Custom Apparel Order Checklist: What to Prepare Before a Quote

A useful custom apparel quote depends on a useful project brief. The more clearly you define the audience, products, artwork, quantities, sizes, personalization, and required date, the easier it is to compare options and make a confident decision.

This checklist is designed for businesses, schools, clubs, teams, organizations, and event planners preparing a custom apparel request.

Describe the outcome you need

Begin with the purpose of the apparel. Staff uniforms, team travel wear, event shirts, member merchandise, and customer giveaways have different priorities. Explain who will wear the items, where they will be used, and what a successful result should accomplish.

• Audience and intended use
• Indoor, outdoor, athletic, work, or event context
• One-time project or repeat program
• Required date and event date, if applicable

Identify the product mix

List the apparel categories you are considering—such as shirts, hoodies, jackets, quarter-zips, shorts, or coordinated teamwear. If you are unsure, describe the outcome, budget range, and intended use rather than guessing at a product.

For mixed-product programs, decide which design elements should remain consistent across every item and which can change by product.

Prepare the artwork and brand references

Gather the best available logo files, brand colors, fonts, sponsor marks, and examples of existing apparel. Identify which elements are required and which are flexible.

• Primary and secondary logos
• Approved brand or team colors
• Exact wording and capitalization
• Preferred placement for each mark
• References showing the intended visual direction

If the artwork is not production-ready, say what you have—a sketch, screenshot, old file, or idea—so the artwork scope can be identified before approval.

Organize sizes and quantities

Provide an estimated total quantity and a size breakdown when available. Separate youth, adult, women’s, men’s, and unisex needs rather than combining them into one count. When multiple garments are involved, use a simple matrix that shows quantity by product and size.

Confirm the size information for the selected garment before collecting a final order. A familiar size label does not guarantee the same fit across every product.

Define personalization

Names, numbers, departments, roles, locations, and individual logos can change the project scope. Use a structured list for personalized items and specify the exact spelling, capitalization, and placement.

Assign one person to review the final personalization list. This reduces conflicting updates and gives the project a clear approval point.

Share the budget and timing context

A budget range helps identify realistic product and decoration options. The required date helps determine which paths should be considered. Distinguish between the date you want to approve the project, the event date, and the date the products must be in hand.

Materials, decoration methods, minimums, pricing, proof requirements, and timing vary by product. Confirm the applicable details in the product information or project quote rather than relying on a general assumption.

Questions to resolve before approval

• What products, colors, sizes, and quantities are included?
• What artwork or setup work is required?
• What personalization is included?
• Will a proof be provided for this order?
• Who approves artwork, roster, pricing, and timing?
• How will pickup, shipping, or distribution be handled?
• What information should be retained for possible reorders?

Turn the checklist into a clear request

A concise project brief can save time for everyone involved. Include the purpose, audience, product mix, estimated quantity, size range, artwork, personalization, budget context, and required date in one message.

Contact New Wave Print to define a Phoenix-based custom apparel project, or explore products currently available online.