Your club brings
- The campaign purpose, intended use and desired quantity.
- Authority to use the proposed artwork.
- A contact who can gather design feedback.
- The people responsible for budget approval and local distribution.
The process
A clear brief.
A clear decision.
The useful outcome of an inquiry is not just a price. It is a record of what your club is reviewing, who can approve it, and what remains open.
Choose one
club coordinator.
One person consolidates feedback across programs. This does not replace the school’s logo approval or the club’s budget decision.
The email review clarifies
- The product specification and unresolved questions.
- What the written quote includes and excludes.
- What reference is used for artwork or sample review.
- Shipment scope, timing feasibility and separately agreed next steps.
Keep a record at each checkpoint.
- Brief
Is everyone discussing
the same campaign?Record product, quantity, shared design direction, intended use and event date. For caps and tags, state the quantity you want rather than assuming the patch planning quantities apply.
Before moving on: identify artwork authorization and who can consolidate the club’s decisions.
- Specification
What exactly is
being reviewed?Confirm the proposed size, materials and construction questions. Caps also need blank and fit review; tags need attachment review.
Before moving on: distinguish a concept, digital proof and any physical sample. Agree what still requires review; do not treat one as another.
- Written proposal
Is the full scope
visible in writing?Review total cost, artwork or sample arrangements, shipment scope, taxes or import-related costs, and timing feasibility. Ask about omissions before relying on a total.
Before moving on: your authorized club representative reviews the proposal. An email conversation is not automatic order acceptance.
- Agreement
What is approved,
and what comes next?Any order, artwork approval, payment, cancellation, production and shipment arrangements require separate written agreement.
Before moving on: retain the agreed version. Confirm the bulk recipient and the club’s distribution responsibilities at the appropriate stage, without sending student rosters.
A changed brief needs
a fresh look.
A new logo, quantity, cap blank, attachment or destination can change the question being quoted. Call out the change in the same email thread and ask which specification, cost or timing assumptions need revision.
Keep the previous and revised decisions distinguishable. A requested event date remains a planning input until feasibility is confirmed in writing.
See the written-quote comparison guide