Ordering Guidelines

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Terms and Conditions | Ordering Guidelines | Silkscreen Guidelines | 2 Color Guidelines | PMS Color Matching | Ink Refill Cartridges | Laser Engraving GuidelinesCompliance

Terms and Conditions

Payment Terms

Established Terms Customers Net 30 Days

Prepay Customers

MasterCard, Visa, Discover, Certified Bank Check or Money Order
  • Please note that we will accept company checks but orders will not be released to production until 5 business days after payment is deposited. Then normal production schedule applies
  • We encourage all prepay customers to apply for credit terms. This qualifies you for our FREE 24 Hour Rush Service and will prevent any order delays. Please contact our Accounting Department to have our application for credit sent to you.

Custom Product

All orders for custom product will require a deposit and cannot be cancelled once the order is confirmed.

Returned Checks

A $25.00 processing fee is applied and repayment must be made by credit card or certified bank check. We will no longer accept personal or business checks from companies that have had checks returned.

Cancellations or Changes

  • All cancellations and/or changes must be submitted in writing. (Order fees incurred will be your responsibility.
  • An order may be cancelled up until it is released into production (excluding custom product orders). Once an order is in production, the buyer is responsible for payment.

Refund/Return Policy

No returns 60 days after shipment

Ordering Guidelines

Hours of Operation

Monday – Friday, 7 a.m. to 7 p.m. EST

24 Hour Service Requirements

  • 24 hour service must be noted on PO and in your email subject line.
  • Complete order must be received by 12 p.m. EST (PO, art, payment).
  • Must be on Net 30 Day Terms or have credit card on file to use
  • Plastic pens only, 1,000 pieces or less
  • No proofs with 24 hour service
  • Not available for 2 color printing


  • Please fax or email all orders - Not accepted verbally.
  • Order quantity must be catalog minimum
  • Less than minimum charge $31.25 (G). Less than minimum quantity is 1/2 of first column quantity
  • Changes CANNOT be made on the day the order is scheduled to ship
  • Do not submit credit card information on your order. This is a violation of PCI compliance and will cause delays in processing.

Providing Art to Hub Pen

  • 100% black and white art, no halftones or grays
  • Vector based artwork, all fonts converted to outlines, no embedded bitmaps (gif, jpg, png, tif)
  • Vector art is created using vector illustration software, such as Adobe Illustrator, Freehand, and CorelDRAW, among others.
  • Acceptable file formats: pdf, eps, .ai, .cdr, .cmx
  • Unacceptable file formats: .gif, .jpg, .png, .tif, .doc, .xls, .ppt
  • Art touchups and rebuilds, minimum $31.25 (G)
  • Minimum font size is 7 pt and line weight is .5 pt
  • Purchase order number must be placed in email subject line.

Product PMS Colors and Dye Lot Variations

We try to identify PMS colors that best match our product colors and our inventory undergoes multiple quality checks to ensure consistency. Occasionally, there may be a minor color variance between product lots.

Email/Fax Proofs

  • Proofs are completed 1-2 days from order confirmation.
  • FREE proof for orders over $300 (A)
  • Orders under $300 (A) proof charge $9.38 (G)
  • Virtual proof charge $6.25 (G), fee is applied to order when placed.
  • Additional proofs are $6.25 (G) each
  • Proof required on all orders over $5,000 (A)
  • Your proof is a facsimile representation and may differ in size and color from the actual product.
  • Orders ship 5 business days after proof approval on catalog quantities with proper payment if required.

Preproduction Proofs

  • Preproduction proof charge of $18.75 (G) each
  • Fee is waived on orders over $1600(A).
  • Preproduction proof required on all new orders over $5000 (A).

Sample Policy

  • Samples are shipped USPS unless otherwise requested.
  • Shipping charges apply to all sample orders.
  • Sample requests received before 12 p.m. EST will ship the same day; requests received after 12 p.m. EST will ship on the next business day.
  • Please provide purchase order number.


  • UPS standard carrier
  • No C.O.D.s
  • Drop shipments: First three are FREE. Additional drop
  • ship charge of $4.38 (G) per address
  • Third party shipping charge $1.88 (G) per box
  • When shipping third party, account number, corresponding account name and address must be provided.
  • Costs related to orders returned to Hub due to incorrect shipping information, will be charged back to the customer.

Silkscreen Guidelines

Plastic Pens

Silkscreen Printing

  • One time setup charge of $15 (G)
  • Imprint color change charge of $15 (G)
  • 100% black and white art, no halftones or grays
  • PMS color matching as close as possible on orders over 1,000 pcs, orders less than 1,000 pcs $9.38 (G)
  • Production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required)

2 Color Printing

Available on the Javalina® and Mardi Gras® lines as well as the following pens: 405, 372, 481, 301, 302, 375, 377, 367, 487, 307, 218, 358, 258, 379, 356, 384, 385, 438, 439, 363

  • Two screen charges of $15 (G) each, one time charge
  • Minimum Quantity of 1,000 pcs. for 2 color imprint
  • 1,000-4,999 pcs $0.15 (G), 5,000+ pcs $0.10 (G)
  • Preproduction proof required on all new orders
  • Production time: 5 business days and begins upon receipt of the complete order (PO, artwork, proper payment, and approval of preproduction proof). Additional time required for larger orders.
  • 24 hour rush NOT available

Decoration Location

Catalog representation of imprint location is approximate. Final silk-screened product may show some variation in actual location.

PMS Color Matching

Free Solid Coated PMS Matching Available On:

  • Orders over 1,000 pieces
  • Trim color on any Hub pen

Orders Less Than 1,000 Pieces

  • PMS matching $9.38(G)

The PMS colors for all pens are also listed on the individual product pages and hubpen.com

Standard Free Imprint Colors

Ink Refill Cartridges

Plastic pens:Hub Pen changes out ink $.38(G) each

Sending you refills $.14(G) each

Metal pens:Hub Pen changes out ink $.44 (G) each

Sending you refills $.32 (G) each

Most of Hub Pen’s products allow for swapping of default ink color, but not all. Below is a list of items not available for refill change.

  • 125
  • 208
  • 275
  • 301
  • 302
  • 303
  • 308
  • 327
  • 334
  • 335
  • 346
  • 350
  • 351
  • 352
  • 353
  • 354
  • 357
  • 359
  • 361
  • 363
  • 367
  • 380
  • 382
  • 383
  • 384
  • 385
  • 387
  • 389
  • 392
  • 394
  • 395
  • 401
  • 403
  • 405
  • 433
  • 487
  • 489
  • 565
  • 578
  • 579
  • 597
  • 671
  • 673
  • 675
  • 677
  • 681
  • 682
  • 683
  • 685
  • 693
  • 699
  • 712
  • 718
  • 851
  • 853
  • 858

Laser Engraving Guidelines

Cambridge Collection & Metal Pens

Laser Engraving

  • Laser logo charge of $45.00 (G)
  • 100% black and white art, no halftones or grays
  • Standard two line engraving
  • FREE straight line engraving with one of Hub Pen’s fonts (see list below)
  • Individual personalization charge $.38 (G) each, provide all name lists in Word or Excel
  • If personalization on second side (logo on first side) $.69 (G) each
  • Second side laser engraving charge $.31 (G) each
  • Please specify cap or barrel engraving where applicable. If placement isn’t specified, Hub Pen will default to barrel location.
  • Production time: 5 business days standard and begins upon the receipt of the complete order (PO, artwork, proper payment, and proof approval if required).
  • All laser engraved pens are shipped individually cellophaned

Hub Revolution® Laser Engraving

  • Increases the laser logo height up to 1/2" or up to five lines of text, width remains the same
  • Available for $.50 (G) per pen or $1.00 (G) per pen/pencil set. Logo fee applies.

Photo Dome Pens

  • Photo imaging art should be in full color and of good quality

Straight Line Imprint Free Laser Fonts

*Upper and lower case letters only


Click here for details on Hub's Prop 65 Compliance