8 Best Practices for Bulk Custom Apparel Orders

Managing bulk custom apparel orders can be challenging, but following these 8 best practices will help you ensure quality, save costs, and meet deadlines:

1. Choose the Right Printing Method

   • Screen printing: Best for large orders (25+ pieces).
   • DTG/DTF: Ideal for detailed designs or smaller batches.
   • Vinyl printing: Great for personalised, small orders.

2. Select the Right Fabric

   • Cotton: Comfortable and versatile.
   • Polyester: Durable and great for sportswear.
   • Blends: Balance of comfort and durability.

3. Plan the Production Schedule

   • Add buffer time for delays.
   • Use digital tools to track deadlines.
   • Prioritise larger orders early in the week.

4. Simplify Design

   • Reduce colour count for efficiency.
   • Standardise print placements for consistency.
   • Approve designs online to avoid delays.

5. Perform Quality Checks

   • Test fabric for shrinkage and durability.
   • Review samples before full production.
   • Inspect during and after production.

6. Optimise Stock and Delivery

   • Plan size distribution based on demand.
   • Use barcode systems for inventory tracking.
   • Offer reliable and timely delivery options.

7. Manage Budget Effectively

   • Order in bulk for volume discounts.
   • Choose affordable printing methods.
   • Place orders during off-peak seasons for savings.

8. Adopt Eco-Friendly Practices

   • Use sustainable fabrics like hemp or khadi.
   • Opt for water-based or soy-based inks.
   • Minimise packaging waste with recyclable materials.

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1. Print Methods for Bulk Orders

Choosing the right printing method is crucial for balancing quality and cost in bulk apparel production. Different techniques cater to varying order sizes and design requirements.

Screen Printing: Best for Large Orders

Screen printing is an economical choice for orders exceeding 25 pieces. While there are setup costs, the per-unit price decreases significantly with higher quantities. Key benefits of screen printing include:

• Long-lasting prints that can endure years of use
• A distinct, high-quality ink finish
• Consistent and vibrant colours
• Cost efficiency for bulk orders above 25 pieces

For more intricate designs, digital printing methods might be a better fit.

DTG and DTF: Ideal for Detailed Designs

Digital techniques like DTG (Direct-to-Garment) and DTF (Direct-to-Film) are perfect for complex designs. Here’s a quick comparison of these methods:

Feature	DTG Printing	DTF Printing
Initial Investment	₹6,50,000 - ₹12,50,000	₹1,50,000 - ₹3,50,000
Monthly Profit (4,500 shirts)	₹15,00,750	₹6,93,000
Print Quality	Soft, fabric-integrated feel	Plastic-like finish
Pre-treatment	Required	Not required
Surface Options	Garments only	Multiple materials

For example, a business producing 15,000 shirts monthly with DTG equipment can generate approximately ₹50,02,500 in revenue, achieving a return on investment in about two months ^[1].

This sets the foundation for understanding how material choices influence overall quality.

Vinyl Printing: Perfect for Personalised Designs

Vinyl printing is a great option for customisation, such as adding names or numbers. It works best for smaller orders of fewer than 20 pieces ^[2]. Advantages of vinyl printing include:

• No setup costs for small quantities
• Crisp, sharp vector-based designs
• Options for special effects like glitter or reflective finishes

For a cost-effective solution, combine screen printing for the main design with vinyl printing for personalised details. This approach ensures both quality and affordability.

2. Material Selection Guide

After deciding on the best printing methods, the next crucial step is fabric selection. The fabric you choose not only impacts the quality of the final product but also its cost and durability.

Fabric Types and Weight Options

Different fabrics serve different purposes. Cotton is appreciated for its comfort and breathability, while polyester is known for its strength and longevity. Fabric weight, measured in GSM (grams per square metre), plays a big role in determining its quality and feel:

Garment Type	GSM Range	Best Usage	Printing Compatibility
Summer T-shirts	120-160 g/m²	Lightweight, tropical wear	DTG, Screen printing
Standard T-shirts	160-190 g/m²	Everyday, all-season wear	All printing methods
Winter T-shirts	200-300 g/m²	Cold-weather wear	Screen printing, DTF
Sweatshirts	300-400 g/m²	Winter, loungewear	Screen printing, Vinyl

Your choice should align with the local climate and the intended use of the garment.

• Cotton: Pure cotton garments in the 160-190 GSM range are versatile, offering good breathability and excellent print absorption. They’re a solid choice for most applications.

• Polyester: Ideal for sportswear and uniforms, especially in the 150-350 GSM range. According to Superior Ink Printing ^[3], "For garments with over 50% polyester, water-based printing doesn't yield great results. However, polyester fabrics can be printed with plastisol ink or HSA water-based ink."

• Cotton-Polyester Blends: A 65/35 cotton-polyester blend, particularly at around 180 GSM, is a practical option for bulk orders, balancing comfort and durability.

Testing Materials Before Production

Once you’ve selected your fabrics, it’s essential to test them under real-world conditions to ensure they meet expectations. Before starting bulk production, conduct the following tests:

• Wash tests to check durability and colour retention.
• Colour fastness to ensure prints don’t fade quickly.
• Shrinkage tests to avoid size inconsistencies after washing.
• Print adhesion tests to confirm the compatibility of fabric and printing methods.
• Fabric uniformity checks to spot inconsistencies in texture or weave.

Seasonal needs also play a role. Lightweight fabrics (120-160 GSM) are great for summer collections, medium-weight ones (160-190 GSM) work well year-round, and heavier materials (200+ GSM) are perfect for winter wear or premium items. Testing ensures your final product performs as intended, no matter the season or use case.

3. Production Schedule Planning

Planning your production schedule well is key to delivering bulk custom apparel orders on time while maintaining quality. This section covers essential timing benchmarks and strategies to keep your production process smooth and efficient.

Print Method Time Requirements

The time required for production depends on the printing method and order size. Here’s a breakdown of standard screen printing timelines:

Order Size	Lead Time (Screen Printing)	Production Steps
24–100 pieces	3–5 business days	Pre-press, printing, curing
101–500 pieces	5–7 business days	Setup, printing, quality checks
501+ pieces	7–10 business days	Material prep, printing, packaging

Screen printing speeds depend on the equipment and design specifics:

• Manual press: ~100 items per hour
• Automatic press: 300–700 items per hour
• For multi-colour designs, add ~15 seconds per colour
• Curing: Requires at least 2 minutes

"The basic goal in having a production schedule is to prioritize and predict when an order will hit the production floor, and the duration of that particular Work Order's production cycle." - Atkinson Consulting ^[4]

Adding Schedule Flexibility

Beyond standard timeframes, adding flexibility to your schedule helps handle unexpected delays and ensures timely delivery. Here are some practical tips:

• Buffer Time Planning:

  • Add one extra day between printing and shipping.
  • Secure approved artwork at least two days before production begins.
  • Confirm inventory availability one day before production.

• Early Week Production: Schedule larger orders at the start of the week. This allows more time for quality checks and provides room to handle urgent last-minute jobs.

• Digital Calendar Management: Use a digital scheduling tool to:

  • Monitor daily production capacity.
  • Clearly display deadlines.
  • Make real-time changes when needed.

A report by NetSuite (October 2024) highlights that as businesses grow, effective production scheduling becomes crucial for coordinating raw materials, workforce, and machinery.

Daily team meetings can help review tasks and plan upcoming work. Tracking weekly performance metrics is another way to spot bottlenecks and improve processes. Combining these scheduling methods with regular quality checks and inventory reviews ensures a smooth workflow for bulk custom apparel production.

4. Design Rules for Large Orders

Colour Count and Design Simplification

Reducing the number of colours in your design can make production more efficient. Simpler designs help maintain a smooth and uninterrupted workflow ^[5].

Here are some tips to streamline the design process:

• Use automated tools for colour separation to save time.
• Approve designs online to avoid delays.
• Standardise colour palettes to ensure consistency across prints.

"By consolidating similar tasks, batch printing significantly reduces setup times, allowing for a more continuous and streamlined workflow." - bulkapparel.com ^[5]

Additionally, keeping print placement consistent helps preserve design quality.

Print Placement Guidelines

Accurate and standardised print placement is essential for maintaining a polished look. Many top brands rely on specific placement strategies to enhance visual appeal.

Key tips for effective placement:

• Scale designs to fit various garment sizes.
• Align prints with key garment features like the collar centre or shoulder seams.
• Test placements on all sizes to ensure a uniform appearance.
• Use high-resolution files to achieve sharp, clear prints.

For sleeve prints, stick to a width of 7.5 cm and a height of 4 cm to maintain proper proportions ^[6].

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5. Quality Check Methods

After planning the production schedule, thorough quality checks are essential to ensure that every bulk order meets the required standards.

Sample Review Process

Before moving to full production, review a sample to check design placement, colour accuracy, print quality, and how well the design works with the material. Start by getting a picture proof showing the design on the garment. Key areas to focus on during the review include:

• Design placement: Check that the design is positioned correctly on the garment.
• Colour accuracy: Ensure the colours match the specifications provided.
• Print quality: Look at the clarity and detail of the printed design.
• Material compatibility: Make sure the design works well with the chosen fabric.

If you notice any issues, request changes like resizing the design, improving colour contrast, or refining fine details. Only proceed with full production once the sample meets your expectations. After approval, conduct systematic checks throughout the production process to maintain consistency.

Production Quality Checks

Quality checks during production are crucial for consistent results. These checks are divided into three stages:

Stage	Focus Areas	Key Actions
Pre-production	Material inspection	Test fabric quality, check for shrinkage, and assess colour bleeding
In-process	Ongoing monitoring	Inspect stitching, pattern alignment, and garment measurements
Final inspection	Complete review	Verify print quality, packaging, and labelling

A 2021 report by Narvar found that 42% of apparel returns are due to sizing issues ^[7]. To reduce such problems, consider the following steps:

• Material Testing: Check all materials for durability, colourfastness, and how well the print adheres to the fabric.
• Production Monitoring: Regularly inspect the printing process to ensure consistent colour application, accurate print placement, and clear designs across all sizes.
• Final Inspection Protocol: Use the Acceptable Quality Limit (AQL) method to determine sample sizes for inspection. Focus on print quality, accurate measurements, and proper packaging during the final checks.

6. Stock and Delivery Management

Once quality is verified, managing stock and delivery becomes the next critical step in handling bulk orders.

Size Range Planning

Getting the size distribution right is crucial for bulk apparel orders. An incorrect size mix can lead to significant losses, reportedly up to ₹82.5 trillion annually ^[10].

Here's a common size distribution pattern for t-shirts:

Size	Percentage of Orders
Large	30%
Medium	28%
XL	20%
2XL	12%
Small	7%
3XL	2%
XS	1%

For bulk orders, a typical starting ratio might be: 1 (S) - 2 (M) - 3 (L) - 3 (XL) - 1 (2XL) ^[12]. However, it's important to adjust this based on:

• Target demographics: Consider age, gender, and body type.
• Past data: Analyse previous order trends for similar groups.
• Regional preferences: Factor in local size trends.
• Fabric properties: Account for shrinkage, especially with 100% cotton.

"It's better to err on the size of larger. Our staff has found that a shirt that's too small stays in the drawer, while a shirt that's too big can still be worn." – RushOrderTees ^[12]

Once you've nailed down the size mix, the focus shifts to organising storage and ensuring smooth deliveries.

Storage and Shipping Steps

The 80/20 Inventory Rule suggests that 80% of sales often come from just 20% of products ^[8]. This makes efficient inventory organisation essential.

Warehouse Organisation:

• Sort products by size for quicker access.
• Use barcode or RFID systems for precise tracking.
• Place fast-moving sizes in easily reachable areas.

Delivery Management:

• Monitor shipments in real time with tracking systems ^[11].
• Provide both standard and express delivery options.
• Use durable packaging to protect garments during transit.
• Keep detailed records, including dispatch dates and tracking numbers.

To maintain effective inventory control, consider these strategies:

• Use Just-in-Time (JIT) ordering to cut storage costs.
• Keep safety stock for high-demand sizes.
• Conduct regular stock audits.
• Track key metrics like turnover rates.
• Implement real-time inventory tracking.

Staying on top of inventory and delivery processes helps prevent stockouts and ensures you meet customer expectations ^[9].

7. Budget Management Tips

After ensuring quality and managing stock, keeping a firm grip on your budget is crucial for making bulk orders successful.

Smart budgeting not only helps maintain quality but also cuts down costs when ordering bulk custom apparel.

Bulk Order Price Reduction

A whopping 78% of businesses report saving up to 30% when purchasing plain t-shirts in bulk ^[16].

Here are a few ways to cut costs effectively:

• Opt for Plain White T-Shirts: These are often the most affordable base for customisation ^[15].
• Leverage Volume Discounts: Buying in larger quantities can significantly lower the per-unit price ^[13][14].
• Simplify Your Design: Fewer print colours mean reduced printing costs ^[18].
• Plan Ahead: Advance orders can help you secure extra discounts ^[13].

Tips for Negotiating Prices:

• Always request samples before finalising production.
• Clearly communicate your quantity requirements.
• Account for shipping costs and look for vendors offering free handling.
• Review return policies to avoid unexpected restocking fees.
• Calculate the total cost, including all customisation charges.

"Buying plain t-shirts in bulk not only saves money but also offers endless opportunities for customisation and branding." - John Smith, Fashion Industry Expert ^[16]

These strategies help you save on bulk orders, and timing your purchase can unlock even more savings.

Off-Peak Order Benefits

Once you've optimised unit pricing, timing your orders strategically can further reduce expenses. Ordering during off-peak times can lead to better deals.

Production Planning Tips:

• Analyse seasonal demand to identify slower periods.
• Schedule production during quieter months.
• Negotiate lower rates for off-peak orders.
• Balance storage costs with savings by planning your inventory carefully.

Affordable Printing Methods:

• Screen Printing: Ideal for large orders, with setup fees ranging from ₹2,475 for a single colour to ₹5,365 for up to eight colours ^[20].
• Direct-to-Garment (DTG) Printing: Best for smaller orders (20-50 pieces), offering competitive prices and quick turnaround times ^[19].

To make the most of your budget, keep track of popular items and consider ordering more of them in the future. You can add minor design tweaks while keeping costs in check ^[17].

Final pricing depends on factors like garment quality, print size, complexity, volume discounts, printing method, and the number of print locations. Weigh these elements carefully to strike the right balance between quality and cost.

8. Eco-Friendly Production Steps

Sustainability is a key part of bulk apparel production, influencing both quality and cost. Eco-conscious practices not only reduce environmental harm but also build trust with consumers. In fact, 92% of consumers are more inclined to trust brands that prioritise environmental responsibility ^[26].

Green Materials and Inks

Selecting sustainable fabrics and inks can make a big difference. Here’s how:

Sustainable Fabric Choices:

• Hemp fabric: Uses 50% less water than cotton and yields 200-250% more fibre per land area ^[24].
• Khadi: Requires just 3 litres of water per metre, compared to 55 litres for mill-produced fabrics ^[24].
• Recycled materials like Econyl: Save 70,000 barrels of crude oil for every 10,000 tonnes produced ^[23].

Top Sustainable Manufacturers in India:

• BOHECO (Bombay Hemp Company): Since 2013, they’ve led the way in hemp-based textiles, offering eco-friendly fashion under their B Label ^[21].
• No Nasties: Focuses on 100% organic cotton and plants three trees for every purchase ^[21].
• Ethicus: Known as India’s first "Farm to Fashion" brand, utilising their proprietary Eco-Logic Cotton ^[21].

"Consumers are becoming more conscious of the environmental impact of their clothing choices, and there is a growing demand for sustainable fashion alternatives. Hemp fabric aligns with these trends, making it an attractive option for both conscious consumers and fashion brands aiming to meet sustainability goals." - Chirag Tekchandaney, cofounder and CEO of Bombay Hemp Company ^[24]

Eco-Friendly Ink Options:

• Water-based inks: Cleaner production with fewer pollutants.
• Soy-based inks: Easier to de-ink during recycling ^[22].
• Algae Ink™: Offers carbon-negative printing options ^[22].

Sustainability extends beyond materials and inks. Packaging is another area where eco-friendly changes can make an impact.

Minimal Packaging Methods

Switching to recycled and biodegradable packaging materials can reduce waste while maintaining delivery safety:

Packaging Element	Eco-Friendly Alternative	Benefits
Shipping Boxes	Recycled cardboard	Fully recyclable and biodegradable
Void Fill	Brown craft paper shreds	Plastic-free and compostable
Mailers	Recycled paper	Reduces the need for virgin materials
Product Wrapping	Minimal design approach	Less ink use, easier to recycle

Efficiency Tips for Production:

• Use water filtration systems in washout booths ^[26].
• Opt for printers powered by renewable energy ^[25].
• Partner with carbon-neutral shipping companies.
• Source materials certified by GOTS or OEKO-TEX ^[25].

Modern dye machines and water recycling systems, like those used by BELLA+CANVAS, can save up to 24 million gallons of water weekly ^[26].

"Sustainability in your screen-printing shop matters for so many reasons, including that it connects today's way of life with the future ahead of us. When you focus on sustainability, this resonates deeply with some customers, so you open up new revenue streams and markets. You access deeper profits, and your shop runs more efficiently. You also stay ahead of government regulations and help mitigate environmental risks. Plus, sustainability is just the right thing to do." - Marshall Atkinson, Business Consultant at Atkinson Consulting and Shirt Lab Tribe ^[26]

Conclusion: Bulk Order Success Checklist

Managing bulk custom apparel orders requires a focus on quality, cost, and timely delivery. Here’s a consolidated checklist to help you implement best practices at every production stage.

Quality Assurance

• Perform quality checks at each step of the process.
• Ensure printing equipment is calibrated correctly.
• Conduct detailed inspections of fabric and print quality ^[5].

Cost Management

Balancing quality and deadlines is crucial, but optimising costs can make a significant difference. Bulk orders reduce per-unit costs:

Order Size	1-Colour Print Cost	Total Savings
500 units	₹386	Base price
1,000 units	₹305	20% reduction
2,000+ units	Contact for custom pricing	Maximum savings

"Ordering in bulk means bigger savings per item - allowing you to maximise your budget while maintaining quality." - Underground Printing ^[27]

Production Standards

• Use digital tools for design approvals.
• Implement inventory tracking systems for better management.
• Define clear Standard Operating Procedures (SOPs) for all stages.
• Train staff on updated printing technologies.
• Group similar orders to optimise resources ^[5].

Keeping detailed records of your production processes and regularly revisiting quality control measures ensures consistency in output. This approach not only maintains high standards but also helps in managing costs effectively.

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