The Ultimate Guide to Taking Flawless Custom Apparel Orders

Video reference: “How to Take a Custom Order for a Small Business | EMBROIDERY | DTF Printing | Screen Printing” by Kayla Knsche

When a customer messages “I want some stuff,” your next move determines whether the job sails or sinks. This guide turns vague requests into bulletproof custom orders—so your embroidery, DTF, or screen print projects run on time, on budget, and without rework.

What you’ll learn

• Exactly which details to collect (and why they matter) for shirts, hats, hoodies, and more.

• How to preempt sizing surprises (like hats with S/M and L/XL) and logo complexities that derail quotes.

• A simple order-form layout that captures quantities, placements, brand choices, custom colors, deadlines, and suppliers.

• How to communicate turnaround time, rush fees, and contact info expectations without friction.

Why Detailed Custom Orders Matter for Your Business

Avoiding Costly Mistakes and Rework Every missing detail spawns follow-up messages and production delays. A real-world example: a 12-hat order for “boonie hats” looked straightforward until an overlooked detail—two size options (S/M and L/XL)—forced a late clarification. A single missed field on your form can create days of slippage and extra admin.

Quick check: Before quoting, confirm whether the product comes in combined sizes (e.g., hats like Flex Fit) or one-size styles (e.g., many snapbacks). magnetic hoops for embroidery machines

Building Customer Trust and Satisfaction Customers expect you to guide them. Start by asking what kind of items they want—shirts, hats, polos, sweaters, hoodies—and follow with color, brand, and logo specifics. Proactive prompts reduce back-and-forth and position you as a capable, detail-driven partner.

Watch out: If the client only says “I want some branded stuff,” don’t quote until you know item types, colors, brands, logo complexity, methods (embroidery, DTF, screen), sizes, quantities per size, and need-by date.

Essential Information to Gather from Your Customer

Garment Type, Color, and Brand Preferences Start broad, then narrow: “Are you looking for shirts, hats, bags, mugs?” From there, ask about color and brand. Some clients know exactly what they want—right down to District shirts, New Era hats, or Carhart beanies. Knowing the brand early streamlines sourcing and pricing because specs and fit vary by label.

Pro tip: If clients are unsure, send side-by-side options with brand/spec screenshots to help them decide faster. hoop master embroidery hooping station

Logo Details: Complexity, Colors, and Placement You can’t quote blind. Ask for the logo file and evaluate detail and color count. Is it simple text or a multi-color mark? Will you embroider a front left chest (F.L.C.) or print large on the back? Price depends on complexity and placement for both embroidery and printing methods.

Quick check: Confirm placements per item (e.g., shirts F.L.C. and back; hats front patch; hoodies F.L. only) so your quote reflects all locations. dime snap hoop

Quantity, Sizing, and Customization Methods Get exact quantities and size breakdowns per item. For shirts, confirm counts per S/M/L/XL/2XL. For hats, check whether the style is one-size (like many snapbacks) or size-ranged (e.g., S/M, L/XL). Clarify the method per line item: embroidery, DTF, screen print, leather patch, or acrylic patch.

Watch out: Hat sizing trips up even seasoned shops. Spell out the available size options on the quote so the customer chooses before you order stock. mighty hoops for brother

Managing Custom Colors and Special Requests If the design requires exact-matched colors (e.g., specific purples/blues/tans), note it upfront and assign the cost to the customer. Overnight thread or ink rushes are expensive and can crush margins if not accounted for.

Pro tip: Add a line item for custom colors not in stock (e.g., a flat “custom color sourcing” fee). Mention that accelerated shipping for special colors will be added if required. magnetic hoop

Clarifying Customization Method (Embroidery, DTF, Screen Print, Leather/Acrylic Patch) Different methods change pricing and timelines. Ask the customer for their preferred finish and explain you’ll confirm final pricing after reviewing logo complexity and placements. For hats, clarify whether they want embroidered crowns, leather patches, or acrylic patches.

Prep checklist (customer info)

• Item types selected (e.g., shirts, hats, hoodies)

• Colors and specific brands

• Logo file received; placement(s) defined

• Quantities and size breakdowns per item

• Customization method per item

• Any custom color requirements noted (with fees/rush if needed)

Understanding Production Logistics and Customer Expectations

Turnaround Times and Rush Orders State your standard turnaround clearly. For example, typical ranges may be 10–14 days for most orders, 5–7 days for smaller runs—set your own based on capacity. If the client needs it sooner, decide whether to accept the rush and apply a rush fee. Also capture the event date (e.g., “corporate event in three weeks”) to align expectations if shipping or product delays occur.

Pro tip: If your schedule is tight, protect your calendar. Offer the next-available completion date plus a clearly labeled rush option. magnetic embroidery hoop

Managing Custom Colors and Special Requests Document color needs in writing. If a client must match brand colors precisely and you don’t stock them, note the sourcing cost and delivery lead time. Record approval of selected thread/ink swatches to prevent disputes later.

Watch out: Passing on overnight shipping costs for special materials is fair—and crucial to staying profitable.

Payment expectations from the community: A practitioner shared they require payment in full rather than a deposit to avoid chasing balances.

Setup checklist (timelines and terms)

• “Need by” date captured and feasible

• Standard turnaround time communicated

• Rush option and fee (if applicable)

• Custom color sourcing fee and approval flow

• Payment terms documented (e.g., payment in full)

The Importance of Comprehensive Contact Information

Accurate Quoting and Sales Tax Calculation Record the customer’s name, phone, email, and physical address. A complete address enables accurate sales tax calculation in accounting software and gives you a definitive record for shipping and invoices.

Efficient Communication and Delivery If anything slips—supplier delays, shipping issues—an up-to-date record helps you notify the client quickly. It also keeps your files organized for reorders and long-term customer care.

Quick check: Confirm the email and a mobile number, plus the address for tax/shipping. Re-state the “need by” date in writing in your order confirmation. brother embroidery machine

Streamlining Your Process with a Custom Order Form

Setting Up Your Digital or Printable Form A single, comprehensive order form keeps everything visible and prevents missed details. Key fields to include:

• Customer info: name, phone, email, address, order number, date

• Item lines: Type (e.g., SS shirts, hats, hoodies), description and placements, quantity, price estimate, and method (DTF, embroidery, screen, leather patch, acrylic patch)

• Need-by date and standard turnaround noted

• Brand preferences per item (e.g., Next Level shirts; Flex Fit hats when relevant)

• Custom color requirements and charges

• Order intake date and “date supplies ordered”

• Notes section for supplier sources (e.g., shirts/hats from Sanmar, hoodies from Alphabroder), and size breakdowns

Here’s how a filled form might look in practice (abbreviated for clarity):

• SS Shirts — “Logo F.L.C & back” — Qty 12 — Method: DTF

• Hats — “Rectangle leather patch” — Qty 24 — Method: Leather patch

• Hoodies — “Black Logo F.L. only” — Qty 10 — Method: Embroidery

Plus a need-by date, brand selections, and supplier notes.

What to Include in Your Notes Section Use the notes to capture details that don’t fit neatly into line items:

• Supplier routing: “Shirts & hats — Sanmar; Hoodies — Alphabroder”

• Size breakdowns: e.g., SS: S-10, M-15, L-12, XL-10, 2XL-1; LS: S-5, M-7, L-9, XL-10, 2XL-2

• Any follow-up required (art approval, color approvals, rush consent)

Watch out: Ordering from multiple suppliers may trigger double shipping or small-order fees. Note them in your quote to avoid surprises.

From the comments: Fonts and files A practitioner shared they do not download fonts directly to the machine. They use fonts in embroidery software, generate the design file there, and import it to the machine via USB. If your customer requests a specific font, confirm it in writing and attach a proof image to the order.

Operation / Steps: From Inquiry to Locked-In Order

1) Start the conversation with clarity

• Ask what items they want (shirts, hats, hoodies, etc.), then color and brand preferences.

• Request the logo immediately to check complexity and color count.

Outcome to expect: You have a clear list of items with brand and color direction, plus the logo file.

Decision point: If the customer is unsure about brands, offer curated options (e.g., a few well-known shirt and hat brands with spec screenshots) so they can choose.

2) Define placements and methods per item

• For each line item, confirm the method (embroidery, DTF, screen, leather/acrylic patches) and exact placements.

• Flag any items with distinct sizing systems (e.g., hats with S/M and L/XL) and confirm counts per size.

Outcome to expect: A precise spec per item that makes quoting straightforward.

Pro tip: Use clear abbreviations (e.g., F.L.C. for front left chest) and repeat them verbatim on the invoice and production worksheet. magnetic hoops

3) Lock in quantities and size runs

• Get total counts and the full size breakdown per garment.

• Add size notes to the form’s “Notes” section for visibility.

Outcome to expect: Itemized quantities mapped to sizes—no hidden assumptions.

Quick check: If hats are one-size like many snapbacks, mark them as O/S. If not, list the split (S/M vs. L/XL) before you order stock.

4) Confirm timelines, rush fees, and payment terms

• Capture the “need by” date and align with your standard turnaround.

• If the schedule is tighter than normal, apply a rush fee (if you accept the job).

• Choose payment terms. One practitioner requires payment in full to avoid chasing balances.

Outcome to expect: A shared understanding of when the order will be ready and how/when it will be paid.

5) Finalize custom colors (if any)

• If colors must be exact, have the customer approve specific thread/ink swatches.

• Document any pass-through shipping costs for special-order colors.

Outcome to expect: Color expectations are clear—and costs are covered.

6) Complete the order form and place supply orders

• Fill every field on your form.

• Add supplier sources (e.g., Sanmar, Alphabroder) and the date you ordered supplies.

Outcome to expect: A complete paper trail for production and invoicing.

Operation checklist

• Logo file on hand; placements approved

• Methods per line item confirmed

• Size runs verified

• “Need by” date aligned with turnaround or rush fee set

• Custom colors approved; fees noted

• Payment terms documented; order form complete

Quality Checks

• Quote integrity: Does each line item include method, placement, and brand? Are size runs and quantities explicit?

• Sizing accuracy: For hats, verify whether the style is one-size or S/M and L/XL split; for shirts/hoodies, tally S through 2XL.

• Color approval: If exact matches are required, keep a record of approved swatches.

• Timeline assurance: Compare the “need by” date to your standard turnaround and supplier lead times.

Quick check: Before ordering blanks, re-read the order form top to bottom and verify every field—especially sizes and special requests. snap hoop monster

Results & Handoff

• Your output: A fully documented order form plus supplier POs.

• Customer confirmation: Send a summary with items, placements, quantities by size, brand, method, need-by date, and payment terms.

• Production readiness: With specs and approvals locked, you’re ready to stitch/print or prep patches.

Troubleshooting & Recovery

Symptom: Last-minute size changes on hats

• Likely cause: Assumed one-size instead of confirming S/M and L/XL.

• Fix: Add a required field on your form for size splits and confirm before ordering stock.

Symptom: Quote misses the true embroidery effort

• Likely cause: Logo complexity not reviewed before quoting.

• Fix: Require the logo file first. Note in your quote that pricing reflects complexity and placements after review.

Symptom: Margin hit from overnight-sourcing colors

• Likely cause: You absorbed custom color costs and rush shipping.

• Fix: Add a “custom color sourcing” line item; pass through rush shipping; get written approval.

Symptom: Delivery date pressure without compensation

• Likely cause: No rush fee policy communicated.

• Fix: Publish your standard turnaround and rush fee up front.

From the comments

• Payment terms: A practitioner shared they require payment in full to avoid chasing balances.

• Approaching businesses: One approach is visiting in person, shaking hands with owners, and handing out a business card; another commenter targets construction firms, directs them to vendor sites to compare favorite garments, and batches orders or passes along shipping/short-order fees when needed.

• Fonts for embroidery: Use fonts in your embroidery software; generate the stitch file and import via USB to the machine—no need to load fonts directly to the machine.

• Equipment satisfaction: One commenter says they love their Ricoma TC model’s performance.

Wrap-up With the right questions and a comprehensive order form, you’ll reduce revisions, protect margins, and deliver on time—without chasing details after the fact. Use the checklists above to turn every vague inquiry into a precise, production-ready order.