Use garment measurements rather than assumptions
A size label is not a universal measurement. Ask for the size chart for each exact product code and compare it with a comfortable existing garment using the same measurement method. A fitted ladies cut, a regular polo and a jacket can need different selections for the same person. Avoid copying an old spreadsheet into a new style without checking the charts.
Make the allocation sheet useful for purchasing
Separate garment, colour, fit and size into individual fields. Add staff reference, department and quantity, then total each product and size independently. Ask employees to confirm their own selection and record the date of confirmation. Keep sensitive employee information out of the supplier brief when a simple reference number will do. A clean matrix makes substitutions and shortages much easier to identify.
Plan changes before decoration starts
Confirm the supplier process for size changes, samples and returns before any garments are decorated. Personalisation can affect what is returnable. Ask how later new-starter orders will be handled, including minimum quantities and artwork reuse. If spare garments are required, choose the quantities deliberately from the team profile; do not automatically add the same percentage to every size.
Measure consistently across the team
Ask whether the supplier chart describes body measurements or the finished garment. The two are different and should not be mixed in one process. Use a flat garment for a garment comparison and do not stretch it while measuring. If the chart uses a half-chest width, doubling that figure is not a substitute for checking how the complete garment fits. Provide clear measurement instructions to remote employees and allow questions before the size selection deadline rather than after the order is decorated.
Reconcile the size run before approval
Check that every person or role has the correct number of each item. Then add totals by style, colour, fit and size and compare those with the quotation. Blank rows, duplicate staff references and a mixture of numeric and letter sizes are common sources of mistakes. Keep a version number on the final allocation sheet and make changes visible. When a size is unavailable, get the wearer to approve a proposed alternative; do not silently substitute an adjacent size.
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