Free In-The-Hoop Pencil Case Project

Create this quick and easy pencil case on your embroidery machine!

It is time for back to school, and we are always looking for something quick and inexpensive to make for that special person headed back to the classroom. We absolutely love this time of year when all the new school supplies are on the shelves. It is fun strolling through the aisles  just looking at the new notebooks, pens and pencils, and everything to store them in. 

In July when they started putting the school supplies out, we took an afternoon and hit the shops, just to look. We found a lot of different pouches, cases, and backpacks. That gave us the idea to come up with this in-the-hop project that you can easily create using your Hatch Embroidery software and personalize it for that special little person in your life. It only takes about 30 minutes once you get started!

Make It In The Hoop

You can make this entire case on your embroidery machine. We are providing step-by-step instructions with lots of pictures as well as the embroidery design file in .EMB that you can open in your Hatch Embroidery software, alter and then export to your required machine format (See previous blog post on File Formats). We also included various other machine formats in the download.  

The finished size of this pencil case is 3.5 in. x 8.5 in. (89mm x 216 mm).  All you have to do is to gather your supplies and you are ready to go!

You will find a button at the end of this article to access the instructions and the FREE design files.

Gather Your Supplies

It is always best to gather all your supplies before you start.  Here is a quick list of the main supplies for this project.  Request the instructions for the full detailed list at the end of this article.

You can use all one fabric or 4 different ones.You can use clear vinyl for one side if you want to see what is inside the pencil case.

1 piece 7.5 in x 3.5 in (190 mm x 89 mm)
1 piece 7.5 in x 9 in (190 mm x 229 mm)
2 pieces 7.5 in x 11 in (190 mm x 280 mm)

Stabilizer: Wash away mesh stabilizer
Zipper: at least 7 inches (178 mm)
Thread: Embroidery thread of choice

Temporary Adhesive of choice
Scissors – embroidery and regular
Ribbon and latch of choice (optional) for the “tab”

Instructions & Embroidery Design

Download the tutorial with the instructions and the design file at the end of this article.

Software Requirements

The minimum Software requirement for this project is Hatch Embroidery Customizer. It is needed for changing the lettering/name.

Skill Level Required

Basic sewing skills are required for all Hatch Embroidery in-the-hoop projects. While they are simple from an embroidery design point, they do require the user to know how to sew. You should know basic embroidery and sewing terms. These projects are not suitable for someone who does not know how to sew or is just beginning to sew.


Embroidery Machine

Embroidery Hoop to fit design (on most machines you will need a hoop with a sewing field at least 100 mm x 220 mm (4 in x 9 in)

Make Changes To The Design In Your Hatch Embroidery Software

Open the .EMB design file in you Hatch Embroidery software. Click on the name in the design and type the desired name. Save the design as an .EMB file when you finished making your changes.

Note: The name and the various lines are digitized in a different color in the software to force a color stop before and after.  This will make it easier for you to make changes in the software or just skip this color if you do not want to stitch a name. You do not have to use a different color.  We used the same color for the whole design on ours.

Export The Design To Your Machine Format

When finished making your changes, first save to your .EMB file.  Then you  will need to export the design to your machine format. This is very easy in the Hatch software.  Simply click on “Output Design” toolbox > Export Design. (See previous blog post on File Formats).

You Are Ready To Create Your In-The-Hoop Pencil Case!

Download the tutorial with the instructions and pictures and the embroidery design in .EMB and various other machine file formats at the bottom of this post. 

Simply follow the step-by-step directions and you will quickly have a new personalized pencil case or two.

Other Ideas

Once we got started on this project, we came up with a lot of other ideas for using the same design and just changing the fabric. Or resizing and reshaping the case for many more uses such as:

  • Make-up brush pouch – why haven’t we thought of this before!
  • Teacher appreciation gift – add a few cute pencils and a gift card for that wonderful teacher to say “thank you”,
  • Money change pouch,
  • A case for those special “hidden treasures” you like to keep with you but out of sight.

We also had a cheeky look online and found dozens of cute applications. Here are some of our favorites:

Don’t you think these bags are cute? Imagine putting in your team name or initials using your Hatch Embroidery software. 

When you finish your project share it with us! We would absolutely love to see your ideas. You can comment at the end of this blog, email to or share them on the Hatch Facebook page.

Have fun!
Kim and the Hatch Embroidery Team

Please note: You will need to sign in or register a free account to be able to download the free project.

Once you registered an account, you will have unlimited access to ALL the free projects that are currently on the Hatch Embroidery website and future ones two. You will also automatically receive our newsletter about free projects and designs. You will NOT be requested to download the software. Having an account does not come with any obligations to you at all.

Did you find this article helpful or interesting? Please leave a comment below. We would love to hear your feedback!

Hatch Embroidery software products are in popular use in over 100 countries. It is time to join the global trend and give Hatch a try! The 30-day Free Trial grants you unlimited use of all the amazing features and the 30-day Money Back Guarantee ensures that there is absolutely no risk involved.