What to Include in a Team Apparel Brief

A useful team apparel brief should answer three questions before anyone requests a quote or approves artwork: what is needed, who is responsible for each decision, and when must the order be ready? Put the details in one document, even if the order is small. A structured brief reduces repeated questions, exposes missing information early and gives your apparel supplier a reliable basis for recommendations and pricing.

1. Describe the group and the purpose

Start with a short description of who the apparel is for and how it will be used. Include the group’s name, the type of activity and the intended wearer.

• Junior or adult sports team
• Workplace or volunteer group
• School, club or community organisation
• Event staff, participants or supporters

Explain whether the garments are for regular work, competition, a one-off event, fundraising, public identification or casual team wear. This affects the most suitable fabric, fit, durability, visibility and decoration method. For example, garments used outdoors may need different features from shirts worn at an indoor presentation.

2. List the garments you need

Be specific about each item rather than writing “team uniforms” or “merchandise”. List the garment type, preferred cut and any practical requirements.

• T-shirts, polos, singlets, hoodies, jackets or caps
• Adult, youth or unisex sizing
• Regular, fitted or relaxed cut
• Short or long sleeves
• Breathable, lightweight, warm or hard-wearing fabric
• Special requirements such as high visibility, easy care or sun protection

If you are unsure which garment is appropriate, say what the apparel needs to do instead of choosing a product too early. A supplier can then suggest options that suit the activity, season and budget.

3. Set out quantities clearly

Include the total number of garments and break it down by item, colour, size and any role-specific variation. A simple table or spreadsheet is usually the clearest approach.

For example, separate player shirts from coach shirts, volunteer polos from participant tees, or staff jackets from casual hoodies. Note whether the quantities are final or estimated. If some people have not confirmed their sizes, identify those numbers as provisional and set a date for final confirmation.

Also state whether you want spare garments. Spares may be useful for new members, replacements or display purposes, but they should be deliberately included rather than added as an afterthought.

4. Provide a complete size breakdown

Do not rely on a total quantity alone. Apparel sizing can vary between garment styles, so record the required size for each item and check the relevant size guide before approval.

Ask participants to provide sizes using the chosen garment’s measurements where possible. Clarify whether the list uses adult, youth or women’s sizing, and flag any unusual requirements early. Keep a copy of the final size list with the order records so changes can be tracked.

A brief should also identify who is collecting sizes and who is responsible for checking them. This avoids a supplier receiving several conflicting lists from different people.

5. Confirm colours

State the preferred garment colour and the colours to be used in the decoration. Include any rules about official colours, contrast, visibility or consistency with existing uniforms.

Ask how colour choices will be confirmed before production. A screen image can look different from a physical garment, and some decoration methods reproduce colours differently. If colour matching matters, make the approval step explicit and allow time for it in the schedule.

6. Map every decoration location

Describe what should appear on each garment and where it should be placed. Common locations include:

• Left chest or right chest
• Centre front
• Full or upper back
• Sleeve
• Leg, side panel or lower hem
• Cap front or side

For each location, note the design, approximate size, colour requirements and whether it is required on every garment. Identify personalisation such as names, numbers, job titles or team roles separately from the main artwork. If placement needs to align with seams, pockets or existing logos, mention that in the brief.

7. Attach usable artwork

Include the latest approved artwork with the brief and label each file clearly. State which version is current and identify any elements that must not be altered, such as wording, proportions or colour treatment.

If the artwork is not ready, explain what is still outstanding and who will provide it. Do not assume that a low-resolution image copied from a website or document will be suitable for production. Ask what file format and artwork preparation are required, and allow time for corrections before the final approval.

8. Work backwards from the deadline

Give the date the garments are needed, not merely the date you hope to place the order. Also list important milestones:

1. Brief and quote requested
2. Garment and decoration options selected
3. Artwork supplied
4. Sizes and quantities confirmed
5. Artwork or sample approved
6. Order placed
7. Delivery required

Say whether the deadline is fixed, such as a competition or event date, or flexible. Allow room for approval delays, size changes, production time and delivery. If the order includes several garment types or extensive personalisation, make sure the schedule accounts for that additional coordination.

9. Include delivery and invoicing details

Provide the complete delivery address, the name and phone number of the person receiving the order, and any access instructions. For workplaces, schools or venues, note reception hours, loading restrictions and whether someone must be present to accept the parcel.

Include the billing contact, purchase order requirements and the person authorised to approve the final cost. If the order will be distributed across several locations, list each destination and the quantities required at each one.

10. Define the approval process

End the brief by naming the decision-maker. A group may have several interested people, but one person should coordinate feedback and give final approval. State who can approve:

• Garment style and colour
• Artwork and decoration placement
• Final quantities and sizes
• Quoted cost
• Production and delivery timing

Set a deadline for feedback and ask that comments are consolidated rather than sent separately. Record the final approval in writing, including the approved artwork, quantities, sizes and delivery date. This creates a clear reference if details are questioned later.

Practical summary

A strong team apparel brief identifies the group, purpose, garments, quantities, sizes, colours, decoration locations, artwork, deadlines, delivery information and approval authority. Keep it in one document, mark estimates clearly, and make one person responsible for collecting decisions. The clearer the brief is before ordering, the less likely the project is to stall over missing information or last-minute changes.