Build one shared order list
Use one row per garment, colour, size and branding combination. If names differ, give each person a separate row. Use a staff reference where possible and only share the personal information needed to fulfil the order.
Check before sending
- Use the size guide for the exact garment; do not copy sizes across different styles without checking.
- Keep names and initials exactly as they should appear, including capital letters and punctuation.
- Record logo position and artwork reference separately from the individual name.
- Add spares as their own rows and reconcile the quantity total with the basket or quote.
- Nominate one person to approve the final list and keep a dated copy.
Use the worksheet
Download the team-order CSV below and open it in your preferred spreadsheet app. Delete the example row and complete your own list. This is a planning worksheet; downloading or completing it does not place an order.
Handle changes clearly
After ordering, ask the team to check whether a change can still be made. Do not assume a revised spreadsheet has updated production. For repeat staff orders, explore a Company Store.
Download the team-order worksheet (CSV)
How to fill in the worksheet
| Column | What to enter |
|---|---|
| Staff reference | An internal reference sufficient to identify the allocation |
| Garment / colour / size | The exact selected product and its size-chart choice |
| Quantity | How many identical items this row represents |
| Decoration / position | Print or Embroidery and the intended garment position |
| Artwork reference | The approved logo file or version for this row |
| Individual name | The exact spelling to appear, or leave blank |
| Notes | An agreed exception or packing requirement that needs confirmation |
One row can represent several identical items for the same person. If the garment, size, design or name changes, create a separate row. Keep a blank-name spare separate from named clothing, even when the garment and size are otherwise the same.
Worked allocation
Six people each receiving two polos need twelve polos. If two people also receive one sweatshirt each, add two sweatshirts for fourteen garments. If you add two spare polos, the final order is sixteen items. Reconcile both the overall total and the totals by garment, colour and size before comparing them with the basket or quote.
If you want the order packed by person or location, confirm that service and its requirements with the team. Personalising a garment and grouping a parcel into individual staff kits are different instructions. Keep the confirmed packing arrangement with the approved allocation so the production and packing teams are working from the same version.
Put this guide to work
Use these planning documents to prepare your details. They do not submit an order or create a store.
Team size and quantity worksheet (CSV)Did this solve your problem?
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