Complete T-Shirt Printing Brief Template for Malaysian Buyers

The short answer: a complete T-shirt printing brief tells a supplier exactly what to make, how many, how it should look, when and where it must arrive, what must be approved, and which details are still provisional. Send the same version to every supplier so their price and schedule responses are comparable.

The brief is the input document. It is not a quotation, proof, invoice or purchase order. After selecting a supplier, turn the accepted specification into a controlled attachment to your custom T-shirt purchase order.

Copy-and-fill printing brief template

PROJECT
Project or event name: [ ]
Order purpose: [uniform / event / merchandise / class / other]
Required receipt date and time: [ ]
Event or use date: [ ]
Budget basis: [target total / target unit / request options]

GARMENT
Garment type and cut: [ ]
Preferred brand or product code: [ ]
Fabric and stated GSM: [ ]
Colour: [ ]
Size-chart reference: [ ]
Acceptable substitute: [none / describe approval rule]

QUANTITY
Total quantity: [ ]
Size breakdown: [attach table or mark provisional]
Variants: [adult / kids / women / Muslimah / oversized / other]
Extended sizes: [ ]
Spare units: [ ]

DECORATION
Method requested or open to recommendation: [ ]
Position 1, finished dimensions and colours: [ ]
Position 2, finished dimensions and colours: [ ]
Special finish or underbase: [ ]
Names, numbers or variable data: [attach controlled file]

ARTWORK
Filename and version: [ ]
Format: [AI / PDF / SVG / PNG / other]
Artwork status: [final / needs checking / needs redraw]
Colour reference: [Pantone / approved sample / visual only]
Fonts and spelling approved by: [ ]

APPROVAL
Digital proof required: [yes / no]
Blank garment or size set required: [yes / no]
Decorated sample required: [yes / no]
Authorised approver: [ ]
Approval response deadline: [ ]
Mass-production release required: [yes / no]

PACKING AND DELIVERY
Folding, bags, labels or sorting: [ ]
Number of destinations: [ ]
Delivery postcode(s): [ ]
Recipient and access hours: [ ]
Collection accepted: [yes / no]

COMMERCIAL AND CONTROL
Quotation must separate: [garment / decoration / setup / sample / packing / delivery / tax]
Payment or PO process: [ ]
Brief owner and contact: [ ]
Version and issue date: [ ]
Open questions: [ ]

Delete fields that genuinely do not apply, but do not replace unknown information with a guess.

1. Begin with the decision and deadline

State the use case because it affects the right questions. A one-day fun run, daily warehouse uniform and retail merchandise may need different fabric, print coverage, packing and approval controls.

Record both:

• required receipt date: when the buyer must have the goods; and
• event or use date: when the shirts will be worn or distributed.

If you only know the event date, calculate the receipt and inspection buffer with the production timeline calculator before asking suppliers for a promise.

2. Identify the actual garment

“Black cotton T-shirt” is not a complete specification. Add what is known:

• garment type and cut;
• brand, supplier or product code when fixed;
• fibre composition and stated GSM;
• exact colour or acceptable range;
• size-chart version;
• unisex, women, kids, Muslimah or oversized variants;
• extended-size requirements; and
• whether substitution is prohibited or needs written approval.

When you want supplier recommendations, state the performance need rather than inventing a product code: indoor presentation, outdoor activity, repeated washing, lightweight event wear or retail hand feel.

3. Reconcile quantity and sizes

Give the total and show how it is built. A useful attachment has one row for each garment model, colour and size.

variant total = XS + S + M + L + XL + extended sizes
order total = sum of every variant total

If sizes are not final, label the split provisional, give the lock date and ask whether changes affect unit price, stock or production. Never let a supplier mistake an estimate for the production list.

Use the Malaysia bulk size guide to collect one controlled size response per wearer.

4. Describe every decoration position

For each print or embroidery area, specify:

• position: left chest, centre front, full back, sleeve or another measured location;
• finished width and height;
• artwork version;
• requested method or permission for the printer to recommend one;
• number of colours or full-colour treatment;
• garment colour and underbase requirement where relevant;
• special finish; and
• whether the position changes by garment size.

Avoid “normal logo size”. Use physical dimensions and the front, back and sleeve print-size guide.

5. Attach artwork with a status label

Name the file and version, for example club-run-v4-approved.pdf. State whether it is:

• final and ready for technical checking;
• a visual reference that needs redraw;
• missing fonts or linked images;
• awaiting sponsor approval; or
• one of several versions tied to a quantity table.

Adobe’s official raster and vector guide explains that raster images are built from pixels while vector artwork can be scaled without losing resolution. That does not mean every PDF is vector or every PNG is unusable. Ask the printer to inspect the actual file, then use the AI, PDF, PNG and SVG artwork guide to prepare the handoff.

6. Lock colour, spelling and personalisation

Record the colour reference that actually controls approval:

• named Pantone reference when agreed;
• approved physical print or fabric sample;
• supplier colour card; or
• screen visual for direction only.

For names and numbers, provide one controlled table with an identifier, garment variant, size, exact spelling and printed value. Ask the printer to flag duplicates, blanks and unsupported characters before proofing.

Names, phone numbers and delivery addresses can identify people. Malaysia’s Personal Data Protection Commissioner lists security, retention, integrity and access among the personal-data protection principles. Limit the list to people who need it, use it only for the stated order and correct errors before production. This is practical handling guidance, not a complete legal assessment.

7. Define the approval route

Choose only the controls the order needs, but name them clearly:

Approval item	What the brief should state
Digital proof	Artwork version, garment, positions, dimensions, spelling and colours
Blank sample or size set	Exact model, colour, size chart and return arrangement
Decorated sample	Process, garment, print reference and acceptable differences
Mass-production release	Authorised person, written channel and deadline

One approver should return one consolidated response. Multiple partial WhatsApp comments create version risk. Use the sample approval checklist for the physical review.

8. Make packing and delivery quotable

Tell the supplier whether the order needs:

• bulk folding or individual bags;
• size stickers, name labels or branch codes;
• packs by team, class or employee;
• one or multiple delivery addresses;
• cartons separated by destination;
• collection from the printer; and
• delivery to a venue with restricted access hours.

Give full postcodes when requesting price and time. “Deliver to KL” is not enough to quote a controlled last mile.

9. Request a response in the same structure

Ask each supplier to return:

• proposed garment and decoration method;
• every assumption or substitution;
• itemised price and tax treatment;
• sample and proof scope;
• production start conditions;
• production-complete and delivered-by dates;
• quotation validity and stock position; and
• unresolved questions.

This turns the brief into a comparison tool. It does not authorise production. Use the quotation comparison guide first, then issue the PO and agreed payment milestones.

HASiL’s current e-Invoice Guideline explains the supplier-buyer transaction information carried by an e-Invoice. Keep billing identity and tax-document requirements in the commercial section, but do not treat this printing brief as an invoice.

Version the brief before sending it

Put a version and issue date on the brief and every attachment. When something changes, record:

1. what changed;
2. who approved it;
3. price effect;
4. schedule effect; and
5. which earlier file is superseded.

Then send the same revision to every supplier still being compared.

You can browse Malaysian T-shirt printers or request matched quotations through Baju Printz. Attach this completed brief so the responses are based on the same job.

Frequently asked questions

What should a T-shirt printing brief include?

Include the order purpose, required receipt date, garment specification, quantities by size, decoration method and dimensions, artwork version, colour references, personalisation, proof or sample requirements, packing, delivery, budget scope and authorised contacts.

Can you ask for a quotation before every shirt size is known?

Yes, if you label the quantity and size split as provisional and state when the final list will be locked. The printer must confirm whether extended sizes, garment models or quantity changes will alter price, stock or schedule.

Should a printing brief include the artwork file?

Yes. Attach the best available artwork, name its version, specify the intended print size and position, and state whether it is final or needs preparation. A visual reference alone should not be treated as production-ready artwork.

Is a printing brief the same as a purchase order?

No. A printing brief defines the job so suppliers can assess and quote it; a purchase order authorises the selected supplier and commercial scope. The approved brief can later become a controlled PO attachment.

Who should approve a custom T-shirt proof?

Name one authorised approver, or one person who consolidates stakeholder feedback. The brief should also state what must be checked and the deadline for returning one complete approval or correction list.