Start With the Garment and the Fit You Want
Before you collect any sizes, decide exactly what item is being ordered. A cotton T-shirt, golf shirt, hoodie, apron or cap each fits differently and each supplier pattern can vary a little. If the group wants a relaxed fit for everyday wear, say so early, because a close fit and a loose fit will not use the same size mix.
It also helps to choose whether the garment will be worn over school shirts, sports kit or workwear. That matters for children, coaches and staff who need room to move, especially in Durban heat where a tighter fit can feel uncomfortable by midday. If you are ordering for a KwaZulu-Natal school or company in Umbilo, Pinetown or Westville, make the fit decision before you start collecting numbers, not after.
Use a Simple Size Chart and One Measuring Method
The easiest way to avoid confusion is to give everyone one size chart and one way to measure. Some people know their usual size from a shirt they already own, while others need a tape measure. Both methods can work if you keep it consistent. For larger groups, ask people to compare a favourite shirt laid flat against the size chart, or measure the chest across the garment and double it if needed.
- Use the same size chart for every person in the order
- Measure chest, waist and length if the item is fitted
- Check sizes on actual garments where possible, not only labels
- Record the size in writing straight away so no one has to guess later
For schools and clubs in KZN, one printed sheet with clear size options usually works better than WhatsApp messages spread across a few days. It keeps the count tidy and avoids the common problem of someone saying, “I’m a medium” without knowing whether that means a fitted medium or a regular one.
Collect Sizes by Group Leader, Not by Memory
When you are handling a class, team or staff group, nominate one person to gather the sizes. That person can be a teacher, coach, supervisor or team captain. It makes checking faster and keeps the count in one place. For a school sports day, each class can submit one list instead of sending twenty separate replies that arrive at different times.
A good size sheet should show the person name, item type, size and quantity. If you are ordering for children, include age or grade too, because younger learners often need a different fit than older ones. If it is a staff order, make space for both men’s and ladies’ cuts if those are being used. The clearer the sheet is, the less rework later on. That saves time for everyone and helps when screens are being prepared for the print run.
At Screen Spectrum in Umbilo, we often see that the most accurate orders come from a single contact who checks the list before it is sent through. That small step cuts down on mix ups, especially when the order includes a mix of T-shirts and hoodies or a run for different departments.
Allow for Shrinkage, Growth and Real-World Use
Not every garment will sit the same after washing, and not every wearer wants the same amount of room. Cotton can tighten a bit after the first wash, while poly cotton often holds shape more steadily. If the items are for school learners or a sports group, it is usually safer to leave a little room for growth and movement rather than ordering everything tight to the body.
- For children, consider one size up if the garment is for the full term
- For activewear, allow extra room for shoulder movement
- For winter items like hoodies, check whether they will be worn over another top
- For staff uniforms, make sure each person can sit, lift and move comfortably
Durban’s humid weather also matters. A garment that feels fine in an air-conditioned office may feel too snug on a hot day at a gate, counter or classroom. Better to think through the actual use than rely on a guess and hope for the best.
Do a Sample Check Before the Full Run
If your order is for a large school, club or business, a sample fitting can save a lot of trouble. Give out a few different sizes to test on real people before the main print run starts. This is especially useful for first-time orders, new garment styles or mixed groups where some people prefer a looser fit and others want a neater look.
A quick sample round can show up problems such as sleeves that are too short, waist sizes that are too generous or collars that sit awkwardly. Once the sample is approved, the rest of the order becomes much easier to manage. In screen printing, that kind of checking is just as important as the printing itself because the final result depends on the garment sitting properly.
For Durban businesses working to a deadline, this step is worth it. It may add a short delay at the start, but it can prevent a full reprint later if the sizing is off.
A Durban Example That Keeps Orders on Track
A local example makes the process clearer. A school in Durban Central needs 180 T-shirts for a sports event, with sizes for pupils from Grade 3 to Grade 7. If the school simply asks each class to shout out sizes, the final count can be messy. Some learners will say they want a large because a friend did, while others will choose a size based on how a shirt feels on the day, not how it will fit in two months.
Instead, the school can issue one sheet per class, ask the teacher to record the sizes, and allow each child to try on a sample garment where possible. The coordinator then checks the totals, confirms the number of each size and sends one clean order through the enquiry form. That process is straightforward, and it works just as well for a Pinetown netball club or a Westville company ordering staff shirts for a year-end function.
When the order reaches production with clear size totals, artwork checking, screen making and print planning all move faster. It means less admin at the back end and fewer surprises at dispatch.
Final Checks Before You Send the Order
Before you place the order, go through one last check. Confirm the garment type, colour, size count and quantity for each size. Make sure the group leader has signed off the numbers, and if there are extras for late joiners or replacements, note them clearly. A small buffer is often useful for schools and clubs, because someone always arrives after the first count is done.
- Confirm the garment style and fabric
- Recheck the size totals against the names list
- Leave a small buffer for late additions or exchanges
- Make sure the final contact person has approved everything
When sizes are collected properly, the rest of the job becomes easier to manage. It keeps the budget under control, reduces waste and helps the print finish on time, whether the order is staying in Durban or going out by courier to another part of the country.
