Someone always ends up organising the leavers hoodies — a parent, a form tutor, a course rep, or the pupil who's a bit too organised for their own good. It's a lovely job when it goes smoothly and a stressful one when sizes go missing and two people pay for the same hoodie. The good news is that a class order is completely manageable if you run it in the right order. This guide walks you through it step by step, whether you're doing Year 6, Year 11, sixth form or a university course group.
Step 1: Agree the Basics Before You Ask Anyone Anything
Before you send a single message to parents or classmates, nail down four things: the garment (hoodie style and colour), the design, the price per hoodie, and the deadline. If you open the floor to a group chat before you've decided these, you'll get a hundred opinions and no decisions.
Pick a hoodie style and one or two colours. Agree roughly what the design will be — most leavers go for a front badge with the school or course name and a back print with the year and everyone's name. Then work out a price per hoodie so nobody gets a surprise later. A good supplier will give you a clear per-hoodie quote based on your numbers and design, which makes this easy. Once you've got those four things fixed, you're ready to collect orders.
Step 2: Collect Names and Sizes in One Place
This is where most orders go wrong. Do not try to gather sizes through a group chat — replies scroll away, people change their minds, and you'll lose track. Use a single form or a shared spreadsheet instead.
Set up a simple form (Google Forms, Microsoft Forms or even a printed sheet for younger pupils) that captures the pupil's full name exactly as it should appear on the back print, their hoodie size, any personalisation such as a nickname or number, and confirmation that payment has been made.
Ask for the name exactly as it should be printed. This matters more than people realise — decide as a group whether the back print uses first names, full names or nicknames, and stick to one style so the layout looks tidy. If you're printing a class name list, consistency is what makes it look professional rather than thrown together.
For sizing, don't let people guess. Order a size set or use a proper leavers hoodie size guide so pupils can check measurements against a hoodie they already own. Hoodies are meant to be roomy, so most people size up — but getting it in writing on the form saves a lot of "it doesn't fit" conversations later.
Step 3: Set a Hard Deadline (and Then a Real One)
Give everyone a deadline that's a week or two before the date you actually need orders closed. There will always be stragglers, so build in a buffer. Announce the deadline clearly, remind people twice, and be honest that late orders may not make it in time for the leavers' day.
Leavers season runs from late spring into July and it's the busiest time of year for custom apparel, so the earlier you place the order, the safer you are. If you're reading this and your leavers' day is close, get your numbers in now and ask your supplier for their current lead time before you promise anything to the group.
Step 4: Handle the Money Cleanly
Money is the part that causes fall-outs, so keep it simple and transparent. Collect payment up front, before you place the order — never front the cost yourself and chase people afterwards. Decide on one payment method (a class collection, an online payment link, or cash in a labelled envelope for younger years) and record every payment against the name on your form.
Only order hoodies that have been paid for. It sounds harsh, but ordering "on trust" for people who then drop out is the single biggest way class organisers end up out of pocket. If you're running a big group and want to understand the money side properly, our guide on running a hoodie order without losing money breaks down the maths.
Step 5: Proof, Order and Check
Once your list is closed and paid, send it to your supplier and ask for a digital proof before anything is printed. Check three things carefully: the spelling of every name, the design layout, and the total quantity per size. Names are easy to mistype, so get a second person to read the list against the proof — fresh eyes catch mistakes yours will skim over.
When your hoodies arrive, count them, check the sizes against your list, and sort them by name before you hand them out. Doing this once, calmly, is far easier than untangling a mix-up in a busy corridor on the last day.
A Simple Timeline to Follow
If you like a checklist, here's the order of play: agree the basics, open the order form, chase for a couple of weeks, close and confirm payment, approve the proof, then distribute. Give yourself a few weeks of breathing room before the leavers' day and the whole thing stays relaxed.
Frequently Asked Questions
How far in advance should I organise leavers hoodies?
Start collecting names and sizes at least four to six weeks before you need the hoodies in hand, and earlier during the busy May–July leavers season. This gives you time to chase stragglers, place the order and approve a proof without rushing.
What's the best way to collect sizes?
A single online form or shared spreadsheet, with a size guide linked so people can check rather than guess. Avoid group chats — they're impossible to track.
Do I have to order for the whole class at once?
It's usually cheaper and simpler to place one combined order, but you don't have to include everyone. Order only the hoodies that have been paid for, and you can often add a small top-up order later if a few people change their minds — just ask about timing.
Can each hoodie have a different name on the back?
Yes. Personalised back prints with individual names or nicknames are standard for leavers hoodies. Just make sure your form captures each name exactly as it should be printed.
Ready to Place Your Order?
When your list is ready, we'll take it from there. Send us your numbers, your design idea and your names list, and we'll come back with a per-hoodie price and a free proof. Take a look at our leavers hoodies range or start your leavers order whenever you're ready — and if you've got a question about running your class order, just ask.
