The easiest way to create an accurate custom apparel order is to collect every person’s garment, size, quantity, and personalization in one final roster. Do not ask only, “What shirt size are you?” Choose the actual garment first, share its specific size chart, and give each person one clear place to confirm their selection.
This approach works for teams, businesses, schools, events, fundraisers, clubs, and organizations across Canada. It prevents common problems such as mixing youth and adult sizes, using different product charts, separating names from the wrong sizes, or discovering missing information after the order has already been approved.
The RAD Studio prints clothing in-house in Stratford, Ontario and can ship completed clothing across Canada. Shipping is quoted for the actual order and destination. Same-day printing is a separate, case-by-case local Stratford service—not a Canada-wide delivery promise.
Start with the exact garment
A size label is not universal. A medium in one T-shirt may fit differently from a medium in another shirt, hoodie, polo, or women’s cut. Even products from the same brand can use different measurements and fits.
Before collecting sizes, choose—or narrow the order to—the exact garment style being considered. Then share that garment’s current size chart with the group. If the order includes more than one garment, such as a T-shirt and a hoodie, collect a separate size for each item. Do not assume someone wants the same labelled size in both.
If the exact garment is not yet confirmed, treat the early response as an estimate only. A preliminary count can help identify the likely size range, but everyone should confirm again against the final product chart before the roster is submitted.
Give everyone one source of truth
Use one shared form, spreadsheet, or coordinator-managed list. Avoid collecting some sizes by text message, others by email, and the rest through handwritten notes. Scattered responses make it difficult to know which entry is current.
The collection tool should show:
- the exact garment name or style;
- the available garment colour;
- a link or image of the correct size chart;
- whether the option is youth or adult;
- the size selection;
- the quantity;
- any approved name or number;
- a firm response deadline; and
- a way for the coordinator to mark the entry as confirmed.
One coordinator should own the final roster. Group members can submit their information, but one person should review the complete list and send the approved version to the studio.
Use one row per person and garment
A clean roster uses one row for each person and each garment. If Taylor needs a T-shirt and a hoodie, use two rows or clearly separated garment columns. Do not combine several people or several products into an unstructured notes field.
Useful roster fields include:
- person’s name or internal ID;
- garment;
- garment colour;
- youth or adult range;
- size;
- quantity;
- personalization name;
- personalization number;
- confirmation date; and
- notes that affect the order.
Only collect personal information that is genuinely needed to prepare and distribute the clothing. A school or employer may prefer an internal ID rather than a full name when personalization is not required.
A blank CSV roster template is available with this guide. It is intentionally simple so it can be opened in a spreadsheet, copied into a shared document, or adapted to the group’s existing process.
Record youth, adult, and extended sizes precisely
Write the full size label. Use “Youth L” rather than “L” when youth and adult products are both part of the order. Use “Adult 2XL” rather than “XXL” if that is how the selected product identifies the size. Consistent labels make it easier to compare the roster with the supplier’s actual options.
Selected T-shirts may be available through 6XL and selected hoodies through 5XL. Availability depends on the specific garment, colour, supplier stock, artwork, decoration, and timing. Extended sizes should be discussed when the garment is selected rather than added as an assumption at the end.
Inclusive sizing works best when everyone sees the same product information and can choose privately. The goal is to outfit the whole group without turning individual sizes into a public discussion.
Keep names and numbers attached to the correct item
Personalization adds another layer to the roster. A name, number, department, or role must stay connected to the correct person, garment, size, colour, and quantity.
Use separate columns for the printed name and printed number. Do not place the entire roster in a paragraph. Confirm spelling, capitalization, punctuation, and number formatting exactly as they should appear. If a blank field means “no personalization,” make that clear.
For teams, check duplicate numbers before submitting the roster. For businesses, decide whether the printed text should use a preferred name, surname, department, or job role. For schools, confirm whether student names may appear on the garments at all.
The studio will review the project before payment and production, but the coordinator remains the best person to verify that the roster matches the group’s intent.
Set a real confirmation deadline
The response deadline should come before the date you plan to submit the project. Leave time to find missing entries, correct unclear selections, and obtain final approval.
Tell group members that the deadline is for confirming the exact garment and size—not merely expressing interest. A useful confirmation message includes the garment, colour, size, quantity, personalization, and the date after which changes may need to be treated separately.
Avoid guessing sizes for people who have not responded. If someone misses the deadline, mark the entry as missing and decide whether the group will wait, remove that item, or handle it as a later addition. That decision belongs to the coordinator and should be made before the final roster is submitted.
Review the roster before submission
Run one final review before sending the project:
- Count the number of people and compare it with the expected group.
- Total the quantities by garment, colour, and size.
- Confirm every youth and adult label is explicit.
- Check that every selected size exists for the chosen garment.
- Review spelling and numbers for personalized items.
- Look for duplicate, blank, or contradictory rows.
- Confirm the required arrival date and delivery destination.
- Save one clearly named final version.
A filename such as Team-Apparel-Roster-Final-2026-09-15 is much safer than several files named shirts-new-final-revised.
Handle changes and late additions separately
Custom clothing is prepared from approved information. A size change after approval may affect garments already ordered or decorated. Do not silently replace the final roster with a new version.
Send any change as a clearly identified correction that includes the person, original selection, requested selection, and date. The studio can then confirm whether the change is still possible. Do not assume an add-on garment will be available in the same style, colour, price, or timing as the original order.
If your group expects regular new members or employees, keep the original garment details and artwork organized for future reorder assessment. The guide to reordering one employee uniform explains what information helps with a later replacement or new-hire request.
One coordinator or individual ordering?
A coordinator-managed roster is often the clearest approach when the group needs matching garments, one approved design, coordinated personalization, and one final deadline. It creates a single source of truth and one approval contact.
Individual ordering may be useful when people are buying optional spiritwear or merchandise for themselves. That workflow requires an intentionally configured ordering page rather than a collection of unrelated messages. Ask about the right structure before promising individual checkout or separate shipment to group members.
For Canada-wide projects, one shipment to a coordinator is different from multiple shipments to individuals. The custom apparel shipping across Canada guide explains why shipping is quoted from the actual destination and order structure.
What to submit for a quote
When the roster is complete, submit:
- the chosen garment and colour;
- the final size and quantity breakdown;
- the approved artwork;
- each requested print location;
- the personalization roster, if applicable;
- the required arrival date;
- the Canadian shipping destination or Stratford pickup request; and
- one coordinator’s contact information.
You can preview garments and artwork in the online custom clothing designer or review the broader team apparel ordering guide. Teams can explore custom team apparel across Canada, while employers can begin with custom business apparel across Canada.
Frequently asked questions
What information should I collect for a group apparel order?
Collect the person or internal ID, exact garment, colour, youth or adult range, size, quantity, personalization, and confirmation status. Also keep the group deadline and final delivery destination with the project.
Can I collect sizes before choosing the exact garment?
You can collect an early estimate, but every person should confirm again using the final garment’s own size chart. Size labels and fits are not identical across products.
How do I record youth and adult sizes clearly?
Write the full label, such as “Youth L” or “Adult L.” Do not use only “L” when both ranges are available.
Can one group order include extended sizes?
It may. Selected T-shirts are available through 6XL and selected hoodies through 5XL. The exact garment, colour, stock, decoration, and timing must be confirmed for the real project.
What if someone changes their size after the order is approved?
Send the change immediately as a clearly identified correction. Whether it can be made depends on the current stage of the order; do not replace the approved roster silently.
Should each person order separately or should one coordinator submit the roster?
A single coordinator is usually clearer for matched team, school, event, or staff apparel. Individual ordering requires a deliberately configured store or form and should be planned before the group starts submitting information.
Ready to organize the order?
Download the blank group apparel roster, confirm the final garment and size chart, and then start your project with one approved list.
Primary CTA: Start Your Group Apparel Project
Destination: https://project.theradstudio.com/?type=team&source=group-size-guide