Separate the shared identity from the garment details
Begin with the elements the client wants to carry across the collection: the approved logo, wording, color references and general placement. Then record what differs between garments. A hoodie and a fitted tee may need different artwork dimensions even when they represent the same brand.
Give every combination of style and color a row in the order record. Identify different cuts explicitly rather than putting them under a single “T-shirts” heading. Include manufacturer and style references once selected, along with the exact garment color name. Review the apparel options with the client before treating a broad category as a finished specification.
Build a matrix that can be checked
This small planning example uses placeholder style names. It is an order record, not a list of available products. Replace each placeholder with the selected garment reference and keep the size columns visible when sharing revisions.
| Style / color | S | M | L | XL | Total | Art group |
|---|---|---|---|---|---|---|
| Tee A, standard cut / navy | 2 | 6 | 6 | 2 | 16 | A |
| Tee B, fitted cut / navy | 2 | 3 | 2 | 1 | 8 | B |
| Pullover hoodie C / gray | 1 | 3 | 3 | 1 | 8 | C |
| Long sleeve D / navy | 1 | 3 | 3 | 1 | 8 | D |
The example totals 40 garments. Reconcile each row and the overall count whenever a size changes. “Art group” connects the row to its placement and approval record; it does not specify a printing method. Add columns for other sizes when needed, using each selected style’s size chart to collect choices.
Review placement and scale for each variant
Check the proposed print against the actual garment construction. Pockets, zippers, seams, necklines and hoods change the usable space or can cover part of a design when worn. A front graphic that suits a standard tee may need a separate layout on a hoodie or a narrower cut.
Ask the print team to review the requested dimensions across the size range. Record whether one art size is appropriate or separate versions need approval. Keep the important lettering readable when considering a smaller layout. Include a preview for each garment color so the client can assess contrast, and use the artwork checklist to keep original files separate from illustrative mockups.
Make approvals specific enough to act on
Link each art group to its garment row, file version, proposed locations and print dimensions. Record the approver and date alongside those details. The client’s approval of a logo alone leaves the garment color, placement and scale undecided.
If several variants share an approved specification, list those variants explicitly. When one changes, identify which approvals need to be revisited. For example, moving the same design from a navy tee to a gray hoodie calls for another review of the garment background and construction. Keep the revised row and its artwork version together rather than asking production to interpret a separate email thread.
Keep quote and delivery assumptions visible
A combined quantity does not establish that every garment can use the same printing approach or carry the same price. Ask for the quote to reflect the actual styles, colors, sizes and decoration requirements. Confirm how any proposed substitution affects the artwork, availability, cost and schedule before approving it.
Add the requested arrival date and destination to the same brief. If different teams need separate packing or deliveries, describe those requests for review before quoting. Do not assume they are included. Use a recipient or team column in your own distribution record, and check it against the garment matrix before handout. See our delivery planning guidance for receiving details to confirm.
Bring the whole order to the trade conversation
Send the current matrix, linked artwork versions, outstanding decisions and required arrival date together. Clearly label the brief as preliminary or approved, and identify who can authorize changes. Your Short Run Prints representative can review the project with that complete picture. New distributor relationships can start through our distributor project contact.