How to Order Team Uniforms From a Chinese Manufacturer: Step-by-Step (MOQ, Samples, Payment, Shipping)

Published September 27, 2026 · Last updated September 28, 2026 · Reviewed by the RUIJUN production team

Short answer: ordering team uniforms directly from a Chinese manufacturer takes six steps – brief, quote, mockup, sample (optional), bulk production and shipping – and about 4–6 weeks from first message to delivery (samples 5–10 days, bulk 10–20 days, shipping 5–8 days by express). The two things that decide whether it goes smoothly are how complete your brief is and whether you approve a size-set sample before bulk. Here is the process exactly as we run it at RUIJUN, including what to prepare at each step and where first-time orders usually get stuck.

Before you start: what to have ready

• Artwork: vector logos (AI, EPS, PDF or SVG) for the club crest and sponsors – see our artwork requirements. A PNG or JPG works for a mockup, but for production we redraw it as vector – free, but it adds a day.
• Colours: Pantone references if you have them. If not, send a photo of last season’s kit or the colour you want to match and we quote the nearest Pantone.
• Roster: a spreadsheet with player name, number and size. We provide a template – details in names and numbers on custom jerseys.
• Size chart: the one you already use, or use our size charts (soccer, basketball, polo, half-zip, jacket, with US/UK/EU conversion).
• Dates: the date you need the kit in hand, not the date you want it shipped.

Step 1 – Send a brief (day 0)

A good brief has five parts: sport and garment type; quantity and size breakdown; artwork (vector logos if you have them, or a photo/sketch and colour references); deadline; delivery country. If you do not have artwork, describe the design and we create it. Missing sizes or logos are the most common reason a quote gets delayed by a week.

Step 2 – Quote and free mockup (24–48 hours)

The factory returns a price per piece, lead time and a digital mockup showing front and back with your colours and logos. Check sponsor positions, colour names (Pantone references avoid surprises) and whether names/numbers are included. Revisions are free until you are happy – most designs are signed off after two or three rounds. Confirm in writing what the price includes: fabric weight, labels, packaging, and whether shipping is EXW, FOB or DDP.

Step 3 – Sample or size set (5–10 days)

For a first order we recommend a size-set sample: one piece per size you will order, so players can try them on. It confirms fit and print colours on the real fabric. Sample cost is credited on the bulk order (full details in our sample policy). Repeat customers often skip this step and go straight to bulk. If you only want to check the print and fabric, one sample in a middle size is enough; if you have never used our size chart, order the full set – it is the single most effective way to avoid sizing complaints later.

Step 4 – Deposit and bulk production (10–20 days)

Most of our customers pay through Alibaba Trade Assurance: you pay on Alibaba, the funds are held until you confirm receipt, and if quality or quantity differ from the order Alibaba refunds you. Standard terms are a 30 % deposit to start production and the balance before shipment. Bank transfer (T/T) and PayPal for smaller amounts are also accepted. Production goes fabric → sublimation printing → cutting → sewing → inspection → packing; every printed panel is checked before it reaches the sewing line, not after. Ask for photos of finished goods before the balance is paid – a reliable factory sends them without being asked.

Changes after the deposit: roster corrections (a spelling, a swapped number) are free up to the day printing starts, usually day 2–3 of production. After panels are printed, a changed name means a new panel and one to two days’ delay for that piece.

Step 5 – Shipping (5–8 days express, 25–40 days sea)

Under about 100 kg, express courier (DHL, FedEx, UPS) is simplest and includes door delivery with tracking. Larger dealer or league orders go by air freight (7–12 days) or sea (25–40 days) to save cost. Confirm who pays import duty/VAT in your country – ask for DDP if you want it included. Each carton is labelled by style and size, and the packing list matches the roster, so a team manager can hand out kits without opening every bag.

Step 6 – After delivery

Count cartons and check sizes against the packing list within a few days. At RUIJUN you have 7 days to report any factory-caused defect; we remake or credit. Keep your artwork and size approvals – next season’s re-order should match them exactly, and we keep the approved sample and fabric lot on file for that purpose.

What to check before choosing a manufacturer

• Is it a factory or a trading company? Ask for a business licence and a video of the production floor – see our five checks.
• Do they show real production, not stock photos? (Our case videos are filmed on our own lines.)
• Is there a written after-sales policy? Ours is here.
• Is one person responsible for your order from mockup to delivery?
• Do they keep your records for re-orders (artwork, size approvals, fabric lot)?

Common mistakes on a first order

• Collecting sizes by asking players. Players guess. Use the size-set sample or measure chest and body length on a jersey that fits.
• Sending a JPG logo at the last minute. A blurry logo cannot be sharpened in printing; vector files are needed for crisp edges.
• Booking the delivery date on the production time only. Add shipping and customs: 10–20 days production plus 5–8 days express.
• Ordering exactly the squad size. Add two or three spare jerseys in common sizes for mid-season signings; small top-ups later cost sample-level prices.
• Mixing goalkeeper and outfield in one style count. Different fabric or cut means a different style and its own MOQ.

Timeline summary

Brief 1 day → quote and mockup 1–2 days → sample 5–10 days (optional) → bulk 10–20 days → shipping 5–8 days. Plan 4–6 weeks for a first order, 3–4 weeks for a repeat. Rush production in 7–10 days is possible for orders under 200 pieces, subject to line capacity.

FAQ

Can I mix sizes and styles in one order? Yes, MOQ is 10 per style, mixed sizes. Home and away kits are two styles.

Do I need to speak Chinese? No – all communication is in English via email or WhatsApp, with one sales contact for the whole order.

How do I pay safely? Alibaba Trade Assurance is what most of our customers use – funds are held until you confirm receipt. Bank transfer (T/T) and PayPal are also accepted.

Can I add players after the order is placed? Yes, before printing starts at no charge. After that, extra pieces are made as a small top-up run.

Can you keep my design for next season? Yes. Artwork, approved sample, fabric specification and size chart are kept on file, so a re-order is a one-line message.

Start your order with a free mockup.

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