Pre-season is here, and if you're the kit secretary, you already know what that means. A flood of messages, missing sizes, late orders, and the quiet panic of wondering whether last year's kit will stretch to another season. Whether you're managing a grassroots Sunday league side or a structured junior academy, having a solid kit secretary pre-season checklist is the difference between a smooth August and a chaotic one.
This guide walks you through everything you need to get your club's teamwear sorted before the first whistle blows.
1. Audit Your Existing Kit Stock
Before you order a single item, know exactly what you have. A proper kit audit saves money and avoids over-ordering.
- Count all existing shirts, shorts, socks, and training tops
- Check the condition, looking for faded prints, broken zips, or worn fabric
- Identify which items can carry over into the new season
- Separate the goalkeeper kit and check it independently
- Log everything in a spreadsheet or kit management tool
Don't skip this step. Clubs regularly over-order because no one checks what's already in the kit bag.
2. Confirm Your Squad Numbers and Sizes
Player turnover between seasons is normal. Your size list from last year is already out of date.
- Send a size request form to all returning and new players as early as possible
- Set a firm deadline, as chasing sizes in late July is avoidable
- Account for youth players who may have grown since last season
- Collect both playing kit sizes and training wear sizes separately if needed
- Include coaching staff and any volunteers who need club-branded kit
Getting sizes wrong is one of the most common and most frustrating kit secretary mistakes. Build in time to chase stragglers.
3. Review Your Club Kit Checklist
A complete club kit checklist covers more than just match day shirts. Think across every touchpoint your players and coaches have with the club brand.
Match Day Kit
- Home shirts, shorts, and socks
- Away or change kit (don't forget this one until September)
- Goalkeeper shirt, shorts, and gloves (if supplied)
- Squad numbers and name printing, if required
Training Kit
- Training tops and bottoms
- Warm-up jackets and drill tops
- Training bibs in multiple colours
- Wet weather training gear
Off-Pitch and Travel Kit
- Club hoodies or zip-tops
- Polo shirts for coaches and officials
- Branded bags or backpacks
- Bench jackets or dugout coats
4. Plan Your Pre-Season Teamwear Timeline
Effective pre-season teamwear planning is all about working backwards from your first fixture. Most custom kit orders take 3 to 5 weeks to deliver, sometimes longer during peak summer periods.
- 10 to 12 weeks before the season start: Confirm designs, colours, and supplier
- 8 to 10 weeks before: Collect all player sizes and finalise squad numbers
- 6 to 8 weeks before: Place your order. Do not wait
- 3 to 4 weeks before: Chase delivery and check order confirmation
- 1 to 2 weeks before: Distribute the kit and resolve any issues
If your season starts in August, you should ideally be placing orders no later than early June.
5. Sort Your Kit Budget and Payment Collection
Kit costs money, and chasing payments mid-season is a headache no kit secretary needs.
- Get written confirmation of the club's kit budget before ordering
- Clarify what the club covers versus what players are expected to pay for
- Use a payment tracker to log who has paid and who hasn't
- Consider collecting kit deposits upfront before placing orders
- Keep receipts and invoices in one organised location
6. Work With a Reliable Supplier
Your relationship with your kit supplier matters more than you might think. A good supplier will communicate clearly, meet deadlines, and handle reprints or issues without drama.
- Confirm turnaround times before committing
- Ask about their process for errors or incorrect items
- Check whether they offer a dedicated account manager or contact point
- Look at reviews from other clubs, not just general customers
- Confirm print and embroidery options match your club badge and sponsor requirements
Get organised before August. Your players, and your sanity, will thank you.