Custom Apparel Procurement Checklist

The quick answer

A custom apparel procurement checklist should document the business purpose, approved products, quantities and sizes, artwork ownership, decoration method, proofing, quote scope, required date, shipping destinations, payment terms, substitution rules, reorder requirements and internal approval owner. Keeping these decisions in one project brief reduces ambiguity across buyers and suppliers.

Procurement works better when the buying brief is standardized

Custom apparel combines product sourcing, artwork, decoration and logistics. A written checklist gives internal stakeholders and suppliers the same definition of the project.

Project scope

Purpose of the order
Departments, locations or groups involved
Approximate quantities and size range
Required in-hands date

Product standards

Approved garment or merchandise options
Color and size requirements
Acceptable substitutions
Role or department rules

Artwork and decoration

Approved logo files
Decoration method
Placement and color specifications
Proof approval owner

Commercial scope

What is included in the quote
Setup or artwork work where applicable
Packaging and shipping scope
Taxes and other project-specific charges

Delivery and fulfillment

Pickup or shipping destination
One address, multiple locations or individual recipients
Packaging or kit requirements
Recipient-data owner if individual shipping is involved

Repeat-order plan

Who can approve reorders
Which products and artwork should remain standard
Whether a company store or Merch Hub is appropriate
How exceptions will be handled

Uniforms & Workwear · Company Stores & Fulfillment · Merch Hub · Start a Quote

Continue planning

How to Vet a Custom Apparel Supplier Before a Large Order · What to Include in a Custom Apparel Quote Request

Common questions

Who should own the apparel standard internally?

Choose a clear approval owner or small group responsible for products, artwork and exceptions so different departments do not create conflicting standards.

Should substitutions be defined in advance?

Yes. Product availability can change, so defining how substitutes are reviewed helps avoid rushed decisions later.

When should a Merch Hub be considered?

When ordering is recurring, multiple locations or employees need access, or the organization wants tighter control over approved products and artwork.

Sources and further reading

LS Custom first-party pages used for this checklist: Uniforms & Workwear, Company Stores & Fulfillment, Merch Hub, Pricing, and How It Works.

For garment care information, see the FTC’s care-labeling guidance alongside the selected product’s care instructions.