Team Uniform Order Checklist for Clubs and Schools

To order team uniforms for a club or school, plan backwards from the first fixture. Collect the roster and sizes, agree colours and artwork, confirm names, numbers and sponsor logos, approve a sample, then place bulk. A sample takes 8–10 days and bulk takes 15–18 days, plus shipping. Team sets start from 15 kits.

This post is a planning calendar and checklist. For the step-by-step overview of how an order works, read our custom team uniforms guide.

What Should You Do First?

Decide who is in charge. Orders for clubs and schools go wrong when three people collect sizes, two people approve artwork and nobody owns the final list. Name one coordinator to talk to the manufacturer and one approver for artwork and colours. Then confirm the budget range and the quantity: how many squads, how many players each, and how many spares. Team uniforms start from one team set of 15 kits, so a single squad can order, and a club with several age groups can group designs into one quote.

How Do You Collect Rosters and Sizes?

Build a single spreadsheet with one row per player: full name as it should appear, number, position if relevant, and size for each piece. Ask players or parents to confirm sizes against a size chart, not by guessing. Youth sizes vary widely, so measure instead of going by age. Add a few spares for new joiners and for kids who will grow into the next size. Our post on sizing a team order without a fitting day covers collection methods, and it is worth reading before you send the form out.

How Do You Agree Colours, Home and Away Sets?

Settle the colour scheme before artwork starts. Send brand colours as Pantone references or a logo file, because screen colours shift between devices and printed fabric. Decide whether you need a home set only, or home and away sets, and in the second case, agree which squads wear which. Check any league rules on colours, contrast and numbers. Our football kit rules and basketball numbering rules posts show why the checks matter. Goalkeepers and referees may need a different colour.

How Should You Handle Names, Numbers and Sponsor Logos?

Names and numbers are commonly applied by heat transfer, which suits small runs and individual personalization, or built into a sublimated design. Sublimation is the standard for crests, sponsors and full-colour designs on team kits. Provide logos as vector files (AI, EPS or PDF) and specify where each mark goes: chest, sleeve, back above the number. If you have sponsors, get their approved artwork and sizes in writing before the design is finalised. Have the roster proofread by someone who is not the person who typed it. Our sublimation explainer shows how the process works.

How Do You Plan the Calendar Backwards From the First Fixture?

Start with the date you need the kits in hand, then subtract each stage. Take off shipping time to your country. Take off bulk production, 15–18 days after sample approval. Take off the sample, 8–10 days, and add time for your own approval, since a committee can take longer than the factory. Add a buffer for one sample revision. Last, subtract the time you need to finalise artwork and roster. Where the answer lands is the latest date you should send your brief. Most problems with late kits come from the first two steps, collecting data and approving artwork, not from production. The process page lays out each stage.

How Do You Use Samples Well?

A sample is a real garment cut and sewn to your specification. Try it on a typical player, not the smallest or the biggest, and check these: colour against your Pantone reference, logo and number placement, fabric feel after a wash, and the fit of shorts and shirts together. Share photos with the approver before bulk is cut. Changes at sample stage are cheap; changes after bulk is cut are far harder. Order a sample in your common size and one further size when you have players of very different builds.

Team Uniform Order Checklist

• One named coordinator and one artwork approver
• Quantity: squads, players per squad, plus spares (sets start at 15 kits)
• Roster spreadsheet: exact names, numbers, positions and sizes
• Colours as Pantone references, with home and away decided
• Vector logos and sponsor artwork, with approved sizes and placement
• League rules checked for colours, numbers and logo size
• Sample ordered, tried on and signed off
• Calendar worked back from the first fixture, with a revision buffer
• Delivery address, and who will check and sort the order on arrival

Ordering Team Uniforms From Nyxlete

We make team uniforms in Sialkot, Pakistan and ship worldwide. Pricing is quote-based, and the range, options and minimum are on our custom team uniforms page. For what shapes a quote, see budgeting for a season of kits.

Common Questions

What is the smallest team uniform order?

Team uniforms start from one team set of 15 kits, so a single squad or small club can order without a large commitment.

How early should a club start before its first fixture?

Work backwards: bulk takes 15–18 days after sample approval, a sample takes 8–10 days, and shipping to your country comes on top. Add time for artwork, roster collection and one sample revision, and start well before you need the kit in hand.

How should we supply player names and numbers?

Send the roster as a spreadsheet with exact name spellings, numbers and sizes per player. Errors in that list are a frequent cause of reprints, so have one person check it before it is sent.

Do we need a sample before bulk?

A sample is strongly recommended. It lets you check the design, colours and fit on a real player before bulk production, which is the cheapest point to fix a problem.

Send your first-fixture date, squad count and artwork, and we will tell you what else we need.

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