Start With a Clear Order List
Before you ask anyone for a size, write down exactly what is being ordered. Separate the items by garment type, because a golf shirt, a jacket and a cap do not use the same sizing method. For example, a school staff order may need 20 golf shirts, 6 jackets and 30 caps, while a club order may only need shirts and caps. Keep each item on its own line so sizes do not get mixed up.
It helps to name one person as the size coordinator. That person checks the forms, follows up on missing sizes and makes sure the final list matches the quantity ordered. If you are working across different branches or sites in Durban North, Umhlanga, Westville, Pinetown or Ballito, one coordinator keeps the process tidy and reduces mistakes.
How to Measure People Properly
The easiest way to get accurate clothing sizes is to measure a well-fitting garment, not the body. Ask each person to bring a shirt or jacket they already wear comfortably. Lay it flat on a table and measure from side to side under the arms, then compare that to your size chart. This works well for golf shirts, corporate wear and many uniform items.
If you must measure the body, use a soft tape measure and keep it level. Measure the chest, waist and hips where needed, and write the figures in centimetres. Do not pull the tape too tight. For activewear and workwear, add a little room for movement and washing shrinkage, especially on orders for outdoor staff, schools and coastal areas where garments get worn often and washed hard.
- Use centimetres only
- Measure over thin clothing, not bulky layers
- Check each size twice before recording it
- Keep the same measuring method for everyone in the group
Use a Simple Size Form for the Group
A clear size form saves confusion later. Whether you are collecting sizes for a company, club or school, keep the form short and easy to complete. Ask for the person’s name, garment type, size, colour choice if needed and any notes such as ladies cut, longer fit or loose fit. If you are ordering caps, include head size or cap style where relevant.
Do not rely on memory or WhatsApp voice notes alone. Written sizes are easier to check, especially on bulk orders where one small error can affect the whole run. If people are sending sizes from different sites in eThekwini, ask them to use the same format so you can compare the details quickly.
- Name and surname
- Garment type
- Size in numbers or letters
- Special fit notes
- Date submitted
Allow for Fit Differences Between Garment Types
Not all clothing fits the same way. A standard golf shirt usually sits differently from a corporate shirt, and a jacket will need more room than a short sleeve top. Some fabrics also behave differently after washing or heat pressing. That is why it is important to check the actual item being ordered instead of assuming one size will suit all garments.
For teams and staff uniforms, it is safer to fit the largest practical body shape in the group rather than size everyone down. If you are unsure, choose the next size up for comfort. That is especially useful for warehouse teams, school staff and outdoor crews in hot and humid conditions along the Durban coastline. A shirt that is too tight will not wear well, and it may look untidy after a few washes.
Check Sizes Before Artwork Goes to Production
Once sizes are collected, review the list before any embroidery or printing starts. Check spelling, quantities and whether all sizes add up to the full order. If 18 shirts were requested but only 17 sizes are listed, pause and confirm the missing one. A quick review at this stage saves time and avoids rework.
This is also the right time to confirm logo placement. Large logos, left chest embroidery and back branding can all be affected by garment size. A small shirt may need a smaller logo than a 5XL shirt. If there are mixed sizes in the same order, flag that early so the artwork and stitching stay balanced across the full run.
- Confirm total quantities
- Check for missing sizes
- Match sizes to the correct item type
- Approve any special fit requests
Final Steps Before Collection or Delivery
Before the order goes into packing, keep the final size sheet with the job file. That makes it easier to sort garments into named sets, school packs or staff packs. For large orders, group the items by department, branch or team so distribution is simple on collection day. If the order needs to move quickly, a clean and complete size list helps keep the turnaround tight.
When you hand out the garments, ask recipients to try them on soon after collection. If any size issues come up, you will be able to spot patterns early on future orders. This is especially useful for repeat clients who place seasonal orders for golf shirts, caps, promo wear and uniforms across Durban North, La Lucia, Mount Edgecombe, Hillcrest and nearby areas. A little admin now saves a lot of trouble later.
