Follow the task
Choose the exact item
Confirm model, colour and the supplier’s sizing method before collecting choices. A size from another brand is not automatically transferable. Offer a sample or the relevant chart without promising that a chart guarantees fit.
Count by item and size
Use anonymous order codes in the working tally. Separate requested garments and spare stock. Reconcile every size column with the total: a correct grand total can still contain the wrong size allocation.
Approve markings separately
Record artwork version, logo permission and any personalisation against the item codes. A supplier preparing a quantity quote does not need the group’s complete personal details. Get the appropriate permission for names and organisational marks.
Check before distribution
Compare the received quantities by size and code. Record substitutions and obtain approval from affected people. Use the actual correction or return terms rather than assuming personalised work is freely exchangeable.
Read the diagram as text
Seven requested garments plus one medium spare make eight garments but only seven personalised items.
- Model/size chart
- One exact supplier chart
- Requested sizes
- S2 + M3 + L2 = 7
- Spare stock
- M1 extra: total 8
- Marking and receipt
- Seven names, eight garments
A worked example
A fictional order requests S2, M3 and L2: seven tops. One medium spare makes eight garments and four in the medium column. Only seven pieces receive names. The worksheet prevents the spare from acquiring a person’s name or disappearing from the receipt count.
Illustrative example, not a reported purchase, client project or product test.
The completed record
- Model/size chart
- One exact supplier chart
- Requested sizes
- S2 + M3 + L2 = 7
- Spare stock
- M1 extra: total 8
- Marking and receipt
- Seven names, eight garments
Download blank record (.csv) ↗Download worked example (.csv) ↗
Your own record
- □ Model/size chart: ____________________
- □ Requested sizes: ____________________
- □ Spare stock: ____________________
- □ Marking and receipt: ____________________
Keep the distinction clear
State who approves the garment, who approves the artwork and who receives the delivery. If the item or deadline changes, revise the record before exporting another list. The earlier promotion’s health and profit promises are not relevant evidence for the order. A useful procurement example ends with reconciled pieces and clear approvals, not projected earnings.
Where this guide stops
Fictional counts only; no health, performance or guaranteed-fit claim. Protect participants’ personal information.
Continue with a related task
- Approve a custom T-shirt with a placement and sample record ↗
- Reconcile a small kit before packing the whole batch ↗
Sources and original context
The earlier topic was published 2022-06-07 under the Maria Baldwin byline. The present procedure and illustrative record are by MichaelT editorial.