A clean roster is one of the most useful things a team manager can bring to a custom uniform order. You do not need it for your first inquiry. Prepare it when your quote and design direction are taking shape.
Use one master roster
Choose one team contact to maintain the final file. Give each player their own row, and keep separate columns for the exact name to appear on the jersey, jersey number and the size of each garment. If you have youth and adult groups, label the size category explicitly.
Check names and numbers together
Ask players or guardians to review spelling, capitalization and the number they expect. Flag duplicate numbers for the coach to review rather than assuming a duplicate is an error. Keep accents and other required characters visible in the approval file.
Keep sizes garment-specific
A player may need one size for a jersey and another for shorts or pants. Use the size guide confirmed for your actual garment. Do not replace a garment-specific measurement with a player’s usual retail size.
Approve one final version
Before production approval, review the roster against the artwork and quantity summary. Mark the version and date you approve. Later changes should go back through your order contact for feasibility review.
Count players, sets and pieces separately
Twenty players with one jersey and one bottom each need 20 sets and 40 garment pieces. Two jerseys with one shared bottom each need 60 pieces. Two complete jersey-and-bottom sets each need 80 pieces. List staff garments and accessories separately; a pair of socks remains one pair.
Give the roster a version
Use a filename with the team, revision and date, and keep the approved version alongside the design reference. Put later changes in a new revision instead of replacing the accepted file. Keep the team’s spelling and accents intact; review ALL CAPS player lettering and Title Case team naming against the artwork you approve.
Prepare for a reorder or late addition
Record the original order/design reference, which garments are needed, their quantities and sizes, new player details and the requested date. Ask your contact to review availability and batch matching before treating a repeat design as an identical repeat order.
THE ROSTER WORKSHEET
A clean starting file.
Download a blank CSV with separate jersey, bottom and additional-garment fields. It includes a design reference, roster version and approval date, with no example player data. Open it in your preferred spreadsheet app and add rows for your actual garment plan.
Download the blank roster CSVUse this to prepare the reviewed roster for your order contact. Your initial inquiry does not need player details or a roster upload.
A reorder starts with the reference.
Keep one list of the requested pieces, a size for every garment and any new printed names or numbers. Include the original order or design reference and your requested arrival date so the next conversation begins with the right kit.