Give one person ownership of the final list
Choose one team contact to consolidate sizes, artwork and approvals. Players should confirm their own details, but the supplier should receive one current version instead of conflicting message threads. Begin with the sport, approximate quantity, required pieces and desired delivery date. Ask what information is needed for a quote and what must be finalized before production. Keep unknown details marked as pending rather than guessing to complete a form.
Build a roster that can be checked line by line
For each player, record the display name exactly as requested, jersey number, jersey size, bottom size if applicable, and quantity for each item. Include a confirmation column and a notes column for unresolved questions. Preserve leading zeros in numbers where allowed, check accents and punctuation, and flag duplicate numbers for league review. Keep personal contact information separate from the artwork roster unless it is actually required. There is no need to publish player details to plan a uniform order.
Confirm sizes against the correct chart
Share the chart for the selected garment and explain whether it uses body or finished-garment measurements. A player’s jersey size may differ from their shorts size, and youth and adult ranges should not be treated as one continuous scale. Where samples are available, let players check movement and coverage before signing off. Ask about cut options rather than assuming every player wants the same fit. Record each player’s confirmation and the exact garment option attached to it.
Send usable, authorized artwork
Provide the best original logo file available, ideally editable vector artwork if you have it. A photograph or screenshot can help communicate the concept, but may need reconstruction before production. Include brand colour references and specify which details must stay unchanged. Use only logos and sponsor artwork your team is permitted to reproduce. Explain front, back and sleeve placements clearly, and ask for confirmation if thin lines or small text need simplification.
Separate the quote from production approval
A request is the start of a conversation, not the final production proof. Review product specifications, quantities, pricing, any artwork work, shipping arrangements and the proposed schedule. Minimum quantities and lead times can vary; ask what event starts the production timeline and whether delivery time is included. Do not promise a roster that uniforms will arrive by an event until the supplier has confirmed the plan. Keep an approved proof and roster together as the order reference.
Plan for changes and replacement pieces
Before approving, ask what happens if a player changes a size, a number is corrected or the roster grows. Confirm the point after which changes may no longer be possible and the conditions for later reorders. Consider whether spare items make sense for your team rather than buying them automatically. On arrival, compare the shipment with the approved list and follow the supplier’s process for reporting discrepancies. Save the final specifications to make the next season’s request clearer.