The Team Kit Order Checklist: Twelve Steps, In Order.
Everything to settle before you send a brief to a manufacturer, from the roster and sizes to sponsor logos, approvals and a deadline you can actually meet. Works for clubs, schools and any team ordering matched kit.
Ordering custom team kit goes smoothly when you do twelve things in the right order: name three owners, build one roster, confirm sizes on a sample, list every garment, fix colours and design, check names and numbers, get sponsor sign-off, prepare vector files, request a written quote and a zero-MOQ sample, approve in writing, plan the deadline backwards, then pay by invoice and track the order. Bulk orders at True Fit start at 20 pieces per design, and you can use your browser’s print function to keep a paper copy of this page.
The Checklist
Tick each box as you go. Nothing on this page needs a sign-up, and nothing is sent to us.
1Name three owners
Most delayed kit orders do not have a production problem; they have an ownership problem. Settle who decides before you collect a single measurement.
- One person who approves artwork and colours (the “design owner”).
- One person who owns the roster and every change to it.
- One person who pays and receives the quotation and invoice.
- A named backup for each, in case someone is away when approval is needed.
2Build the roster
The roster is the heart of a team order. Everything else (quantities, packing, names, numbers) is derived from it, so make it a single shared sheet rather than a chat thread.
- One row per person: full name, name to print, number, size, and position or squad.
- Separate sections for players, substitutes, coaches and staff.
- A “spare” row or two for late joiners, marked clearly as estimates.
- A freeze date after which changes cost a decision, not a message.
3Get sizes right
Wrong sizes are the most common and most avoidable disappointment. A shirt that is a size off cannot be corrected by the factory; it can only be replaced.
- Use the size guide and measure a few players of different builds, rather than asking everyone to guess.
- Check whether you are measuring the body or the finished garment; the measurement guide shows the difference.
- Order a sample in two or three sizes and hold a fitting before committing the squad.
- Mixed youth and adult squad? Read the youth vs adult sizing guide first.
4List every garment
Teams almost always need more than a shirt. Decide the full kit now, because each distinct design is quoted and counted separately.
- Match shirt, shorts and socks (or the equivalent for your sport).
- Training top and shorts, if different from the match kit.
- Goalkeeper or alternate colour kit.
- Warm-up layers: hoodie, jacket or tracksuit.
- Staff and coaches, and supporters’ merchandise if the club sells it.
5Fix colours and the design
Colour is the detail people notice first and argue about last. Settle it with evidence, not screens.
- Pantone references for each club colour, or an existing garment to match. Check the glossary entry for what that means.
- A flat drawing or reference photo for every garment, front and back.
- The position, size and colour of every panel, stripe and trim.
- Home and away designs considered together, so collars, trims and patterns stay consistent.
6Names, numbers and badges
These are small items with big consequences, because they are personal. A misspelt name on a finished shirt is a remake.
- The exact spelling of each name, checked by the player or a parent.
- The font and size for names and numbers, and where they sit on the front, back and shorts.
- Numbers confirmed as unique within each squad; check for duplicates.
- Whether names and numbers are part of the main print or applied separately, which affects whether late changes are possible.
7Sponsors and crest
Sponsors have brand rules and opinions about size and position. Get their approval before the factory prints, not after.
- Each sponsor logo as a vector file, or the highest-quality original available.
- The agreed position and width of each logo, written down.
- Written approval from each sponsor of the mock-up we send.
- The club crest in its best file, with a decision on print or embroidery. See decoration methods.
8Prepare the files
A tidy brief gets a faster and more accurate quote. You do not need a full tech pack, but the more of it you have, the fewer questions come back.
- Reference images and flats for each garment.
- Logos and crest as vector files (and a PNG preview).
- The roster sheet as a spreadsheet.
- Optionally a tech pack for each design.
- Delivery country and address details for the quote.
9Request a quote and a sample
A written quotation is worked out for your exact specification; there is no price list. Start with a sample because it has no minimum and is the cheapest way to find a mistake.
- Send the files and ask for a written quotation for the full order and a sample of the main shirt.
- Ask how your quantities count towards the 20-piece minimum per design, and how colourways are treated.
- Check what the quote assumes about fabric, decoration and packing.
- Read how samples work and how long they typically take (8–10 days).
10Approve properly
Approval is where responsibility moves. Do it deliberately, in writing, with the right people looking at the right things.
- Try the sample on, wash it and look at it in daylight.
- Review the mock-up for logo size and placement before anything is cut or printed.
- Confirm the final roster against the order sheet line by line.
- Approve in writing (an email or WhatsApp message is enough) and keep the message.
11Plan the deadline backwards
Work from the date you need the kit, subtracting each stage. The table below shows who controls each stage.
- Bulk typically takes ~18 days after sample and artwork approval; the working-day countdown on the tracking page pauses while we wait for you.
- Add shipping time to your destination (air or sea; see the shipping policy).
- Add time for customs processing in your country, which is outside our control.
- Add a buffer for correcting names, sizes or lost parcels.
12Pay, track and receive
Once the paperwork is right, the rest is following the order and being ready for it to arrive.
- Pay the official invoice (TF# number) by bank transfer or Wise, only to the details on that invoice. See paying a manufacturer safely.
- Follow the private tracking page and answer approval requests promptly.
- Review the pre-shipment video and photos before the balance is paid and the order ships.
- Plan distribution: orders are packed against your roster or size breakdown, so decide who hands out what and when.
- Keep the approved files and order number for the next reorder.
What A Good Roster Row Looks Like
Illustrative example only. These are made-up people and not a real order.
The columns are what we need for each person. Gaps in any of them are the questions that come back later and slow the order down.
| Squad | Name to print | No. | Shirt size | Shorts size | Notes |
|---|---|---|---|---|---|
| First team | A. SAMPLE | 7 | M | M | Captain: add armband position |
| First team | B. EXAMPLE | 10 | L | M | Check size at fitting |
| Reserves | C. DEMO | 22 | S | S | |
| Staff | COACH | – | XL | – | Tracksuit top only |
Add a column for any extra garment (training top, socks, hoodie) so that one sheet supports the whole order. Keep a copy of the version you approved, with the date.
Who Controls Each Stage Of The Timeline
| Stage | Mostly controlled by | What to do |
|---|---|---|
| Collecting sizes, names and numbers | You | Set a deadline and one person to chase it. |
| Sample (typically 8–10 days) | The factory | Ask for photos and a sign-off video; try the sample in real conditions. |
| Sample feedback and sponsor sign-off | You | Reply in one batch of consolidated comments rather than piecemeal. |
| Bulk production (typically ~18 days) | The factory | Follow the tracking page; answer approvals the same day if you can. |
| Shipping and customs | Carrier and your customs authority | Pick air or sea knowingly; ask for a landed-cost estimate if you need one. |
| Handing out the kit | You | Sort by squad or name using the roster sheet. |
Related Guides
- Custom team uniform ordering guide
- Kit for sports clubs and sports uniforms for schools and colleges
- Football kit cost breakdown and how to source cricket kits
- Sportswear manufacturing glossary — for any term you do not recognise.
- Teamwear range, portfolio and our process
Questions About Ordering Team Kit.
How early should I start the checklist?
Start as soon as you know the season dates. The slow parts are almost always on the buyer’s side: collecting sizes, agreeing colours, and getting sponsors to sign off. The factory stages, a sample (typically 8–10 days) and bulk (typically ~18 days after approvals), are the part you can estimate; the rest is your own calendar.
Do I need a tech pack to order team kit?
No. A reference photo, a sketch or a clear description is enough to begin a sample, and we point out what is missing before anything is cut. A tech pack speeds things up and reduces mistakes, particularly for a design you will reorder.
What if the roster changes after I approve?
Tell us immediately. Before cutting, a change is a message; after cutting or printing, it may mean a remake of the affected pieces, which is a new cost. Freeze the roster before approval and agree who may change it.
What is the minimum for a team order?
Bulk orders start at 20 pieces per design, counted per style rather than per size, and samples have no minimum. If your squad is smaller than that, tell us when you request a quote and we will say how it counts before you pay.
Who do I pay, and how?
We issue a written quotation and then an official invoice with a TF# number. Payment is by bank transfer or Wise to the details on that invoice only; card payments are not accepted. Read the team uniform ordering guide for the complete flow.
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