Promotional Merchandise - Processing a Branded Apparel Order

Before pricing is issued, confirm garment style, color, and full size range with the customer in writing. Note that sizing varies between manufacturers.

Send an order confirmation listing the complete per-size quantity breakdown alongside the decoration specification: method, PMS colour reference, imprint position, and artwork version number.

Confirm written customer approval of both the size run and decoration specification before raising any purchase orders. Verbal confirmation is not sufficient.

Raise separate POs for blank garment supply and decoration if sourced from different suppliers. Reference job number, full size run, and artwork file version on each PO.

Request a pre-production proof or spec sample from the decorator: a digitized sew-out for embroidery, a printed strike-off for screen print. Do not authorize production until the proof is approved.

Receive written customer approval of the proof and log it against the job record before authorizing full production and confirming dispatch dates.

On delivery, count each size variant individually against the delivery note before signing. Report any shortfalls or size substitutions to the supplier in writing on the same day.

Once delivery is confirmed correct across all sizes and quantities, raise the customer invoice and sync to accounting.

Size run errors confirmed verbally but not in writing mean there is no record when the customer disputes quantities at delivery - reprints and replacements fall on the distributor.

Decoration proof approval happens outside the order system via email chains, making it impossible to confirm written sign-off was received before the supplier began production.

Apparel orders split across a blank goods supplier and a separate decorator mean two POs, two lead times, and two delivery points to coordinate before the customer receives anything.

What is a size run in a branded apparel order?

A size run is the full breakdown of quantities per garment size within an order - for example, S x2, M x8, L x12, XL x6. It must be confirmed in writing before any purchase order is raised, as errors are non-recoverable once decoration has been applied. Sizing also varies between garment manufacturers, so the specific style and brand must be confirmed alongside the size breakdown.

When should a pre-production proof be requested for branded apparel?

A pre-production proof should be requested for every decorated apparel order without exception. For embroidered orders, this is the digitized sew-out showing thread colors and stitch detail. For screen print, it is a printed strike-off on the actual garment. Embroidery digitizing fees are typically $20-$75 per design and are non-refundable once completed, making proof approval the last practical checkpoint before costs become unrecoverable.