Custom Uniform Ordering Guide
What to Say When Ordering Custom Uniforms
A clear first message helps the supplier understand your garment, artwork, quantity, sizing, deadline and delivery needs before preparing a quotation.
Direct answer: When ordering custom uniforms, tell the supplier who will wear them, the garment type, estimated quantity, required sizes, preferred colour, logo or artwork details, print positions, receiving date and delivery location. Attach your logo and a reference image when available. This gives the supplier enough information to recommend suitable products and prepare a more accurate quotation.
Start with the right information
Why Your First Enquiry Message Matters
Many custom-apparel enquiries begin with a very short question such as “How much is a custom shirt?” The supplier cannot quote properly until the garment, quantity, artwork, size range and customisation requirements are known.
A clear message reduces repeated questions and helps both sides identify practical options earlier. You do not need to know every technical term. Explain the purpose of the order in plain language and provide the information you already have.
Quick comparison
What Information Should You Give for Each Order?
The most important details change slightly according to the order type. Use this table as a simple starting point before contacting the supplier.
| Order Type | What to Say First | Important Details | Commonly Missing Information |
|---|---|---|---|
| Company staff uniforms | State the staff roles and working environment. | Garment type, colour, logo position, size range and department needs. | Actual size breakdown and whether the uniform will be reordered later. |
| Sports jerseys | State the sport, team size and preferred jersey style. | Names, numbers, colours, artwork coverage and player sizes. | Final spelling, number list and adult or child cutting. |
| Event or campaign shirts | State the event type and required receiving date. | Quantity, shirt colour, front and back artwork, size range and delivery location. | The date the shirts must arrive, not only the event date. |
| School or university club shirts | State the club activity and who will wear the shirts. | Student and teacher sizes, logo approvals, colours and committee details. | One final approved name and size list. |
| Restaurant, cafe or catering uniforms | State the staff roles and service setting. | Front-of-house and kitchen garments, apron needs, logo placement and wash frequency. | Whether different roles need different garments or colours. |
| Repeat or replacement order | State that it is a reorder and provide the previous reference. | Garment code, colour, artwork, print size, method and updated quantity. | Previous approved sample, invoice, order record or clear garment photos. |
Garment information
Describe the Uniform You Need
Begin with the purpose of the order before discussing printing. The supplier needs to know what the garment will be used for and who will wear it.
Explain the Activity or Workplace
State whether the order is for office staff, factory workers, a sports team, an event, a school club, a restaurant or another activity.
Say: “We need uniforms for a customer-service team that works indoors and attends events.”
Name the Product You Prefer
Mention polo shirts, round-neck T-shirts, quick-dry shirts, jerseys, jackets, aprons, caps or work shirts. Ask for recommendations when unsure.
Say: “We are considering a polo shirt but are open to a more breathable option.”
Give an Estimated Total
Provide the expected quantity because garment availability and suitable branding methods may depend on the order size.
Say: “We estimate 45 pieces, but the final total may change after size collection.”
State the Required Size Range
Explain whether you need adult, child, unisex, fitted or extended sizes. Send the final quantity by size after confirming the exact garment.
Say: “We need adult unisex sizes from S to 3XL, subject to the selected product chart.”
Describe the Garment Colour
Give the preferred colour and acceptable alternatives. A screenshot may not represent the exact garment shade, so request the available product colours.
Say: “Our first choice is dark green. Black or navy may be considered if the size range is better.”
Mention Fabric or Wearing Needs
Explain whether the garment must feel formal, lightweight, breathable, quick-dry, easy to layer or suitable for outdoor work.
Say: “The team works outdoors, so we prefer a lightweight quick-dry fabric.”
Artwork and branding
Explain How the Uniform Should Be Customised
You do not need to select the printing method before contacting the supplier. Describe the design, placement and desired appearance so suitable methods can be reviewed.
Attach the Best Logo or Design File
Send vector artwork when available, or the highest-resolution PNG or PDF. Avoid screenshots copied repeatedly through messaging apps.
Say: “I have attached our logo. Please confirm whether the file is suitable for printing.”
State Where Each Design Should Go
List the left chest, right chest, full front, upper back, full back or sleeve positions. A reference photo can help explain the placement.
Say: “Logo on the left chest and event design on the upper back.”
Describe the Preferred Visibility
State whether the logo should be small and professional, clearly visible from a distance or large enough for an event design.
Say: “We want a neat left-chest logo, not an oversized print.”
Mention a Preference Without Limiting Options
You may request embroidery, DTF, silk screen or sublimation, but allow the supplier to review the fabric, artwork and quantity.
Say: “We prefer embroidery, but please advise if another method suits this artwork better.”
List Names, Numbers or Roles
Explain whether each garment needs a different name, number, department, class, house or job role.
Say: “Each jersey needs a player name and number. We will provide one checked spreadsheet.”
Say Whether the Artwork Is Final
Tell the supplier whether the design is approved, still being edited or only a reference idea. This avoids treating an unfinished file as final artwork.
Say: “This image is a style reference only. Our final logo will be supplied separately.”
Quotation details
Include the Details That Affect the Order
After describing the garment and artwork, add the practical information needed to review availability, production and delivery.
Required Receiving Date
State when the finished items must arrive. This is more useful than giving only the event or opening date.
Delivery Location
Provide the town, postcode or complete receiving address when available, together with the contact person.
Budget Direction
Share a target range or priority when relevant, such as lower cost, premium appearance, active comfort or long-term staff use.
Packing Requirements
Explain whether garments should be grouped by department, class, player, branch or individual name.
Approval Contact
Name one person who will confirm the garment, artwork, spelling, quantity and final order details.
Previous Order Reference
For reorders, send the old invoice, garment code, approved sample, artwork file or clear photos of the previous uniform.
Copy-and-paste template
A Simple Message for Requesting a Quotation
Hello, I would like to request a quotation for custom uniforms.
Purpose: [company staff / event / sports team / school club]
Garment: [polo / T-shirt / jersey / jacket / apron / unsure]
Estimated quantity: [number of pieces]
Sizes: [adult or child range / final list pending]
Garment colour: [preferred colour and alternatives]
Customisation: [logo positions, design details, names or numbers]
Required receiving date: [date]
Delivery location: [town or full address]
I have attached: [logo / artwork / reference image / previous uniform photo]. Please advise on suitable garments and printing methods.
Replace the bracketed sections with your information. Delete any line that does not apply to the order.
Ready-to-use examples
Message Examples for Different Custom Orders
These examples show how to combine the key details in a short, practical enquiry. Adjust them to match your actual requirements.
Office and Sales Team
“We need approximately 35 polo shirts for office and sales staff. We prefer dark green with a small embroidered logo on the left chest. Adult unisex sizes are required, but the final breakdown is pending. Please recommend suitable polo options and confirm what information you need for a quotation.”
Team Jersey Order
“We need 22 custom jerseys for a university sports team. The design uses two colours and every jersey needs a different name and number. We require adult sizes and will provide one final player list. Please advise on the jersey cutting, artwork format and ordering steps.”
Company Event
“We are planning 80 event T-shirts for a company activity. We prefer a light-coloured round-neck shirt with a front logo and larger back design. Sizes may range from S to 4XL. The shirts must be received before [date] and delivered to [location].”
Student Activity Shirts
“Our school club needs around 50 quick-dry shirts for students and teachers. We have a club logo and want the school name on the back. Please provide the available colours, adult and child size charts, and suitable printing recommendations.”
Service Team Uniforms
“We need uniforms for a cafe opening. Front-of-house staff will use polos, while the support team may use T-shirts and aprons. The logo should appear on the chest. Please recommend coordinated colours and advise whether embroidery or printing is more suitable.”
Replacement Staff Uniforms
“This is a repeat order for our existing staff uniform. I have attached the previous invoice, garment photos and artwork. We need 12 replacement pieces in updated sizes. Please check whether the same garment colour and branding specification are still available.”
Ordering flow
What Usually Happens After You Send the Enquiry?
Supplier Reviews the Brief
The supplier checks the garment purpose, quantity, artwork, size range and required date.
Missing Details Are Confirmed
You may be asked for clearer artwork, exact positions, final quantity or delivery information.
Suitable Options Are Discussed
Available garments and suitable customisation methods can be reviewed.
Quotation Is Prepared
The quotation should reflect the confirmed garment, quantity and branding requirements.
Sizes and Artwork Are Finalised
Confirm the exact product chart, final size breakdown and approved artwork details.
Final Order Is Approved
Review spelling, colour, logo position, quantity, packing and delivery information before confirmation.
Common Enquiry Mistakes to Avoid
- Asking only for a price without stating the garment or quantity.
- Sending a logo screenshot without the original artwork file.
- Using “standard size” without confirming the exact product chart.
- Giving the event date but not the required receiving date.
- Changing names, quantities and artwork through several separate messages.
- Assuming the supplier knows which old order or garment you are referring to.
- Approving artwork without checking spelling, numbers and print positions.
- Submitting unlicensed characters, photographs or designs for printing.
- Confirming the order before all decision-makers approve the final details.
Final checklist
Check Your Message Before Sending It
Order Information
- Purpose and wearer group
- Preferred garment type
- Estimated quantity
- Adult or child size range
- Preferred garment colour
- Fabric or comfort requirements
Artwork and Delivery
- Logo or artwork attached
- Front, back and sleeve positions
- Names, numbers or role variations
- Required receiving date
- Delivery location and contact person
- Previous order reference when applicable
Frequently asked questions
Custom Uniform Enquiry FAQs
Can I ask for a quotation before knowing the final sizes?
Yes. Provide the estimated quantity and expected size range first. Confirm the exact garment and its size chart before collecting the final quantity by size.
What should I say if I do not know which garment to choose?
Describe the wearer, work or activity, preferred appearance, comfort needs, quantity and budget direction. Ask the supplier to recommend suitable garment categories.
Do I need to choose the printing method myself?
No. You may state a preference, but the supplier should review the garment fabric, artwork detail, quantity and required appearance before confirming a method.
What artwork file should I send?
Send the original vector file when available, or the highest-resolution PNG or PDF. Clearly state whether the file is final artwork or only a visual reference.
How should I send names and jersey numbers?
Use one final spreadsheet with separate columns for name, number, garment size and any role or team variation. Check every entry before submission.
Should I give the event date or delivery date?
Give the date the completed order must be received. You may also state the event date for context, but the receiving date is the key planning date.
What information is needed for a repeat order?
Provide the previous invoice or order reference, garment code, colour, approved artwork, print dimensions, customisation method and updated size breakdown.
Can I send the enquiry through WhatsApp?
Yes. Keep the main requirements in one organised message and attach the artwork and reference files. Avoid spreading important changes across several unrelated chats.
Can custom uniforms be delivered to Penang?
Uniform Penang can review apparel supply and delivery arrangements for Penang, subject to product availability and order confirmation.
Send a clearer enquiry
Request Your Custom Uniform Quotation
Share the garment purpose, estimated quantity, required size range, colours, artwork, print positions, receiving date and delivery location. The team can review the available garment and customisation options for your order.
Useful Uniform Penang Resources
Uniform and Printing Services
Explore garment and customisation options.
View services →DTF Printing in Penang
Review detailed artwork and garment considerations.
Open guide →Silk Screen Printing
Review repeated artwork and group-order planning.
Open guide →Corporate Uniform Buying Guide
Plan staff garments, sizing and repeat orders.
Open guide →Uniform Penang Blog
Browse more uniform and printing guides.
Browse blog →Contact Uniform Penang
Submit your garment, artwork and order details.
Contact team →Our Regional Apparel and Printing Network
These websites belong to the same company or regional network.
JC Print Malaysia
Visit website →SelangorPrint
Visit website →Uniform Johor
Visit website →Uniform Sabah
Visit website →Uniform Singapore
Visit website →Uniform Hub Singapore
Visit website →Tanah Studio
Visit website →KitaPrint
Visit website →Disclosure: These are related company or regional network websites, not independent recommendations.