to premium products that cost a bit more to source — usually between $10 to $16 for tees — but consistently deliver a better customer experience. The reviews speak for themselves.
| T-Shirt Option | Base Cost (USD) | Notes |
|---|---|---|
| Gildan 5000 | $6.50 | Cheap but low-quality |
| Bella + Canvas 3001 | $9.50 | Soft, modern fit, reliable |
| AS Colour Staple Tee | $12.00 | Premium feel, great longevity |
Better quality = better reviews = higher repeat customer rate. The extra $3–$5 per order is usually worth it.
4. Stick to a Small Pool of Trusted Suppliers
Too many sellers jump between platforms like Printify, Printful, and Gooten every week.
That might seem smart in the short term – chasing lower prices or faster shipping, but it actually creates chaos. Why? Because each supplier has their own quality control system, print settings, and packaging standards.
When you work with too many vendors:
- You can’t track quality consistently
- Your brand experience feels disjointed
- You end up wasting time resolving cross-platform issues
Instead, I recommend picking 1 to 2 core suppliers that you use across your store. This allows you to:
- Understand their print methods and limits
- Set consistent customer expectations
- Build a relationship and possibly negotiate better support or prices
Think of it as narrowing your supply chain. You’ll lose less time fixing issues and gain more control over the customer experience.
5. Ask Suppliers the Right Quality Questions
Most people don’t realize you can ask POD companies detailed questions about their quality control process.
They won’t always give you everything, but any good supplier should be transparent about how they maintain consistency.
Here are a few questions I always ask before working with a new vendor:
- What’s your print failure or defect rate?
- Do you conduct visual inspections before shipping?
- How do you calibrate your printers and check color accuracy?
- Can I see photos of your production setup?
- What’s your return or refund policy for quality issues?
The way they answer these tells you a lot about how seriously they take quality. If they dodge the question or can’t provide any data, I move on.
You don’t need perfection. But you do need a supplier that actually checks the work before it goes out the door.
6. Use Customer Feedback as a Live Quality Control Tool
You don’t have to guess if your products are slipping in quality. Just ask your customers.
I send a quick post-purchase email survey about two weeks after delivery. It asks:
- Did your product arrive in good condition?
- Did the print and product match what you expected?
- Would you order again?
This lets me catch problems before they snowball into bad reviews or refund requests. If I see multiple complaints about sizing or fading prints, I flag the product and check with the supplier.
Free tools like Google Forms, Typeform, or simple email apps work just fine. You don’t need a complex CRM.
Here’s a sample format:
| Question | Type |
|---|---|
| Was the item what you expected? | Yes/No |
| Did it arrive in good condition? | Yes/No |
| What would you rate the print quality? | 1 to 5 stars |
| Would you recommend us? | Yes/No |
| Optional feedback | Open text |
These responses are gold. Use them.
7. Track Refunds and Spot Trends Early
Refunds aren’t just a cost. They’re a warning sign.
When a customer asks for a refund, I don’t just process it and move on. I tag every refund request with a reason: print issue, wrong size, delivery delay, or “not what I expected.”
After about 50–100 orders, you’ll start to see patterns. If 30% of your refunds come from one product or one supplier, that’s a clear signal.
I’ve even made decisions to switch suppliers entirely after noticing rising refund rates for a specific shirt or product.
Having a simple tracking sheet or refund log can save you from long-term damage.
8. Don’t Ignore the Packaging Experience
Even if the print is perfect, bad packaging can ruin the customer’s perception of your store.
Some POD companies ship products in thin mailers or generic polybags. That might save a few cents, but it can lead to damaged goods or just an underwhelming experience.
I always check:
- Is the item folded neatly?
- Does it come in protective wrapping?
- Are there stickers, labels, or inserts?
- Does the return address confuse the customer?
If your brand feels “cheap” out of the box, that can affect reviews and repeat orders, even if the product itself is decent.
Some providers offer branded packaging or inserts. If you sell at premium price points, consider this upgrade.
9. Be Transparent in Your Product Pages
Sometimes, poor reviews aren’t about the product, they’re about mismatched expectations.
Make sure your product listings reflect exactly what the customer is getting:
- Use real photos, not just mockups
- Mention any potential variations (e.g., “small color differences may occur”)
- List materials clearly
- Share size charts that are accurate
Being upfront reduces the risk of disappointment and returns.
10. Spot Check Real Orders
I run small spot-checks every few months. I’ll place an order just like a customer, using a different name, address, and payment method, and then evaluate the result.
This gives me a true picture of how the product arrives:
- Is the packing slip correct?
- Are the print details right?
- Was the shipping timeline accurate?
These random checks help catch issues that don’t show up during regular sample orders.
Final Thoughts: Don’t Leave Quality to Chance
When you don’t control the production process, quality control becomes a mindset. It’s not something you do once, it’s something you build into your workflow.
Here’s a quick recap:
- Choose the right supplier for your product type
- Always test with samples
- Don’t race to the bottom on price
- Track customer feedback and refund trends
- Ask better questions to your vendors
- Be obsessive about small details
Customers remember how your product made them feel when they opened it.
If that experience is underwhelming, they won’t be back, and they’ll probably tell others to avoid you.
Make quality control your competitive edge.
