What to Check Before Accepting a Custom Apparel Quote

Before accepting a custom apparel quote, make sure you know exactly what is being supplied, decorated and delivered. The headline price is only useful when the quote clearly covers the garment, artwork, production, freight and any extras that may arise.

Use the following checklist to compare quotes properly and avoid surprises for your team, event, workplace or community group.

1. Confirm the garment specifications

A quote should identify the actual garment or a sufficiently detailed specification. “T-shirt” or “hoodie” is not enough to compare one quote with another.

Garment type: Specify whether it is a tee, polo, singlet, sweatshirt, hoodie, jacket or another style.
Fabric: Check the fibre content, weight and whether the fabric is suitable for the intended use. Workwear, outdoor events and regular sports use may need different materials.
Colour: Confirm the exact colour or colour range, particularly if consistency matters across multiple sizes or repeat orders.
Fit: Check whether the garment is unisex, men’s, women’s, youth or a relaxed, regular or fitted cut.
Sizes: Ask for the available size range and a measurement chart. Australian sizing is not perfectly consistent between manufacturers.
Features: Note details such as pockets, zips, collars, cuffs, reflective sections, moisture management or reinforced seams.

If possible, inspect a sample before approving the full order. A sample helps confirm fabric weight, colour, fit and how the decoration will sit on the garment.

2. Get the decoration details in writing

“Printed logo” can describe several different processes, with different appearances, durability and costs. The quote should state the decoration method and where it will be applied.

Method: Clarify whether the artwork will be screen printed, digitally printed, embroidered, heat applied or finished using another process.
Placement: List each position, such as left chest, full front, back, sleeve or leg.
Size: Request the approximate dimensions of each design.
Colours: Check how many print colours are included and whether special colours or effects cost extra.
Thread or ink match: If brand or event colours matter, ask how close the finished result can be matched and whether a proof will be supplied.
Artwork requirements: Confirm the file type, resolution and whether the supplier will make adjustments.

Ask to approve a digital proof or production proof before the order proceeds. Check spelling, dates, names, numbers, logos, colours and placement. Once production starts, corrections may be difficult or impossible.

3. Separate the quoted price from setup fees

Some quotes include all preparation costs, while others list them separately. Look for charges relating to artwork preparation, screen creation, embroidery digitising, colour matching, samples and setup for each decoration position.

Ask these direct questions:

Is the artwork setup fee charged once per design or once per garment position?
Will a different size, colour or sleeve placement require another setup?
Are proofing and design amendments included?
Will repeat orders use the existing artwork setup, or will it be charged again?
Are taxes included in the quoted total?

If you are comparing several suppliers, calculate the complete order cost rather than comparing the per-item figure alone. A lower unit price can be outweighed by separate setup or freight charges.

4. Check quantities, size splits and minimums

Confirm the minimum quantity for the garment, colour, design and size range. Some suppliers may accept a total order quantity while requiring a minimum number for each print colour or garment style.

Provide a written size breakdown and ask how changes are handled before production. Check whether a mixed order can include adults’ and children’s sizes, different colours or a small number of extended sizes.

Also ask about overrun and shortfall. Will the supplier produce extra garments, and if so, are they included in the invoice? More importantly, what happens if fewer usable items are delivered than ordered?

5. Confirm delivery dates and freight

A production timeframe is not always the same as the date the apparel will arrive. Ask for each stage:

Artwork approval deadline
Sample approval date, if applicable
Production start date
Estimated completion date
Dispatch date and delivery timeframe

Provide the actual date the garments are needed, not just the event date. Allow time to check the order, sort sizes and resolve problems. Confirm whether freight is included, calculated separately or charged per carton. If delivery to a regional or remote address is involved, ask whether additional freight or transit time applies.

6. Understand the process for faults and missing items

Before paying a deposit, find out what happens if garments are damaged, incorrectly decorated, the wrong size, missing or materially different from the approved proof.

The quote or order terms should explain:

How quickly problems must be reported
What evidence is required, such as photographs or a count of affected items
Whether faulty items will be replaced, repaired, credited or refunded
Who pays return freight, if a return is required
How quickly replacements can be supplied

Inspect the delivery promptly. Count every carton and compare the garments with the approved order, including sizes, colours, decoration and quantities. Keep the quote, proof, invoice and delivery records together.

7. Check payment and cancellation terms

Confirm the deposit amount, balance due date and accepted payment methods. Custom goods may be difficult to cancel once garments have been ordered or decorated, so ask when cancellation rights end and what costs may be retained.

Make sure the person approving the quote has authority to commit the group or organisation. For community groups and workplaces, record the final approval in writing so there is no confusion about the selected garment, artwork or budget.

Practical summary

Accept a custom apparel quote only when it clearly describes the garment, decoration, artwork approval, setup fees, quantity rules, delivery timing and remedy for faults or shortages. Compare the complete delivered cost, allow time for checking the order, and keep every approval in writing.