Approving a custom apparel sample is the last practical opportunity to catch problems before bulk production. The sample should be checked against the approved product, artwork and order brief, not judged only by how it looks in a photograph.
Use this checklist for custom T-shirts, polo shirts, hoodies and event or teamwear orders.
1. Check the garment specification
Confirm that the sample matches the agreed product type, fit, colour, fabric composition and approximate GSM where relevant. Check the size label and compare the garment with the product size chart.
If the sample is a different garment or colour from the final order, note which parts can and cannot be approved from it.
2. Check fit and measurements
Review the chest, body length, sleeve length, collar or hood construction and overall fit. Compare the measurements with the approved chart rather than relying only on a person’s usual size.
If the order includes more than one garment type, check each product separately. A T-shirt, polo and hoodie may not fit the same way.
3. Check fabric feel and finish
Review the fabric texture, weight, inner finish, stitching and general construction. Consider whether the garment feels suitable for the climate, activity and frequency of use.
Ask about care instructions and whether the final production will follow the same fabric and construction specification.
4. Check artwork size and placement
Compare the sample with the approved mock-up. Check the front, back and sleeve positions, approximate dimensions, alignment and distance from seams, collars or pockets.
A small change in print location can affect how the garment looks when worn, so record any adjustment before bulk approval.
5. Check print or embroidery quality
Review colour, sharpness, small text, fine lines, edges and overall coverage. For embroidery, check stitch density, lettering and the way the logo sits on the fabric.
Ask whether the same method, artwork file and production settings will be used for the bulk order. Do not approve a sample if the production specification is still unclear.
6. Check colours on the actual garment
Compare the garment colour and branding against the approved design. Screen previews and phone displays may not represent the finished colour exactly.
Check whether the design remains readable and visible against the garment colour, particularly for dark T-shirts, polos or hoodies.
7. Check names, numbers and versions
If the order includes personalisation, check spelling, number placement, font, size and alignment. Confirm that the sample belongs to the correct design version.
Keep the approved personalisation list separate and check it against the final size and quantity records.
8. Check wash-care expectations
Ask for the recommended wash and care instructions. The sample should be reviewed with the expected use in mind, particularly when the apparel will be worn repeatedly by employees, students or sports teams.
Do not make durability promises based only on a photograph. Confirm the production method, fabric and care guidance with the supplier.
9. Check packing and sorting requirements
If the final order will be packed individually, sorted by size or grouped by department, confirm how this will be handled. The sample may not show packing, so record the packing specification separately.
For multi-location orders, check labels, destination groups and the final distribution list before production begins.
10. Record approval and changes
Keep one written approval that records the garment, colour, artwork version, branding locations, personalisation, quantity, size list and delivery date.
If something needs to change, record the change and request an updated mock-up where necessary. Do not approve production through a vague message such as “looks good”.
Sample approval checklist
- Product type, colour and fit match the brief
- Fabric and construction are confirmed
- Measurements match the relevant size chart
- Artwork size and placement are correct
- Print or embroidery quality is acceptable
- Colours and contrast are checked
- Names, numbers and design versions are correct
- Care instructions are understood
- Packing and sorting requirements are documented
- One responsible person has approved the complete specification
What happens after sample approval?
Send the final approved brief, size-wise breakup, personalisation list, packing requirements, delivery locations and required-by date. Ask the supplier to confirm which changes are now locked for production and which details remain open.
For related planning, read our custom T-shirt artwork checklist and custom T-shirt timeline guide.
Ready to approve your apparel specification? Share the final brief with Alma Mater Store for a practical bulk quote.
Request a custom apparel quote with your approved sample and specification.