Corporate apparel orders become more complex when employees are spread across offices, cities or work locations. The product may be the same, but size lists, department quantities, packing groups and delivery addresses need to be controlled separately.
Use this guide when ordering custom T-shirts, polo shirts or hoodies for a distributed company team.
Start with one master employee list
Prepare one master list containing the employee name, garment type, size, department, office or delivery location and any approved personalisation. This list is the source of truth for the order.
Do not manage each city in an isolated spreadsheet without a master summary. Separate local views can be created later, but the total quantity should be checked against one complete list.
Separate product, size and location data
Record each garment type separately. An employee may need a different size in a T-shirt, polo and hoodie. Record colour or design version where teams or locations differ.
Prepare summaries by garment, size, colour and delivery location. This makes it easier to check the total requirement and prepare packing instructions.
Confirm the artwork and branding once
Use one approved master artwork file for all locations unless a department or team genuinely needs a different version. Confirm logo placement, print or embroidery method, colours, size and any location-specific branding before production.
Keep approved variations clearly labelled. Do not allow separate offices to send untracked artwork changes directly to production.
Set one size-collection process
Use one controlled form with the current product size charts. Ask employees to select a size for each garment type and capture the office or delivery location.
Set one response deadline and one approval process. Local coordinators can follow up with their teams, but the final size list should be consolidated before production.
How should you handle packing?
Decide whether apparel will be packed by employee, office, department, garment type or size. Individual packing can make multi-city distribution easier, while office-level sorting may be more practical for a central coordinator.
Confirm labels, employee names, department groups and packing lists before the quote is approved. Packing requirements should not be added after production is complete.
Prepare the delivery address list
Create a delivery list with the recipient or office name, complete address, contact person, phone number and expected quantity. Check that every location has an assigned quantity and that the address is ready for dispatch.
If some employees work remotely, decide whether their apparel will go to an office, a central coordinator or individual addresses. Share the final plan with the supplier at the beginning.
What should the multi-city quote brief include?
- Product type, colour and fit
- Master employee size list
- Location-wise quantity summary
- Artwork and approved design versions
- Personalisation list, if required
- Packing and labelling instructions
- Complete delivery address list
- Required-by date for each location
A complete brief helps the supplier identify the real production and dispatch requirements before confirming the quote.
How should you plan the timeline?
Work backwards from the date each office or employee needs the apparel. Allow time for artwork approval, size collection, quantity checking, production, quality control, packing and transport.
Multi-city delivery may require more coordination than one central shipment. Share the required-by dates and destination list at the first enquiry rather than after production begins.
Common multi-city order mistakes
- Using different size charts across offices
- Sending separate untracked artwork versions
- Mixing location quantities with the overall total
- Leaving remote employee addresses until the end
- Ignoring labels and packing groups
- Approving production before the master list is checked
- Sharing one event date instead of each delivery deadline
Requesting a multi-city apparel quote
Prepare the master employee list, product specification, artwork, location-wise quantities, packing instructions, delivery addresses and required-by dates. Share the complete brief with the supplier so the quote reflects the actual order.
For related planning, read our employee size-collection guide and corporate uniform comparison.
Ready to plan your distributed team order? Share the master list and delivery requirements with Alma Mater Store for a practical bulk quote.
Request a multi-city corporate apparel quote.