Procurement Guide
How to Order Custom Badges for Your Department: Complete Procurement Guide
Step-by-step badge ordering process for police chiefs, security directors, and department administrators—from budget planning to final delivery
Ordering custom badges takes 8-12 weeks from initial design to delivery. The process involves: (1) Budget approval and state compliance verification, (2) Design selection or custom artwork creation, (3) Manufacturer selection and quote comparison, (4) Proof approval and production authorization, (5) Manufacturing (8-10 weeks), and (6) Quality inspection and delivery. Most departments order 25-100 badges per procurement cycle, with costs ranging from $45-$120 per metal badge or $8-$35 per embroidered patch. This comprehensive guide walks you through every step, common pitfalls to avoid, and state-specific requirements. Start browsing badge options or follow the complete process below.
Table of Contents
- Budget Planning & Cost Analysis
- State Requirements & Legal Compliance
- Design Selection Process
- Manufacturer Selection Criteria
- Badge Numbering Systems
- Police & Law Enforcement Badges
- Security & Private Investigation
- Embroidered Patches Alternative
- Production Timeline & Delivery
- Common Procurement Questions
Ordering custom badges for your department represents a significant procurement decision affecting officer identity, public perception, and annual budgets. Whether you’re a police chief outfitting a new department, a security director replacing aging badges, or a procurement officer researching options, understanding the complete ordering process helps you make informed decisions, avoid costly mistakes, and ensure timely delivery.
This comprehensive procurement guide walks through every step of the badge ordering process—from initial budget planning and state compliance verification through design selection, manufacturer evaluation, production timelines, and final quality control. We’ll cover decision criteria for custom law enforcement badges, cost-saving strategies, and common pitfalls that delay delivery or result in unusable badges.
By following this structured approach, departments can confidently navigate the procurement process, meet state requirements, stay within budget, and receive professional-quality badges that serve officers for decades. Let’s begin with budget planning—the foundation of successful badge procurement.
Budget Planning & Cost Analysis
Badge procurement costs vary dramatically based on badge type, materials, customization level, and order quantity. Understanding these cost drivers helps departments allocate appropriate budgets and make informed material decisions.
| Badge Type | Unit Cost | 25-Badge Order | 100-Badge Order | Lifespan |
|---|---|---|---|---|
| Metal Badges (Basic) | $45-$65 | $1,125-$1,625 | $4,500-$6,500 | 10-20 years |
| Metal Badges (Premium) | $85-$120 | $2,125-$3,000 | $8,500-$12,000 | 15-30 years |
| Embroidered Patches | $8-$20 | $200-$500 | $800-$2,000 | 2-5 years |
| Hybrid Approach | $53-$85 | $1,325-$2,125 | $5,300-$8,500 | Mixed lifespan |
Budget Considerations
Metal badges require higher upfront investment but last 10-20 years, making them cost-effective for sworn officers. Embroidered patches cost 60-85% less initially but need replacement every 2-5 years. Many departments use custom police patches for shoulders while reserving metal badges for chest authority placement—this hybrid approach saves 40-50% versus all-metal uniforms while maintaining professional appearance.
Start badge procurement planning 4-6 months before needed delivery date. Budget approval takes 1-2 months, design and vendor selection require 3-4 weeks, and production consumes 8-12 weeks. Last-minute badge orders rush manufacturing, increase costs 20-30%, and risk quality issues. Annual budget cycles should include badge replacement line items based on department size and expected turnover.
Ready to get pricing for your department?
Free consultation and quote—no obligation, fast response
State Requirements & Legal Compliance
Every state maintains specific badge regulations covering design restrictions, required text, badge registration, and impersonation prevention. Verifying compliance before ordering prevents expensive remanufacturing and legal liability issues.
State-Specific Badge Requirements
Badge regulations vary significantly by state. Some require specific text (“POLICE” vs “LAW ENFORCEMENT”), badge registration with state authorities, or prohibit certain designs for non-sworn personnel. Our comprehensive state guides cover requirements for:
Never order badges without verifying current state requirements. Badge regulations change frequently, and non-compliant badges cannot be legally worn. Manufacturers typically won’t accept returns for regulatory non-compliance, making verification essential before authorizing production. Always consult your state’s law enforcement standards board or legal counsel when uncertain about requirements.
Design Selection Process
Badge design decisions affect department identity, officer pride, and public perception for decades. Whether selecting from existing designs or creating custom artwork, systematic design evaluation ensures professional results that meet operational requirements.
Design Approach Options
Departments face three design paths: (1) Select from existing law enforcement badge designs with customization, (2) Modify existing templates with department-specific elements, or (3) Create fully custom-made police badges from scratch. Each approach involves different timelines, costs, and complexity levels.
Existing design selection offers fastest delivery (8-10 weeks) and lowest costs. Personalised police badges using templates with custom text, badge numbers, and department seals balance customization with efficiency. Fully custom-made law enforcement badges require artwork creation, proof revisions, and tooling setup, extending timelines to 12-14 weeks but delivering unique designs unavailable elsewhere.
For comprehensive design guidance, see our complete custom police badges guide covering shape selection, text placement, color choices, and design best practices.
Manufacturer Selection Criteria
Selecting the right badge manufacturer significantly impacts badge quality, delivery reliability, and long-term satisfaction. Systematic vendor evaluation prevents costly mistakes and ensures professional results.
| Evaluation Criteria | What to Look For | Red Flags |
|---|---|---|
| Manufacturing Location | US-based production, quality control | Vague location info, overseas only |
| Experience | 10+ years, law enforcement focus | New company, generic badges |
| References | Similar-size department references | No references, generic testimonials |
| Timeline | Realistic 8-12 week estimates | Promises 2-4 week delivery |
| Communication | Responsive, clear process explanation | Slow replies, vague answers |
- Where are badges manufactured? (US production ensures quality and faster issue resolution)
- What’s the realistic timeline? (8-12 weeks is standard; faster promises risk quality)
- Can you provide similar department references? (Verify with actual customers)
- What’s included in the price? (Setup fees, shipping, rush charges hidden?)
- What’s your defect/replacement policy? (Quality guarantee essential)
Browse Design Options
Explore Our Complete Badge Collection
View 100+ professional badge designs for police, security, and specialized roles
Shop All Badges →Badge Numbering Systems
Badge numbers serve multiple purposes beyond simple identification—they track badge history, commemorate fallen officers, indicate seniority, and maintain department traditions. Understanding numbering systems before ordering prevents reassignment issues and honors department customs.
Many departments maintain badge number traditions where specific numbers hold special meaning. Badge #1 often goes to the chief, retired numbers commemorate line-of-duty deaths, and low numbers indicate seniority or founding officers. Some departments assign numbers sequentially as officers join, while others use district codes, rank indicators, or specialized numbering schemes.
For comprehensive information on badge numbering traditions, systems, and best practices, see our detailed guide what do badge numbers mean covering numbering conventions across different agency types and regional variations.
Police & Law Enforcement Badge Options
Law enforcement badges vary by shape, size, and design elements reflecting regional traditions and departmental identity. Understanding available options helps departments select appropriate designs that communicate authority while honoring local traditions.
Circle & Oval Police Badges
Circle configurations include 2-C10-2, 2-C12-4, 2-C12, 2-C13-2, 2-C13-4, 2-C13, 2-C14-2, 2-C14, and 2-C16. Oval shapes like 2-D2, 5-D10, 5-D11, 5-D12, 6-D11, 7-D12, and 7-D15 offer traditional appearances.
Eagle Top & Shield Designs
Eagle top badges include 3-A1, 3-B2, 3-C11-2, 3-C11-3, 3-C118H14, 3-C11AK, 3-C11, 3-C15, 3-E17, 3-F1, 3-F2, 3-F3, 3-F4, 3-H1, 3C11-13G2, 4-A1, and 4T-F1.
Star-Configuration Police Badges
16-series star badges include 16-H12, 16-H20, 16-H30, 16-H31, and 16-H31 variant. 17-series include 17-B1, 17-H13, 17-H14-2, 17-H14, and 17-H15.
18-series stars include 18-A1, 18-H14-2, 18-H14, 18-P1, and 18-P1 variant. 19-series include 19-A1, 19-A2, 19-F1, 19-F3, 19-F8, 19-F8 variant, 19-H15, 19-H16, and 19-H20.
20-Series & State-Specific Designs
20-series badges include 20-A16-2, 20-A16, 20-A17, 20-A17 variant, 20-A19, and 20-H16. State-specific designs include Arizona 20-AZ1, Texas 20-TX1, and 20-TX2.
22-Series & Specialty Police Designs
22-series include 22-D19, 22-D20, 22-D22, 22-F1, and 22-F2. Large format designs include 26-A1 and 27-A1.
8-Series & 9-Series Designs
8-series include 8-D13-2, 8-D13-4, and 8-D13. 9-series include 9-A1, 9-A1 variant, and specialty 6-J1. Additional variations include 13-B18 and 11-G1.
Security & Private Investigation Badges
Security officers and private investigators require badges that clearly differentiate from law enforcement while maintaining professional appearance and meeting state licensing requirements. Understanding these distinctions prevents legal issues and ensures regulatory compliance.
Security Officer Badges
Security badge options include 1-A10, 11-D16-2, 2-C10-2, 2-C13, 3-C11AK, 3-C11-2, 3-C15, and 5-D10. For comprehensive guidance, see our private security badges complete guide and browse all options at security badges collection.
Private Investigator Badges
PI badges include 13-B17, 13-B18, 3-C15, 6-J1, and detective-style PI3-C11DT. Essential resources include complete PI resource guide, PI vs detective badge comparison, PI badge design guide, starting a PI business, and state-by-state PI badge requirements.
Public Safety Badges
Public safety designs include 2-C13-3, 2-C14, 3-E17, and 5-D10 for consolidated departments combining police, fire, and EMS functions.
Security badges must clearly state “SECURITY” and avoid designs resembling law enforcement. Many states prohibit security personnel from using badge shapes, colors, or text that might confuse public perception of authority. Security officers have no arrest powers—badge designs must reflect this distinction. Always verify state-specific requirements before ordering security badges to prevent impersonation charges and licensing violations.
Questions About Badge Procurement?
Our team helps departments navigate design selection, state compliance, and ordering logistics. Free consultation—no obligation.
Embroidered Patches as Cost-Effective Alternative
Embroidered patches offer departments significant cost savings while maintaining professional appearance. Many agencies use hybrid approaches—metal badges for chest authority identification, patches for shoulder placement—reducing uniform costs 40-60% without sacrificing visual authority.
Patch options include T15-A3B police designs. Comprehensive patch guidance available through our custom patches guide covering design, materials, and application methods.
Hybrid approach example: A 50-officer department ordering all metal badges spends $10,250 (at $205/uniform with chest badge + shoulder badges). The same department using metal chest badges ($85) plus embroidered shoulder patches ($15 each) spends $5,750—saving $4,500 annually (44% reduction) while maintaining professional appearance and authority communication.
Production Timeline & Delivery Expectations
Realistic timeline expectations prevent procurement disappointments and ensure badges arrive when needed. Understanding production phases helps departments plan ordering cycles and communicate realistic delivery dates to stakeholders.
| Phase | Timeline | Your Actions Required |
|---|---|---|
| Quote & Design Selection | 3-7 days | Review options, select design |
| Proof Creation | 3-5 days | Review proof carefully |
| Proof Approval | 1-3 days | Sign off, authorize production |
| Manufacturing | 8-10 weeks | Wait for production |
| Shipping & Delivery | 5-10 days | Inspect order upon arrival |
Total timeline: 9-13 weeks from initial contact to delivery. Rush orders cost 20-30% more and risk quality issues. Plan badge procurement 4-6 months before needed delivery to accommodate budget approval, design decisions, and manufacturing time without rushing production.
- Ordering during academy graduation season – Manufacturers backlogged May-August
- Underestimating approval time – Budget and design approvals take 4-6 weeks
- Rushing proof review – Errors caught post-production cannot be fixed
- Expecting Amazon-speed delivery – Custom manufacturing requires time
- Not planning for delays – Add 2-week buffer for unexpected issues
Common Procurement Questions
How much do custom badges cost per officer?
Metal badges cost $45-$120 per badge depending on complexity, materials, and customization level. Basic designs with standard text run $45-$65, while premium badges with intricate detail work, multiple colors, and custom shapes cost $85-$120. Embroidered patches cost $8-$20. Most departments order 2-3 badges per officer (chest badge plus 2 shoulder badges), making total uniform badge costs $90-$360 per officer for all-metal or $61-$140 for hybrid metal/patch approaches.
Can we use existing badge designs or must we create custom artwork?
Most departments select from existing badge templates and customize with department names, badge numbers, and insignia rather than creating fully custom designs. Existing designs cost less and deliver faster (8-10 weeks vs 12-14 weeks for custom). Template customization provides professional results at lower costs while maintaining unique department identity through specific text, colors, and numbering.
What happens if we need to add officers mid-year?
Badge manufacturers maintain dies/tooling for repeat orders, allowing departments to order additional badges matching original designs. Small reorders (1-10 badges) typically ship within 6-8 weeks since manufacturing setup already exists. Some departments order 10-15% extra badges during initial procurement to have spares available for immediate issuance to new hires, avoiding 2-month waits. Extra badges cost same unit price as original order.
Do badge prices include setup fees or shipping?
Badge pricing structures vary by manufacturer. Some quote “all-in” pricing including setup, tooling, and shipping, while others add setup fees ($150-$500) and shipping charges ($50-$200) separately. Always request total project cost including all fees before authorizing production. Setup fees apply once per design; reorders using existing tooling avoid these charges.
What if badges arrive with defects or errors?
Reputable manufacturers guarantee badge quality and remake defective badges at no charge. However, errors caused by customer approval of incorrect proofs (wrong badge numbers, misspelled department names) typically cannot be remade without charging full price. This makes careful proof review critical before authorizing production. Always verify spelling, badge numbers, and all text elements multiple times before signing proof approval.
Should we order backup badges for lost/damaged replacements?
Yes. Most departments order 10-15% extra badges beyond current roster size. A 50-officer department orders 55-60 badges total, keeping 5-10 as spares for immediate replacement of lost, damaged, or stolen badges. Without spares, officers wait 6-8 weeks for replacement badges, creating credential gaps. Extra badges cost the same per-unit price as the main order and eliminate emergency rush orders charging 20-30% premiums.
- Start procurement 4-6 months before needed delivery to accommodate budget approval and 8-12 week production
- Verify state badge requirements before ordering to prevent regulatory non-compliance and wasted budgets
- Budget $45-$120 per metal badge or $8-$20 per patch with hybrid approaches saving 40-60%
- Review proofs exhaustively before approval as post-production errors cannot be fixed without paying twice
- Order 10-15% extra badges as spares for immediate replacement of lost/damaged badges
- Select manufacturers with law enforcement experience and similar department references
- Expect 9-13 week total timeline from first contact to final delivery without rushing
Ready to Start Your Badge Order?
Professional badge manufacturing for law enforcement, security, and public safety
Expert guidance • State compliance support • Quality guaranteed • Trusted nationwide
Related Procurement Resources
Author: Owl Badges Team
Last Updated: February 2026
Tags: Badge Procurement, Police Badges, Custom Badges, Department Ordering, Law Enforcement, Security Badges, Badge Design, Procurement Guide