Create one approved player data sheet

Use a single spreadsheet with a unique row for each wearer. Include player or student ID, exact name to print, jersey number, shirt size, optional shorts size and relevant notes. Separate full legal names from the shorter names intended for the back of a shirt. Never assume a shortened name from the registration form is what the player wants displayed.

Use spreadsheet validation to flag duplicated jersey numbers when each number must be unique, but remember that some teams intentionally allow repeats across squads. Establish the rule before applying it. Lock the final version after sign-off and record any later changes separately. A screenshot of a chat list is not a reliable substitute for a master file.

For team sponsors, the number of sponsor marks and their hierarchy should be approved separately from the player list. If one sponsor logo changes late, the position of names or numbers may be affected. Reserve clear zones in the base artwork for mandatory competition marks and personalisation. A tidy artwork template reduces last-minute collisions between commercial branding and functional game details.

Proof names at real print size

A long family name can sit awkwardly across a shoulder, while a short nickname may look sparse in the same fixed-size type style. Ask the designer to show both extremes at actual back-print dimensions. If letters are condensed to fit, ensure that they remain readable at a distance. Keep a comfortable margin from sleeve seams, number outlines and the upper collar area.

For multilingual names, confirm the desired spelling and characters directly with the wearer or appointed team coordinator. Avoid automatically removing punctuation or accents without approval. The design should prioritise legibility over decorative typography. A proof using only placeholder text such as “PLAYER NAME” will not reveal the errors that matter most to recipients.

Match each number to the correct size

Custom jersey production often combines common artwork with individual elements. A team might approve one graphic design and then generate many name and number variations. That creates a handoff risk: the right printed name may be placed on the wrong size. Ask for a summary table showing the final jersey count by size and a separate personalisation list mapping each record to an exact item.

Consider issuing an ID code for each line of the order and using the same code on packing labels. It is faster to reconcile “A017, size L, number 23” than to argue about two people with similar names. The sublimation service page explains why full-colour polyester teamwear is a common application for the method; the personalisation data still needs its own production proof.

Watch colour, seam placement and contrast

Names and numbers must remain visible against the main design. A white number can disappear over a pale graphic section, while a thin outline may become difficult to read once the shirt curves around the wearer. Provide front and back views together, including sleeve graphics. Avoid placing essential text across a seam or into an area likely to distort during garment construction.

Colour on a monitor is not a perfect prediction of fabric output. Request a colour reference or printed sample when exact identity matters, especially if multiple kits are meant to match an existing team set. Test visibility under indoor hall lighting as well as daylight. The most dramatic gradient is not always the most readable design during play.

Allow time for late substitutions

Teams sometimes change their player list after approval because of transfers, injuries or new registrations. Before setting a deadline, ask the supplier how additional names will be handled and whether replacement garments can match the original fabric and artwork. A one-piece reorder may have a different unit cost or production route from the main team order, so it is useful to know the policy early.

Consider keeping a small number of unnumbered spares in commonly needed sizes when competition rules and budget permit. Those are not a replacement for proper player data, but they can help with an unexpected addition. Store the approved editable artwork and final name list carefully; relying on an old low-resolution screenshot makes future corrections more difficult than necessary.

Build approvals in two stages

The first approval should cover common design choices: garment cut, panel placement, collar, colour palette, sponsors and number style. The second should cover the full personalised name-and-number list. Separate approvals prevent a late spelling change from reopening unrelated design decisions, and they make it easier to identify which file is actually ready for production.

Provide a final PDF or proof-sheet set with page numbers and a clear revision date. If the designer updates one name, explicitly retire the previous proof rather than leaving multiple versions in a group chat. The coordinator should sign off all personalisation fields, not merely respond with a general thumbs-up. One accountable approver reduces uncertainty for both the team and the print supplier.

Count, pack and inspect before distribution

After production, check a sample of names, digits and sizes against the source sheet before distributing the kit. Personalised pieces should be packed with an identifying record, while generic spare jerseys should be kept separately. A team can have the correct total number of garments and still have the wrong assignments, so both total and individual checks are necessary.

For the order brief, include the sport, garment design, exact size split, player list, approved font, number dimensions, optional shorts details and the date the data becomes final. Ask whether additions will require a separate print run. Planning this early helps avoid a rushed last-minute change that is difficult to manage once garments are already in production.