Custom Apparel Order Form: What to Include (Checklist)
What to include on a custom apparel order form: contact, due date, garments, sizes, decoration, artwork approval, pricing, fees and deposit fields.
Field checklist for a custom shirt order form: contact and due date, garment style and color, size breakdown, decoration method and locations, artwork and proof approval, pricing, fees and deposit.
A custom apparel order form should capture contact details and the due date, garment style and color, a size breakdown, decoration method and locations, artwork and proof approval, pricing and fees, and deposit and payment fields. If a detail would change the price or the production plan, it belongs on the form.
Key rule: capture it before you quote it. Order sheets and template guides agree that many reprints and delays start at intake, with a guessed garment, a low resolution logo or a vague placement.
Part of the business and pricing guides in the DAX Learning Hub.
What to Include on a Custom Apparel Order Form
| Section | Fields |
|---|---|
| Customer | Name, company, email, phone, billing and shipping or pickup details |
| Job | Job or event name, order date, the date the customer needs it in hand |
| Garments | Brand and style, color, fabric or weight if relevant, quantity per style |
| Sizes | Quantity per size as separate entries, plus a total |
| Decoration | Method, locations, print or stitch size, ink or thread colors |
| Artwork | File upload and artwork notes |
| Approval | Proof sent, approved as shown, approved with changes or not approved, name and date |
| Pricing | Per piece price, setup and other fees, rush fee if any, total |
| Payment | Deposit amount and date, balance, payment method |
Field Checklist with Examples
Use this combined checklist to build or review your form. The examples are invented and only show the kind of entry each field expects.
| Field | Why it matters | Example (illustrative) |
|---|---|---|
| Customer name and company | Tells you who to contact and who the order is for | Jordan Lee, Example Youth League |
| Email and phone | Lets you reach the customer about proofs and questions | jordan@example.com, 555 0100 |
| Billing and shipping or pickup | Keeps the invoice and delivery details in one place | Ship to league office; pickup also fine |
| Job or event name | Gives the order a name everyone can find later | Spring Season Team Shirts |
| Order date and in hand date | Shows when the customer needs the order, not when you hope to print | Ordered Mar 2; needed in hand Mar 20 |
| Garment style | Records the exact blank so purchasing and pricing match | Midweight crew neck tee, adult and youth |
| Garment color | Avoids guessing between similar shades | Navy |
| Sizes and quantities | Gives a count per size so purchasing and production use the same numbers | YS 6, YM 10, S 4, M 8, L 8, XL 4; total 40 |
| Decoration method | Sets the production route and the price | Screen print |
| Print or stitch locations | Replaces vague placement notes with a fixed choice | Full front and upper back |
| Size per location | Shows how large each design should be | Front about chest width; back name bar |
| Ink or thread colors | Lists colors per location so setup is right the first time | Front: white and gold; back: white |
| Artwork file and notes | Collects the art with the order instead of chasing it later | Uploaded logo file; "use the round version" |
| Proof decision | Records what was approved before production | Approved as shown |
| Approved by and date | Shows who approved the proof and when | Jordan Lee, Mar 4 |
| Per piece price | Shows the unit price the customer sees | Price per shirt as quoted |
| Setup and other fees | Keeps extra charges visible on the order | Setup fee line |
| Rush fee | Flags a rush order and its charge, if any | None |
| Order total | Matches what the customer sees to the invoice | Total as quoted |
| Deposit amount and date | Records any deposit taken with the order | Deposit received Mar 4 |
| Balance and payment method | Shows what is still owed and how it will be paid | Balance at pickup, card |
| Special instructions | Captures anything that does not fit another field | Individually fold and bag by size |
Size Breakdowns and Garment Details
Collect a quantity for each size as its own field, not a single total, so purchasing and production work from the same numbers. Include extended sizes your blanks come in. Record the exact garment brand, style and color, because two similar shirts can price, fit and print differently. For storing and pulling those sizes, see Blank Inventory and Sizing.
Decoration, Locations and Artwork
Let customers pick placements from a fixed list such as full front, left chest, full back or sleeve, instead of describing them in their own words, and add a size for each location. List ink or thread colors per location, using color matching numbers where the customer has them. Collect the artwork file with the order, along with any notes on sizing. Then send a proof and record the decision. See Customer Artwork Proofing for the proof step.
Pricing, Fees and Deposits
Show the per piece price, setup charges and any rush fee on the form, so the total the customer sees matches the invoice. Many shops collect a deposit with the order; give it a field for the amount and date and a field for the balance. How you set fees is covered in Setup, Rush and Minimum Fees. This page lists fields only. For wording about payments, refunds or terms, talk to a qualified professional where you operate.
From Order Form to Job Ticket
The order form is what the customer gives you; the job ticket is what your crew works from. Once the proof is approved and any deposit is in, carry the order details onto the job ticket so nothing is retyped from memory. See Job Tickets and Shop Floor Flow.
Frequently Asked Questions About Custom Apparel Order Forms (FAQ)
What should a custom shirt order form include?
Contact details, the in-hand date, garment style and color, quantity per size, decoration method and locations, colors, artwork, proof approval, pricing, fees and deposit fields.
Do I need a deposit field?
If you take deposits, yes. Record the amount, date and remaining balance so production and billing see the same numbers.
How do you collect size breakdowns?
Give each size its own quantity field, including extended sizes, and show a running total.
Should the order form include proof approval?
Yes. Record whether the proof was approved as shown, approved with changes or not approved, with a name and date, before production starts.
Is an order form the same as a job ticket?
No. The order form captures what the customer wants; the job ticket carries those details to the production floor.
This guide describes common order form fields and is not legal advice.
Figures and methods here are hedged starting points that vary by product; confirm every setting against the supplier or manufacturer spec sheet. Field lists are common practice; adapt them to your shop.
Browse more guides in the DAX Learning Hub, and check cities and dates on the DAX show schedule when you are ready to see shop management tools and talk with suppliers in person.