Start with the exact garment list
The quickest way to avoid trouble is to write down exactly what is being printed before anything goes to production. A vague note like "20 shirts" can cause problems if the order includes mixed sizes, different colours, or separate groups for staff and volunteers. For schools, clubs and businesses, the garment list should show each item, size, colour, and quantity. That includes whether the order is for t-shirts, golf shirts, hoodies, aprons, or sportswear.
In Bloemfontein and the surrounding areas, many rushed orders happen when one person places the request and another person handles distribution. By the time the garments arrive, nobody can remember which sizes were meant for which team. A proper list keeps everyone on the same page and helps the production team plan ink usage, print positions, and packing.
- List each garment type separately
- Split sizes clearly from small to 5XL or whatever is needed
- Show colours one by one if the order includes more than one shade
- Mark any urgent items that must be ready first
Check artwork before it reaches the press
Artwork mistakes are a common reason for reprints and delays. Low-resolution images, spelling errors, wrong logos, and incorrect phone numbers all become expensive once the screens are made. It is worth checking every word and every detail before approval, especially for event shirts, school apparel and uniforms where the print will be seen from a distance.
One useful habit is to print the artwork proof on paper and read it line by line. That helps catch small errors that are easy to miss on a phone screen. Make sure the logo is the right version, the wording matches the brief, and the print size suits the garment. If the design includes a slogan or sponsor names, confirm the spelling with the actual client not just the person who forwarded the file.
- Confirm spelling, dates and contact details
- Send the correct logo file, not a screenshot if possible
- Approve the final layout before printing starts
- Ask for a print size guide when the design needs to sit in a specific position
In many cases, a 10 minute artwork check can save days of back-and-forth later.
Match sizes to real people, not guesses
Size mistakes are one of the most frustrating problems because they only show up when the order is already packed. A medium might be fine for one staff member and far too tight for another. When orders are for schools, sports teams or company uniforms, the best approach is to collect sizes from the actual wearers and not from memory. If the garments are for a group with mixed body types, it helps to offer a size chart and ask each person to confirm in writing.
We often see orders where the same size was chosen for everyone because it felt easier at the time. Then the shirts arrive and the distribution starts, and somebody is left out. That is avoidable. If the team is spread across Bloemfontein, Hamilton, Botshabelo or Thaba Nchu, ask for sizes early so there is time to correct any gaps before printing begins.
For bulk orders, sorting sizes before production also makes packing more efficient and reduces the chance of someone getting the wrong shirt in the wrong bag.
Confirm colours against the garment and print method
Colour matching matters more than many people think. A logo can look bright on a screen but dull or muddy on the wrong shirt colour. Dark garments often need a different print setup from light ones, and some colours work better when the design has enough contrast. If you are printing for a sports day, school fundraiser or trade event, the shirt colour should be chosen with the logo in mind, not only the budget.
Coastal humidity, summer heat, and regular washing can also affect how colour holds up over time, especially on uniforms that are worn often. That is why it helps to confirm the garment colour and the intended use before the first run. If the print must stay readable on a dark navy or maroon shirt, the artwork may need a stronger contrast or a slightly adjusted layout.
- Check how the design looks on the actual garment colour
- Confirm whether the item will be washed often
- Keep sponsor logos and team names legible from a distance
- Ask for colour matching if the brand shade matters
Allow for lead time and delivery to your area
Many order problems start when the deadline is too tight. Screen printing is accurate work and it needs time for artwork setup, approval, production, drying, sorting and packing. If the order is going out to Welkom, Bethlehem, Kroonstad or Parys, courier timing should be built into the plan as well. A same-week request is possible in some cases, but only when the brief is complete and the sizes are final.
Load-shedding, public holidays and municipal disruptions can also slow the process if they are not planned for early enough. It is safer to place the order with a few extra days in hand than to rely on a last-minute fix. This is especially true for bulk orders where one missing size or one wrong colour can delay the whole batch.
Good planning also allows time for quality checks before dispatch so that the goods leave Hamilton correctly packed and ready for courier.
Use one person to sign off the final order
A lot of confusion comes from too many people making changes at once. One person wants a different shirt colour, another wants a changed size mix, and a third notices a spelling adjustment after approval. The cleanest process is to appoint one responsible person to approve the final artwork, sizes and quantities. That way there is a single point of contact and fewer mixed instructions.
This is useful for schools, companies and event organisers where several people may be involved in the same purchase. Once the final sign-off is given, no further changes should be expected unless the production team confirms they can still be added. It sounds simple, but it prevents a lot of stress and extra cost.
If you are ordering from Bloemfontein or elsewhere in the Free State, keep the final approval in writing and make sure the same version is used for packing and dispatch. A few clear checks at the start will usually save far more time than any correction later.
