The best commissions start with a calendar, not a character. Pick the convention, write down the date, and count backwards. Everything else, from the quote to the deposit to the shipping label, has to fit inside that window, and most makers say up front that their window is longer than you’d hope.
We read the published commission terms of several independent costume and prop makers for this guide, so the details below come from real policies rather than guesswork. Terms differ from maker to maker. Treat these as examples of what to look for, then read the actual terms of whoever you hire.
Count backwards from the con
Turnaround times on makers’ pages run from weeks to months. The Cosplay Syndicate says its projects typically take one to two months depending on complexity. RainyJay Cosplays sets a minimum wait of one month and a maximum of six, and counts final shipping inside that wait. Singapore seamstress Xanthic Sews treats anything needed in under a month as a rush order with an extra fee, and another sewist we read adds a 50% rush fee for commissions needed within a month.
Two things catch people out. Several makers state plainly that they can’t guarantee a deadline. And the clock doesn’t start with your first message. It starts once the quote is agreed and the deposit lands, sometimes only once materials are bought. Queues fill, too: two of the pages we read showed commissions closed. If your con is in June, start the conversation in winter.
If you haven’t settled on an event yet, our convention directory lists dates and locations, so you can work out the real deadline before you ask anyone for a quote.
What to send with your first message
A maker can only quote what they can see. Xanthic Sews asks for front and back full-body references of the character. The Cosplay Syndicate’s inquiry checklist covers reference images (official art, sketches, 3D models), size requirements, the details you care about such as materials, colors and shading, and your deadline if you need the piece for a specific event. A good first message includes:
- References from several angles, including the back, plus close-ups of tricky parts like trims, emblems or armor joints.
- Your measurements, ideally taken by someone else, and your height if props are involved.
- The date you need the costume in your hands, which is earlier than the date of the con.
- An honest budget. Many makers price materials plus hours, so the number shapes the build.
- What you want made and what you’ll source yourself. The Cosplay Syndicate, for one, doesn’t supply wigs, makeup or contact lenses unless stated.
Measurements deserve their own warning. The Cosplay Syndicate says accurate measurements are the client’s responsibility and that it isn’t liable for fit problems caused by wrong ones. Another maker’s terms rule out responsibility for fit after “drastic weight changes.” If a maker offers a fitting, as Xanthic Sews does for local clients once some pieces are done, take it.
Quotes, deposits and the protection you actually have
Read a quote for what it leaves out. Xanthic Sews says its quotes don’t include material costs unless specified. The Cosplay Syndicate warns that prices change over time and an old quote may need redoing if you wait. Ask whether shipping, rush fees and tax are in the number. Taylor’s Cosplay Commissions has clients approve materials before they’re bought, which is a good habit to ask any maker about.
Deposits are normal, and usually large. The Cosplay Syndicate asks for a non-refundable deposit of usually 30 to 50% to secure a slot and buy materials. RainyJay asks for 50% up front and 50% on completion, before mailing. Xanthic Sews asks for at least half, usually about 60%, and offers instalments. One sewist asks for a down payment of twice the cost of materials. Almost every maker we read holds the finished piece until the last payment clears.
Refunds tend to shrink as the work grows. The usual wording: deposits become non-refundable once materials are purchased, and the further along the build, the less comes back. That’s fair to the maker, so be sure before you pay.
Then think about how you pay. PayPal’s buyer protection page excludes personal payments, including those sent with its friends and family option. It also excludes “Significantly Not as Described” claims for wholly or partly custom-made items, which describes most commissions. “Item Not Received” claims can still apply to a goods-and-services payment, and the page says they must be opened within 180 days of paying. Read PayPal’s buyer protection terms before you choose a payment type, and don’t agree to “send it as friends and family to save fees.”
A credit card gives you another route. The FTC explains that under the Fair Credit Billing Act you can dispute charges for things that weren’t delivered as agreed, but your letter has to reach the card issuer within 60 days after the first bill with the error was sent. Its guide to disputing credit card charges lists the steps. Talk to the maker first, though. Some makers’ terms say a chargeback filed without contacting them means you won’t commission them again, and a frank conversation fixes more problems than a dispute does.
Revisions, and what to put in writing
Changes are cheapest early. The Cosplay Syndicate says small tweaks are fine at the start, but major changes after work begins may cost extra, and some may not be possible at all. Makers who send work-in-progress photos are giving you a window to speak up, so use it. After delivery, terms vary widely: Xanthic Sews includes one free alteration within a month of handoff, while another maker won’t take alteration requests unless they were discussed before shipping.
One sewist’s terms say anything both sides agree in writing, including over social media, email or Discord, is treated as binding. That cuts both ways, and it’s the best reason to gather everything into one written agreement before the deposit. Ask for it to cover:
- Every component, from boots and belts to the sword.
- Materials, if they matter to you: foam or 3D print, real leather or faux.
- The total price, what it includes, and the payment schedule.
- The target completion date, and what happens if it slips.
- Refund terms at each stage of the build.
- How many revisions or fittings are included, and what extra changes cost.
- Shipping method, who pays, and insurance.
- Photo and credit rules. RainyJay asks clients who post content to credit the maker, and The Cosplay Syndicate shares progress photos only with permission.
Shipping the finished piece
Shipping is usually extra, and usually yours. The Cosplay Syndicate says buyers pay all shipping, it uses the most affordable option unless you ask for an upgrade, and large props can cost more to send. It also says it isn’t liable for packages lost or damaged once shipped, and it can’t ship to PO boxes. Another maker charges again if a package comes back because of a wrong address. Pay for tracking and insurance on anything you’d cry over, check the address twice, and leave at least a week between the expected delivery and the day you travel.
Choosing who to hire is the other half of the job. Our maker directory collects reviews of costume and prop makers, and our review policy explains how those reviews are checked. When the build is done, our list of cosplay photographers can help it get the photos it deserves.