How to Prepare a Team Roster for Custom Uniform Orders
A production-data guide for organizing names, numbers, sizes, quantities and special notes before artwork approval.
Quick Answer
A good custom uniform roster puts each player or order line on one clear row with name, number, product, size, quantity and notes. The final roster should match the approved order sheet so artwork and production use the same information.
Key Takeaways
- Use one row per player, product or spare item.
- Keep spelling, capitalization and player numbers exactly as they should appear.
- Separate youth/adult and goalie/player rows where relevant.
- Review the final roster before artwork approval, not after production starts.
Required Roster Fields
| Field | Example | Why It Matters |
|---|---|---|
| Player or line item | Jordan Lee | Identifies the person or item being produced. |
| Number | 12 | Connects the roster row to artwork and personalization. |
| Product | Jersey, shorts, hoodie, goalie jersey | Prevents one size or design note from being applied to the wrong garment. |
| Size | Adult M, Youth L | Keeps the size tied to the correct product-specific chart. |
| Quantity | 1 | Clarifies player items, spares and staff garments. |
| Notes | Captain patch, goalie item, sponsor logo | Flags details that require attention before approval. |
Name Formatting
Roster names should match exactly what the buyer wants on the garment. If uppercase letters, accents, short names or nicknames matter, they should be written that way in the final roster.
Player Numbers
Numbers should be checked for duplicates, missing rows and leading zeros if the team uses them. A number change can affect both the roster and the artwork proof.
Size List and Garment Type
Every size should be connected to a garment type. A player might wear one jersey size and a different shorts or pants size, so a single size column may not be enough for multi-product orders.
Quantity and Youth/Adult Separation
Quantities should include players, spares, coaches and staff if they are part of the order. Youth and adult sizes should be labeled directly in the size cell.
Goalie and Player Separation
For hockey orders, keep goalie and player jerseys separated. This avoids accidentally treating a goalie item as a standard player jersey during review.
Roster Example
| Player | Number | Product | Size | Quantity | Notes |
|---|---|---|---|---|---|
| Jordan Lee | 12 | Jersey + shorts | Adult M / Adult M | 1 set | Name: LEE |
| M. Kim | 28 | Jersey + shorts | Youth L / Youth L | 1 set | Use youth chart |
| Alex Brown | 30 | Goalie jersey | Confirm chart | 1 | Goalie line item |
| Coach Rivera | – | Polo shirt | Adult L | 1 | Staff garment |
Final Verification Before Artwork Approval
- Check all names and numbers against the team list.
- Confirm product type and size for every row.
- Separate youth/adult and player/goalie rows.
- Confirm colors and artwork references using the Color Guide.
- Send the final order information through the process on How to Order Custom Sportswear. Existing order-sheet resource: Vimost Order Sheet.
Manufacturer Note
Roster mistakes often create artwork revisions because names, numbers, sizes and garment types are reviewed together. A clean roster helps the manufacturer check personalization before production approval.
Common Spreadsheet Mistakes
- Using separate files for names, numbers and sizes without matching rows.
- Leaving blank size cells.
- Mixing adult and youth sizes without labels.
- Putting notes in file names instead of the roster table.
- Changing one row after approval without marking the revision.
FAQ
What is the best roster format?
A spreadsheet-style table is easiest because every player or order item has one clear row.
Should spare uniforms be included?
Yes. List spare items with quantity and product type so they are not confused with player uniforms.
Can names and numbers be sent separately?
It is better to keep them in the same roster row to reduce review mistakes.
How should youth sizes be written?
Use clear labels such as Youth M or Youth L rather than writing only M or L.
When should the roster be final?
Before artwork approval, so the design proof and production data match.
Where does this fit in the full order process?
This guide covers roster organization only. The full order process is explained on How to Order Custom Sportswear.
Related Guides
Need help preparing your team order? Send Vimost Sports your product type, estimated quantity, size requirements and artwork details.
