Can I sign the order electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

How do I change an order after approval?

Request a formal amendment from the vendor; changes typically require a new proof, updated quantities or pricing, and a fresh signature to authorize production changes.

What file formats are acceptable for artwork?

Preferred formats are vector AI, EPS, or PDF with embedded fonts; high-resolution PNG or JPG are acceptable for photographic prints. Vector files reduce the need for redesign and color correction.

Who can sign for a company order?

An authorized representative—someone with delegated authority to bind the business—should sign. Documentation of signing authority is recommended for large or contractually significant orders.

How long are completed order forms retained?

Vendors typically retain order records for at least three years; tax-related documents should follow IRS guidance (IRC §6501(a)), and HIPAA-covered records follow 45 CFR §164.530(j) when applicable.

What if my proof is incorrect?

Notify the vendor immediately, reject the proof, and request corrections. Production should not begin until you approve a corrected proof to avoid reprint charges or billing disputes.

Electronic Signature
Templates
Miscellaneous
Custom T-shirts Order Form

Custom T-shirts Order Form

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

Custom T-shirts Order Form

Agreement Date:

WHEREAS

WHEREAS, Client Name: (the "Client") seeks to purchase custom printed apparel; and

WHEREAS, Supplier Name: (the "Supplier") is engaged in the business of manufacturing and supplying custom t-shirts and related printing services; and

WHEREAS, the Parties desire to set forth the terms under which Supplier will produce and deliver custom t-shirts pursuant to the Order Details and Scope of Work specified below.

Scope of Work

Supplier shall produce, print, and deliver the custom t-shirts described in this Order in accordance with the specifications provided by Client. Supplier warrants that work will be performed in a professional manner consistent with industry standards.

Detailed Specifications and Services

Order Details

Billing Contact Company / Organization Contact Phone Contact Email Shipping Address

Itemized Line Items (up to 5)

Order Subtotal

Shipping & Handling

Order Total

Payment Terms

Client shall pay Supplier the total Order Total in accordance with the schedule below. All amounts are stated in U.S. dollars. Supplier may suspend production for failure to timely pay undisputed amounts.

Deposit Amount Balance Due (terms) Late Payment Fee

All refunds or credits shall be at Supplier's sole discretion and subject to inspection of returned goods. Client is responsible for any chargebacks or payment processing fees.

Term and Termination

This Order shall commence on Start Date: and shall continue until End Date: , unless earlier terminated in accordance with this section.

Either party may terminate for material breach that remains uncured for Notice Period (days): after written notice. Termination shall not relieve Client of payment obligations for work completed prior to termination.

Confidentiality

Each party shall hold in confidence all confidential information disclosed by the other party and shall not use such information except to perform its obligations under this Agreement. Confidential information includes pricing, artwork, customer lists, and production methods, but excludes information that is or becomes public through no breach of this Agreement.

Supplier may retain and use Client artwork only as necessary to fulfill this Order and shall not reproduce or distribute artwork beyond the scope of the Order without Client's prior written consent.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of State / Jurisdiction: without regard to conflict of law principles. Any disputes arising under this Agreement shall be resolved in the courts of that jurisdiction.

Entire Agreement

This document, including any attachments or referenced production specifications accepted in writing by Supplier, constitutes the entire agreement between the Parties with respect to the subject matter hereof and supersedes all prior negotiations, representations, or agreements, written or oral.

Any modification to this Agreement must be made in writing and signed by an authorized representative of both Parties.

Acceptance

By signing below, the Parties acknowledge and agree that they are authorized to enter this Agreement and accept the terms set forth herein, including order details, payment schedule, and confidentiality obligations.

Client - Printed Name:

By:

Date:

Supplier - Printed Name:

By:

Date:

What the Custom T-shirts Order Form Is

A Custom T-shirts Order Form is a standardized document used to collect the information needed to produce and deliver personalized apparel. It captures purchaser details, product selections (style, color, size), quantity, artwork files and placement, payment terms, shipping instructions, and signature authorization. The form creates a clear record of the buyer’s specifications and acceptance of production terms so vendors can confirm proofs, schedule production, and invoice accurately.

Why a Formal Order Form Matters

Using a written order form reduces miscommunication, speeds production, and documents agreement on price, quantities, artwork, and delivery. It also serves as a commercial record for invoicing, returns, warranty claims, and tax or audit purposes.

Who Typically Completes a Custom T-shirts Order Form

Organizations and individuals fill this form when ordering printed apparel for resale, events, teams, or promotional use.

Event coordinators and clubs placing group orders for participants or attendees.
Marketing and HR teams ordering branded shirts for promotions or staff distribution.
Individuals placing custom single or small-batch orders for personal use or gifts.

The completed form is kept by the vendor and provided to the purchaser as proof of order and as a production reference.

Step-by-step: Completing and Submitting the Order

Follow these four steps to move from request to production-ready order.

01

Prepare Design: Assemble final artwork and note color references.
02

Enter Order Details: Complete item codes, sizes, quantities, and extras.
03

Review Proof: Confirm digital proof within the proof approval window.
04

Authorize & Pay: Sign the order and provide payment or payment authorization.

Typical Digital Workflow Settings for Online Forms

Configure the online form to capture required fields, trigger proof generation, and collect payment as part of submission.

Field	Configuration
Order Number	Auto-generate sequential ID on submit
Proof Approval	Require explicit approval checkbox from purchaser
Payment Collection	Enable card or invoice collection at submission
File Upload	Allow AI, EPS, PDF, JPG up to specified size

How the Order Form Progresses After Submission

A clear routing process ensures each order moves from intake through proofing, production, and shipping with minimal delay.

Intake: Order is validated and queued by the sales or production team.
Proofing: Designer applies artwork and issues a proof for approval.
Production: Production runs begin after proof approval and payment clearance.
Fulfillment: Items are packaged and shipped per selected method.

Essential Elements to Include on a Professional Order Form

A complete form minimizes back-and-forth and preserves an auditable record of buyer instructions and vendor obligations.

Buyer Information

Name, billing contact, phone, and email so the vendor can send proofs, invoices and shipping notifications without delay.

Product Selection

Style, color, and SKU fields with clear dropdowns or catalog references to prevent item substitution during fulfillment.

Sizing and Quantity

Size-by-quantity breakdown avoids rounding errors; include totals and backorder preferences for out-of-stock items.

Artwork and Placement

File upload plus placement notes and color specifications (Pantone/CMYK) so proofs match buyer expectations and reduce reprints.

Pricing and Fees

Unit pricing, setup/screen charges, taxes, shipping, and any rush fees clearly itemized to prevent invoicing disputes.

Terms and Signature

Production lead times, cancellation cutoff, refund policy, and an area for signature and date to confirm authorization of production and payment.

Key Data Fields and Security Considerations

Customer Name: Verify against payment method

Contact Email: Used for proofs and completion notice

Shipping Address: Complete street, city, state, ZIP

Order Details: Style, size, color, quantity

Artwork Files: Store original uploads securely

Payment Authorization: Keep masked card or invoice reference

Common Mistakes That Cause Delays

Submitting low-resolution artwork that cannot be used for print, requiring redesign and additional approvals from the buyer.
Omitting size-by-quantity details and relying on a single total quantity, leading to incorrect size distribution during fulfillment.
Failing to provide Pantone or CMYK color references for logo artwork, causing color mismatch between proof and final product.
Missing or unsigned approval for the final proof, which halts production until the buyer explicitly authorizes printing.

Typical Timelines and Deadlines to Expect

Timelines vary by vendor and order volume; confirm lead times and approval windows before finalizing large or time-sensitive orders.

Order Submission Deadline:

Submit artwork and full specs before proof cutoff; often 24–72 hours prior to scheduled proof.

Proof Approval Window:

Respond to proofs within 48 hours to avoid production delays or rescheduling.

Production Lead Time:

Standard runs typically require 5–10 business days after proof approval depending on quantity.

Shipping Estimate:

Carrier transit usually 2–7 business days; expedited options are available at extra cost.

Payment Due:

Payment is due per vendor terms—often at approval or before production begins.

Formats, Integrations, and Authentication for Digital Submissions

Ensure your online order form accepts common file types and integrates with backend systems used for production and accounting.

File Formats: Accept PDFs, AI, EPS, and high-resolution JPG/PNG
Integrations: Support for Google Workspace, Microsoft 365, NetSuite, and CRM systems
Authentication: Email confirmation, SMS code, or platform eSignature options

Legal and Practical Risks of Incomplete or Incorrect Forms

Production Errors: Wrong sizes or colors

Billing Disputes: Incorrect pricing or missing approvals

Delayed Delivery: Late approvals or missing artwork

Intellectual Property: Unauthorized logos or trademark infringement

Privacy Exposure: Inadequate handling of personal data

Contract Disputes: Unsigned orders lack enforceability

eSignature Vendor Comparison for Completing the Order Form

Comparison of common eSignature providers to consider when enabling electronic approval on a Custom T-shirts Order Form.

	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	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently Asked Questions About the Order Form and eSigning

Answers to common questions about signatures, changes, file formats, and storing completed orders.

Need help? Contact support

Can I sign the order electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
How do I change an order after approval?
Request a formal amendment from the vendor; changes typically require a new proof, updated quantities or pricing, and a fresh signature to authorize production changes.
What file formats are acceptable for artwork?
Preferred formats are vector AI, EPS, or PDF with embedded fonts; high-resolution PNG or JPG are acceptable for photographic prints. Vector files reduce the need for redesign and color correction.
Who can sign for a company order?
An authorized representative—someone with delegated authority to bind the business—should sign. Documentation of signing authority is recommended for large or contractually significant orders.
How long are completed order forms retained?
Vendors typically retain order records for at least three years; tax-related documents should follow IRS guidance (IRC §6501(a)), and HIPAA-covered records follow 45 CFR §164.530(j) when applicable.
What if my proof is incorrect?
Notify the vendor immediately, reject the proof, and request corrections. Production should not begin until you approve a corrected proof to avoid reprint charges or billing disputes.

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