Can this form be signed electronically?

Yes. Electronic signatures on commercial order forms are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the parties demonstrate intent and retain a reproducible record.

What file types should I provide for logos?

Provide vector artwork (AI, EPS, SVG) when possible; high-resolution PNGs are acceptable for proofs. Vectors minimize scaling and color issues during printing.

Who is authorized to sign the order?

An authorized purchaser or authorized agent may sign. For organizations, use a person with delegated procurement authority or include a purchase order from finance to confirm authorization.

What happens if sizes are wrong after delivery?

Report defects or size discrepancies within the vendor's stated returns window. Remedies typically include replacement, credit, or repair per the vendor's defects policy and the signed order terms.

Do I need a notary or witness for this form?

Most commercial shirt orders do not require notarization or witnesses. Notarization is only necessary if the form contains a notarized affidavit or power of attorney language.

How do I cancel or change an order?

Changes before proof approval may be accepted; after approval or production start, changes are often subject to fees. Refer to the cancellation and change terms in the signed order.

Electronic Signature
Templates
Miscellaneous
Custom Performance Shirt Order Form

Custom Performance Shirt Order Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Custom Performance Shirt Order Form and Production Agreement

This Agreement is made between Client Name: and Supplier Name: . The effective date of this Order: .

Recitals

WHEREAS, Client desires to procure custom performance shirts for distribution, promotion, or resale under the terms and specifications set forth herein;

WHEREAS, Supplier represents that it manufactures, sources and/or supplies performance apparel and has the capacity to produce the garments described in the Scope of Work in accordance with the agreed schedule and quality standards;

WHEREAS, the parties wish to set forth the terms and conditions under which Supplier will produce and deliver the custom performance shirts and Client will pay for such goods and services.

Order and Contact Information

Client Company Client Contact Billing Address Shipping Address

Email

Phone

Scope of Work

Supplier shall manufacture, print/embroider, and deliver custom performance shirts in accordance with Client specifications set forth below and in any attachments or artwork files accepted by Supplier. Supplier will use commercially reasonable efforts to match colors, materials and artwork approvals provided by Client, subject to reasonable tolerance for print and fabric variation.

Detailed Scope of Work

Shirt Specifications

Style / Model Fabric / Material Performance Features (select all that apply)

Moisture-wicking
UV protection
Antimicrobial treatment
Quick-dry finish

Color(s) / Pantone Artwork / Print Instructions

Size & Quantity Breakdown

Enter quantities by size. Parties acknowledge quantities are estimates and confirmed quantities will be set by the final approval form prior to production commencement.

XS

S

M

L

XL

2XL

Total Quantity

Pricing & Payment Terms

The prices and payment schedule below constitute the monetary obligations of Client. All amounts are in USD unless otherwise stated. Client agrees to pay Supplier in accordance with the payment schedule. Any additional costs resulting from changes requested by Client after artwork approval will be invoiced separately.

Unit Price (per shirt)

Estimated Subtotal

Tax / Sales Tax

Shipping / Freight Deposit Amount Balance Due Terms Late Payment Fee

Payment methods accepted: Credit Card ACH / Bank Transfer Check

Turnaround, Delivery & Approval

Production Start (upon receipt of deposit and final artwork) Expected Delivery Date

Client shall provide final artwork and size/color approvals in writing prior to production. Supplier is not responsible for delays caused by Client's failure to timely approve proofs or provide necessary materials and approvals.

Term and Termination

This Agreement commences on Start Date: and will remain in effect until End Date: , unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within days after receipt of written notice. Termination will not relieve Client of its obligation to pay for goods and services performed or incurred prior to the effective date of termination, including non-recoverable production costs incurred by Supplier.

Confidentiality

Each party agrees that all confidential information disclosed by the other party arising out of this Agreement, including but not limited to pricing, artwork, fabric specifications, and manufacturing processes, shall be kept confidential and shall not be disclosed to third parties without prior written consent, except as required by law. Confidential information does not include information that is or becomes publicly available other than through a breach of this Agreement.

Warranties, Limitations & Inspection

Supplier warrants that finished goods will conform to the agreed specifications at the time of delivery. Client must inspect all shipments within days of receipt and notify Supplier in writing of any nonconformity. Supplier's sole obligation for valid claims shall be, at Supplier's option, repair, replacement or refund for the nonconforming items. Supplier shall not be liable for incidental or consequential damages except as expressly provided by law.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of law principles. Venue for any dispute arising under this Agreement shall be the state or federal courts located in the judicial district in which Supplier maintains its principal place of business.

Entire Agreement

This Agreement, including any accepted purchase orders, artwork approvals and attachments, constitutes the entire agreement between the parties and supersedes all prior proposals, negotiations and agreements, whether written or oral, relating to the subject matter hereof. Any amendment or modification must be in writing and signed by authorized representatives of both parties.

By signing below, the parties acknowledge that they have read, understand and agree to be bound by the terms and conditions set forth in this Agreement. The person signing on behalf of a party represents and warrants that they have the authority to bind that party to this Agreement.

Client Name:

By:

Date:

Supplier Name:

By:

Date:

What the Custom Performance Shirt Order Form Is

A Custom Performance Shirt Order Form is a standardized document used to collect all details needed to produce performance apparel: item style, fabric, sizes, quantities, colorways, logo/artwork specifications, placement, and pricing. It captures purchaser contact and billing details, delivery address, production timelines, approvals for digital proofs, and terms such as minimum order quantities and return policies. The form reduces back-and-forth and provides a single record for production, invoicing, and legal acceptance of the custom apparel request.

Why a Structured Order Form Matters

A clear order form reduces mistakes, standardizes production inputs, and shortens lead times. It helps establish acceptance and pricing terms, documents artwork approvals, and creates an auditable record suitable for eSignature and electronic storage under ESIGN and UETA frameworks.

Who Typically Completes This Order Form

Teams that manage uniforms, event planners, procurement staff, and small businesses commonly complete this form to centralize order details and approvals.

Team managers and coaches who collect sizes, payment, and consent from players or participants.
Event and marketing coordinators arranging branded apparel for promotions or conferences.
Procurement officers and office managers who order uniforms for staff or contractors.

The form also works for single purchasers and group coordinators who need a consistent record of sizes, artwork approvals, and payment terms.

Essential Fields to Include

Purchaser Name: Full legal name

Contact Email: Valid email address

Shipping Address: Street, city, state, ZIP

Item Details: Style, color, SKU

Size and Qty: Size per line item

Artwork Files: SVG/AI preferred

Step-by-Step: Filling the Order Form

Follow these steps to ensure an accurate order: complete buyer info, list items and sizes, attach artwork, agree terms, obtain signatures, and submit for production.

01

Buyer Info: Enter full name, phone, and billing email.
02

Item Line: Specify style, color, and vendor SKU or code.
03

Sizes: Provide a size-by-quantity breakdown for each item.
04

Artwork: Attach vector files and note placement and colors.

How to Configure an Online Order Workflow

Set up a sequential workflow that enforces required fields, routes approvals, and captures signatures to avoid production hold-ups.

Field	Configuration
Required Fields	Buyer name \| required; size and quantity required
Approval Order	Proof approver first \| finance second
Signature Type	Electronic signature \| audit trail enabled
Notifications	Email on assigned action \| reminders every 48 hours

Where to Send and How the Form Is Processed

The completed form should route to production, finance, and the requester. Maintain a copy for each stage of review and approval.

Submission: Send the completed form to production and accounts payable.
Proofing: Production issues digital proof for purchaser approval.
Payment: Finance confirms payment terms and issues invoice.
Fulfillment: Production schedules and ships to the provided address.

Digital Signing, File Formats, and Integrations

Choose a platform that accepts PDF and Word templates, preserves audit trails, and integrates with your storage and ERP systems.

File Formats: PDF, DOCX, PNG, SVG accepted
Integrations: Salesforce, NetSuite, Google Workspace
Security: TLS in transit; AES-256 at rest

Typical Timelines, Deadlines, and Expectations

Order timing depends on proof approval, production capacity, and shipping. Clearly state cutoff dates and approval windows on the form.

Order Cutoff:

Submit at least 4–6 weeks before required delivery

Proof Approval:

Approve or request changes within 48–72 hours

Production Lead Time:

Standard runs require 10–21 business days after approval

Rush Options:

Expedited production may add fees and reduce size options

Returns Window:

Defects reported within 7–14 days of receipt

Key Order Milestones from Request to Delivery

Track these milestones so stakeholders understand the approval and production cadence.

01

Request Submitted

Form completed and files attached; order enters review.

02

Proof Approved

Purchaser signs off on digital proof for production.

03

Production Start

Run begins and inventory is allocated for order.

04

Shipment Delivered

Carrier delivers to the shipping address on record.

Common Mistakes That Delay Production

Using low-resolution artwork or non-vector logos leads to color mismatch and rework, increasing turnaround times and potential extra charges.
Failing to provide a detailed size-by-quantity list often causes shortages or incorrect shipments requiring costly reorders and delays.
Not approving digital proofs within the stated window pushes the production schedule and can nullify guaranteed delivery dates.
Omitting billing or purchase order information delays invoicing and can block production until payment terms are verified.

Risks and Contractual Consequences to Watch For

Incorrect Sizes: Replacement costs

Unauthorized Artwork: IP infringement risk

Late Approval: Rush fees

Missing PO: Production hold

Shipping Errors: Reshipment charges

Data Exposure: Privacy breach liability

What a Professional Order Form Should Contain

A complete form balances production needs with legal clarity so suppliers and buyers share expectations about specifications, pricing, and responsibilities.

Contact and Billing

Full purchaser and billing contact details, including email and phone, payment terms, and purchase order number; required for timely invoicing and customs paperwork for cross-border shipments.

Product Line Items

Detailed descriptions for each line including manufacturer SKU, fabric type, color codes, and minimum order quantity to prevent substitutions during production and confirm pricing per unit.

Size and Quantity Matrix

A clear size-by-quantity table for each item and colorway so cutter layouts and inventory planning are accurate and shortages are avoided during fulfillment.

Artwork and Approval

Artwork upload fields with required file types and proof approval checkbox and signature; this documents intent and reduces disputes over final print appearance and color matching.

Pricing and Fees

Unit price, setup fees, taxes, shipping, and any rush or sample charges with a clear total; defining these avoids later disagreements and supports accounting reconciliation.

Signature and Terms

Signature block for purchaser and vendor with dates, acceptance of terms, cancellation policy, and acknowledgement that electronic signatures are legally binding under ESIGN/UETA.

Supporting Documents and Export Formats

Collect and store associated documents with the order form to support production, legal, and accounting processes.

Digital Proof

Attach the approved digital proof showing artwork placement, scale, and color callouts; retain the final approved proof alongside the signed order for dispute resolution.

Vector Artwork

Supply vector files (AI, EPS, SVG) for scalable, lossless printing; include Pantone references to ensure color consistency across batches.

Purchase Order

Include the originating PO or finance authorization to link production to accounts payable and to confirm budget approval before production begins.

Download Formats

Store the signed form as PDF/A for archival, retain editable DOCX for reorders, and keep original image assets in PNG or SVG for reprographics.

Use-Case Examples: How Teams and Organizations Use the Form

Practical examples show how the order form prevents errors and documents approvals for different buyer profiles.

School Team Order

A high school coach collects student sizes and payments via the form for a single bulk order

Coach uploads logo and approves the digital proof within 48 hours
The consolidated submission reduced mis-sized items by tracking each athlete's size and storing signed consent for uniform distribution, simplifying fulfillment and invoicing.

Corporate Event Apparel

An event planner uses the form to specify fabric, colorways, and branding for a conference giveaway

The designer attaches vector artwork and Pantone specs
With a centralized signed record and expedited production options noted on the form, the planner met a tight conference deadline without manual follow-ups.

Typical eSignature Vendor Comparison for Order Form Workflows

Comparison of representative vendor price and feature points to consider when selecting eSignature for order approvals. signNow appears first per platform comparisons.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	Yes	Yes	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about completing, signing, and managing Custom Performance Shirt Order Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures on commercial order forms are enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws, provided the parties demonstrate intent and retain a reproducible record.
What file types should I provide for logos?
Provide vector artwork (AI, EPS, SVG) when possible; high-resolution PNGs are acceptable for proofs. Vectors minimize scaling and color issues during printing.
Who is authorized to sign the order?
An authorized purchaser or authorized agent may sign. For organizations, use a person with delegated procurement authority or include a purchase order from finance to confirm authorization.
What happens if sizes are wrong after delivery?
Report defects or size discrepancies within the vendor's stated returns window. Remedies typically include replacement, credit, or repair per the vendor's defects policy and the signed order terms.
Do I need a notary or witness for this form?
Most commercial shirt orders do not require notarization or witnesses. Notarization is only necessary if the form contains a notarized affidavit or power of attorney language.
How do I cancel or change an order?
Changes before proof approval may be accepted; after approval or production start, changes are often subject to fees. Refer to the cancellation and change terms in the signed order.

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