Outfitting an entire team doesn’t have to feel like extra innings. With a clear process (and a reliable vendor), you can go from concept to delivery without last-minute scrambles. Use this step-by-step checklist to plan, proof, and place your team order for a custom baseball jersey that fits every athlete—and your season timeline.
At-a-Glance Team Order Checklist
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Finalize jersey concept (colors, font, number style, trim, sleeve logos).
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Approve front/back placements (team name, player name, number).
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Lock roster data (spelling, jersey numbers, captain patches, size runs).
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Confirm size scale & fit guidance; run quick try-on or size survey.
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Choose fabric & construction (mesh/performance knit; tackle-twill or sublimated).
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Set timeline: design → proof → production → delivery (pad for playoffs/weather).
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Collect payments or budget approvals; consider gift cards for late adds.
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Approve digital proof(s) and color swatches.
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Place bulk order with CSV/roster sheet; confirm PO and ship method.
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Inspect first unit/sample photo; approve for full run.
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Receive, check counts/sizes, label per player; plan reorders/exchanges.
1) Define the On-Field Identity
Start with a clear creative brief:
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Colors & trim: Primary/secondary colors, piping, sleeve cuffs, and collar.
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Typography: Script or block for TEAM NAME; number font (two-digit readability from 30+ feet).
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Logos & patches: League logo on sleeve? Captain “C”? Commemorative patch?
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Compliance: Confirm league rules on name size, number height, and contrasting visibility.
Tip: Gather two or three inspiration photos and annotate them. A good vendor can translate those notes into a sharp, production-ready design.
2) Choose the Build: Fabric & Decoration
Select materials that match how—and where—your team plays:
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Performance knit or mesh for breathability and moisture management.
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Decoration:
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Tackle-twill (classic look, durable, premium feel).
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Sublimation (lightweight, unlimited colors/graphics, great for gradients and AOP concepts).
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Reinforcements: Double-needle seams at shoulders/armholes; optional nameplate vs. direct-sewn.
If you have tournaments in hot climates, prioritize lightweight knits and vented panels.
3) Roster Data: Get It Clean the First Time
Create a shared spreadsheet (or use your vendor’s template) with columns for:
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First Name, Last Name (as printed)
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Jersey Number (check for conflicts)
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Size (YS–A4XL), Cut (Men’s/Women’s/Youth if applicable)
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Optional: Captain, Alt Captain, Sleeve Length, Special Notes
Freeze spellings early to avoid proof changes later.
4) Sizing Strategy That Actually Works
Two reliable options:
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Fit Survey + Size Chart: Have players measure chest/body length; map to the vendor’s chart and choose a consistent ease (e.g., “game-fit = size +1 for chest”).
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Sample Kit / Try-On Night: If time allows, nothing beats in-person try-ons. Capture final sizes in the roster sheet on the spot.
Pro move: Set a firm “size lock” date. Late changes create number conflicts and hold up production.
5) Timeline: Work Back from First Pitch
A practical cadence:
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Design & quote: 2–5 days
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Proof rounds: 1–3 days (keep stakeholders small to speed approvals)
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Production: 10–25 business days (decoration method & seasonality matter)
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Shipping: 2–7 days depending on service
Add a 1-week buffer for weather and courier hiccups. If you must move faster, ask about rush options before approving proofs.
6) Budgeting & Payments (Without Headaches)
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Confirm unit price tiers by quantity and decoration method.
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Align on what’s included (names, numbers, sleeve logos) vs. add-ons (extra patches, rush).
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Collect player payments via team portal or invoicing.
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For late sign-ups or last-minute gifts, consider a digital gift card option; see the post The Easiest Win: Why a Digital Gift Card Makes the Perfect Custom Jersey Present for a frictionless way to keep momentum without delaying the main order.
7) Proofs: Approve with Confidence
Ask your vendor for:
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Front/back mockups showing placements and exact typography.
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Color callouts (Pantone/hex) and fabric notes.
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Name/number spec (height, twill layers, outline thickness).
Run a final roster-to-proof check: spelling, numbers, captain marks. Approve in writing (“Approved as shown, revision v3”).
8) Placing the Order (Data That Speeds Production)
Submit a clean CSV or vendor template:
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One row per player with size, number, and any special instructions.
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A separate tab for patches/logos if needed.
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Desired in-hand date and shipping address(es).
Request a written order confirmation: total units, price, ETA, and tracking timeline.
9) Mid-Production Check: Trust but Verify
If possible, get a first-article photo or short video showing:
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Stitch quality (for tackle-twill).
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Color accuracy (for sublimation).
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Placement alignment on a real garment.
Quick approvals here prevent surprises at delivery.
10) Receiving & Distribution
Upon arrival:
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Count & check: Verify sizes, numbers, and name spellings.
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Label per player: Hangtags or polybags with player name/number.
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Game-day kit: Keep a small repair kit (number decals, needle/thread, spare buttons) for emergencies.
Create a simple exchange policy window for mis-sizes; document any reorders with a new cutoff date.
Smart Extras Coaches Love
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Coach/Staff polos in matching colors for a unified sideline look.
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Practice jerseys with simplified decoration to preserve game jerseys.
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Fan & parent jerseys (same design, alternate fabric) as a booster fundraiser.
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Number continuity plan for next season to minimize reorder chaos.
Common Pitfalls to Avoid
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Approving proofs before the roster is truly final.
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Mixing vendor size charts (use the one attached to your order only).
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Leaving delivery to standard shipping during peak months (upgrade if your first game is close).
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Over-decorating (shoulder, chest, and sleeve logos together can overcrowd a small youth size).
The Jersey Crafted Advantage
At Jersey Crafted, team orders are our home field:
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Clear proofs, roster-friendly templates, and dependable production windows.
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Flexible decoration methods for every budget and performance need.
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Helpful add-ons (staff gear, practice sets, reorders) that keep your look consistent all season.
Copy-Paste Team Order Template
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Team name / league:
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Colors (primary/secondary/accent):
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Decoration (tackle-twill / sublimation):
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Logos/patches (locations, sizes):
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Roster tab (Name | Number | Size | Notes):
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Proof approvers (max 2 people):
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In-hand date & shipping method:
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Reorder cutoff date:
