Step 7 of the Custom Soccer Uniforms Buying Guide

Reviewing Your Soccer Uniform Order

Reviewing a soccer uniform order requires two formal checkpoints. Before production,
the team verifies the final order, roster, artwork, pricing and delivery terms.
When the shipment arrives, the team counts and inspects the delivered garments,
records discrepancies and reports supplier problems before distribution.


Use the Final Review Checklist


Use the Delivery Inspection Form

At a Glance

Two Reviews That Protect the Team

Phase 7A checks the order before production. Phase 7B checks the physical shipment after arrival.

Styles and Colors

Confirm the correct garments, fabrics, color references and uniform variations.

Pricing and Terms

Verify charges, taxes, shipping, payment and production conditions.

Written Approval

Authorize production only after every correction appears in the final proof.

What You’ll Learn

How to Conduct a Controlled Final Review

This guide explains how to compare the supplier’s final order confirmation and
production proof with the roster, design specifications, quote and delivery
requirements approved by the team.

You will also learn how to document corrections, prevent conflicting approvals
and obtain written authorization from the appropriate decision-maker.

Final Checkpoint

Why the Final Review Matters

Customized uniforms may be difficult or impossible to return once production
begins. A structured review protects the team from preventable errors,
unexpected charges and disputes about what was approved.

Prevent Errors

Catch incorrect names, numbers, sizes, colors and quantities before production.

Protect the Budget

Confirm that the final charges match the approved quote and authorized changes.

Preserve Evidence

Keep the proof, order confirmation, corrections and written approval together.

Review Preparation

Gather the Documents Before You Begin

The final proof should be checked against the team’s source documents. Do
not review the proof as an isolated image.

Documents to Place Side by Side

  • Final roster and player assignments
  • Garment and quantity summary
  • Original design specifications
  • Approved color references
  • Team and sponsor logo files
  • Supplier’s final production proof
  • Original quote and approved changes
  • Final order confirmation
  • Shipping and payment terms
  • Required delivery date

Review Area 1

Confirm the Roster and Quantities

Verify that every intended player and garment is included and that no
cancelled or duplicate entry remains in the order.

Review Item What to Confirm
Player Roster Every current player is included once
Home Uniforms Correct quantities by style, color and size
Away Uniforms Correct quantities and contrast garments
Goalkeepers Separate goalkeeper garments, colors and quantities
Practice Apparel Training jerseys, pinnies and related garments
Staff Apparel Coaches, managers and authorized personnel
Spare Inventory Blank or unassigned items and intended sizes

Review Area 2

Verify Names, Numbers and Sizes

Review each player line individually. A correct roster total does not prove
that the right size, number and printed name have been assigned to each player.

Printed Names

Confirm spelling, punctuation, capitalization and accents.

Player Numbers

Verify each assignment and check for prohibited duplicates.

Jersey Sizes

Confirm the size for every jersey variation.

Shorts Sizes

Verify shorts independently rather than assuming they match jersey sizes.

Goalkeeper Items

Confirm goalkeeper jerseys, shorts, pants and special fit requirements.

Additional Apparel

Check warm-ups, practice garments and staff apparel assignments.

Review Area 3

Check Garment Styles, Fabrics and Colors

Confirm that the supplier has used the exact product styles and color
references selected during the earlier planning stages.

Confirm the Following

  • Manufacturer and product name
  • Supplier product or style number
  • Jersey fabric and construction
  • Shorts style and fabric
  • Home uniform colors
  • Away uniform colors
  • Goalkeeper colors
  • Collar and sleeve style
  • Men’s, women’s, youth or unisex cut
  • Color names, codes or supplier references

Review Area 4

Review Logos, Numbers and Decoration Placement

Every decorated area should be reviewed in the final proof. Check the front,
back, sleeves, shorts and goalkeeper garments where applicable.

Team Crest

Confirm the correct logo version, orientation, size and chest location.

Sponsor Logos

Check approved artwork, size, color treatment and placement.

Player Numbers

Verify font, color, outline, size and front-back placement.

Player Names

Confirm font, capitalization, spacing and position above or below the number.

Decoration Method

Confirm sublimation, heat transfer, screen printing or embroidery as specified.

Pattern Placement

Check stripes, gradients, panels and graphics across garment seams.

Proof Comparison

Compare the Final Proof With the Original Specifications

The supplier’s final proof should be reviewed line by line and view by view
against the original design and order documents.

Proof Area Compare Against
Front View Team crest, sponsor, front number and garment colors
Back View Player name, number, spacing and readability
Sleeves Sponsor marks, league marks and trim details
Shorts Number, crest, color and decoration placement
Goalkeeper Kit Distinct colors, logos, numbers and garment style
Size Scaling How artwork appears on youth and adult garments

Do not rely on statements such as “same as before” or “standard placement.”
Every visible element should appear in the final approved proof or written order.

Review Area 5

Confirm Pricing, Taxes, Shipping and Payment Terms

The final commercial terms should match the approved quote plus any
documented changes.

Cost or Term What to Confirm
Garments Final quantity and unit price for each style
Personalization Names, numbers, logos and sponsor charges
Setup and Artwork Any screen, digitizing, artwork or revision fees
Shipping Final or estimated shipping charge and delivery method
Taxes Applicable taxes and whether they are included or added
Deposit Amount paid and production-start requirement
Balance Remaining amount and payment deadline
Changes Authorized additions, corrections and extra charges

Review Area 6

Confirm Production and Delivery Dates

Verify when the production timeline begins and whether the supplier’s dates
are estimates or firm commitments.

Dates to Confirm

  • Final approval deadline
  • Deposit or payment deadline
  • Production start date
  • Estimated production completion date
  • Quality-control stage
  • Expected shipping date
  • Estimated delivery date
  • Team’s required arrival date
  • Effect of late corrections or changes

Build a reasonable buffer between the estimated delivery date and the first
match, tournament, photo day or distribution deadline.

Correction Control

Document Every Correction Before Approval

Corrections should be specific, traceable and confirmed in a revised proof
or updated order document.

For Each Correction, Record:

  • The page, player or garment affected
  • The incorrect information
  • The exact replacement information
  • The person requesting the correction
  • The date submitted
  • The supplier’s response
  • Any effect on price
  • Any effect on production or delivery dates
  • The revised proof or order version

Approval Rule

Do Not Approve Corrections That Exist Only in an Email

Every approved correction should appear in the revised proof, roster or
final order confirmation before production is authorized.

Final Authorization

Obtain Written Approval From the Appropriate Decision-Maker

One authorized person should provide the final production approval after
the operational, design and financial reviews are complete.

  1. 1

    Operational Review

    Confirm roster, quantities, sizes, names and numbers.

  2. 2

    Design Review

    Confirm colors, logos, decoration and the final proof.

  3. 3

    Financial Review

    Confirm price, taxes, shipping, deposit and remaining balance.

  4. 4

    Schedule Review

    Confirm production and delivery dates.

  5. 5

    Written Authorization

    Approve the identified proof and order version in writing.

  6. 6

    Archive the Approval Package

    Save the proof, order confirmation, corrections and authorization together.

Phase 7B — When the Order Arrives

Inspect the Delivered Uniform Order

Phase 7A confirmed what the supplier was authorized to produce. Phase 7B
verifies what was actually delivered. Keep the shipment together until the
cartons, packing slips and garments have been checked against the approved
order and production proof.

Receive the Cartons

Confirm the shipment, carton count, tracking details and visible package condition.

Count Every Item

Count garments by player, style, size, color and uniform variation.

Inspect Quality

Examine stitching, printing, sublimation, transfers and garment construction.

Report Problems

Photograph, document and submit discrepancies within the supplier’s claims period.

Delivery Inspection 1

Receive and Secure the Cartons

Record the condition of the shipment before cartons are opened or moved into
general team storage. Visible package damage may be relevant to a carrier or
supplier claim.

At the Time of Delivery

  • Confirm the carrier and tracking reference
  • Count the cartons received
  • Compare the carton count with the shipping notice
  • Check for crushed, torn, wet or punctured cartons
  • Photograph visible package damage before opening
  • Record the delivery date and time
  • Record the person who accepted the shipment
  • Keep all cartons together in a secure inspection area

Inspection Rule

Do Not Distribute Uniforms Before the Inspection Is Complete

Once garments are handed to players, shortages and incorrect items become
harder to distinguish from internal distribution mistakes.

Delivery Inspection 2

Compare the Cartons and Packing Slips With the Order

Locate every packing slip and compare the supplier’s shipped quantities with
the approved order confirmation. Determine whether any products are backordered
or being sent separately.

Shipping Record What to Confirm
Supplier Order Number Matches the approved uniform order
Carton Count Matches the shipping notice and physical delivery
Product References Match the ordered garment styles and colors
Shipped Quantities Match the packing slips and expected totals
Backorders Are clearly identified with expected shipment dates
Split Shipments Are documented so incomplete delivery is not mistaken for a shortage

Delivery Inspection 3

Count Every Garment and Accessory

Count the physical items rather than relying only on the packing slip.
Customized garments should be matched to the player roster while blank and
spare garments should be counted separately.

Home Uniforms

Count jerseys, shorts and socks by player, size and style.

Away Uniforms

Confirm all contrasting garments and player assignments.

Goalkeeper Uniforms

Count goalkeeper jerseys, shorts, pants and related garments.

Practice Apparel

Count training jerseys, pinnies and practice garments.

Spare Inventory

Keep blank and unassigned items separate from player packages.

Staff Apparel

Verify garments for coaches, managers and authorized personnel.

Record the count as each carton is opened. Do not wait until all garments have
been mixed together.

Delivery Inspection 4

Inspect Names, Numbers, Colors and Logo Placement

Compare every customized garment with the approved proof and final roster.
The delivered product—not the packing slip—is the evidence that production
was completed correctly.

Inspection Area What to Check
Player Name Spelling, punctuation, capitalization and placement
Player Number Correct number, font, color, outline and size
Garment Size Matches the final player assignment
Garment Style Correct product, cut, fabric and uniform variation
Team Colors Match the approved proof and supplier references
Team Crest Correct artwork, orientation, size and location
Sponsor Logos Correct version, color treatment and placement
Shorts Decoration Correct number, crest and placement where ordered

Delivery Inspection 5

Inspect Garment and Decoration Quality

Check both the garment construction and the applied decoration. A correct
name or logo is still unacceptable if the garment or application is defective.

Stitching

Look for loose threads, open seams, skipped stitches and poor alignment.

Printing

Check for smudging, cracking, uneven ink, missing areas and incorrect color.

Sublimation

Check for fading, banding, misalignment and incomplete graphic transfer.

Heat Transfers

Look for lifting edges, bubbles, wrinkles and poor adhesion.

Embroidery

Check thread colors, puckering, loose threads and distorted artwork.

Garment Condition

Inspect for stains, holes, fabric flaws, damaged fasteners and incorrect construction.

Inspection Depth

Decide Whether to Inspect Every Item or Use a Sample

Player-specific names, numbers and sizes should normally be checked on every
customized garment. For identical blank garments, a team may inspect a sample
and then expand the inspection if defects are found.

Item Type Recommended Approach
Named or Numbered Jerseys Inspect every garment against the roster
Customized Shorts Inspect every garment where player numbers or logos vary
Goalkeeper Garments Inspect every item because quantities are usually limited
Blank Socks Count all; inspect a representative sample for defects
Blank Practice Apparel Count all; sample by style, color and size
Items From a Damaged Carton Inspect every item in that carton

Delivery Inspection 6

Photograph and Record Every Discrepancy

Create one organized discrepancy record instead of sending scattered
photographs and informal messages to the supplier.

For Each Problem, Record:

  • Supplier order number
  • Carton or package reference
  • Player name or internal garment reference
  • Garment type, style, color and size
  • Expected name, number, logo or specification
  • What was actually delivered
  • Quantity affected
  • Clear photographs of the garment and defect
  • Photograph of the size or product label where relevant
  • Date the problem was discovered
  • Name of the person completing the inspection

Useful Photographs

  • Full front view
  • Full back view
  • Close-up of the defect
  • Size and product label
  • Comparison with a correct garment where useful
  • Damaged carton or packaging

Discrepancy Classification

Separate Shortages, Errors and Defects

Classifying each problem makes the supplier request clearer and helps the
team track the correct resolution.

Missing Item

An ordered garment or accessory was not delivered.

Incorrect Item

The wrong style, color, size, name, number or logo was delivered.

Damaged Item

The garment or decoration was damaged during production, packing or shipping.

Quality Defect

Stitching, printing, sublimation, transfer or embroidery is unacceptable.

Backordered Item

The supplier has identified the item for later shipment.

Team-Side Issue

The supplier followed the approved order, but the team submitted incorrect information.

Supplier Claim

Contact the Supplier Within the Claims Period

Review the supplier’s claims policy and report discrepancies promptly.
Waiting until after team distribution may weaken the record and delay replacement items.

Include in the Initial Claim

  • Supplier order number
  • Concise summary of the problem
  • Organized list of affected items
  • Approved proof or order document
  • Packing slip or shipping record
  • Clear photographs
  • Requested correction, replacement, credit or other resolution
  • Date the team requires the corrected items
  • Contact person for follow-up

Phase 7B ends when the discrepancy has been documented and formally submitted.
Step 8 tracks the supplier’s response, replacements and final resolution.

Recommended Workflow

Complete the Inspection in a Controlled Sequence

  1. 1

    Secure the Shipment

    Keep all cartons and documents together before distribution.

  2. 2

    Check Cartons and Packing Slips

    Confirm tracking, carton count, shipment references and backorders.

  3. 3

    Count the Physical Items

    Record quantities by garment, player, size, color and uniform variation.

  4. 4

    Check Customization

    Compare names, numbers, colors, logos and placements with the approved proof.

  5. 5

    Inspect Quality

    Examine garment construction and every decoration method.

  6. 6

    Document Discrepancies

    Photograph and classify all missing, incorrect, damaged or defective items.

  7. 7

    Submit the Supplier Claim

    Report the complete issue within the applicable claims period.

Review Resources

Free Tools for Phase 7A and Phase 7B

Use these tools to review the production proof, inspect the delivered order
and preserve a clear record of discrepancies and supplier claims.

Featured Articles

Detailed Soccer Uniform Review Guides

Use these articles for deeper guidance on final proofs, roster checks,
delivery inspection, quality problems and supplier claims.

Complete Step 7 Checklist

Review Before Production and Inspect After Delivery

Phase 7A — Before Final Approval

  • The final roster includes every intended player
  • Garment quantities match the approved order
  • Names, numbers and sizes are correct
  • Garment styles, fabrics and colors are correct
  • Team crests and sponsor logos use approved artwork
  • Names, numbers and decoration are positioned correctly
  • The proof matches the original specifications
  • Pricing, taxes, shipping and payment terms are confirmed
  • Production and delivery dates are acceptable
  • Every correction appears in the revised documents
  • The authorized decision-maker approved production in writing

Phase 7B — When the Order Arrives

  • The carrier, delivery date and carton count are recorded
  • Visible carton damage is photographed
  • Packing slips match the supplier order and shipment
  • Every garment and accessory is counted
  • Names, numbers, sizes and player assignments are checked
  • Colors, logos and decoration placement match the approved proof
  • Stitching, printing, sublimation, transfers and embroidery are inspected
  • Missing, incorrect, damaged and defective items are documented
  • Clear photographs support every reported discrepancy
  • The supplier is contacted within the applicable claims period
  • Uniforms remain undistributed until the inspection is complete

Continue the Eight-Step Journey

Next: Distribute the Uniforms and Manage Outstanding Issues

Step 8 begins after the initial delivery inspection. It covers player
distribution, care instructions, exchanges, supplier correction tracking,
recordkeeping and future reorders.


Continue to the After Delivery Guide


Return to the Ordering Guide

Key Takeaways

What to Remember During Step 7

  • Phase 7A verifies what the supplier is authorized to produce.
  • Phase 7B verifies what the supplier actually delivered.
  • Compare every review and inspection item with written source documents.
  • Do not rely on memory, informal messages or unrecorded changes.
  • Keep the shipment together until cartons, quantities and garments are checked.
  • Inspect every player-specific name, number, size and customization detail.
  • Photograph and classify every shortage, error, defect or damaged item.
  • Submit supplier claims promptly, then track corrections and replacements in Step 8.