Protect Your Embroidery & Decoration Business: The Essential Customer-Supplied Garment Waiver (CYB Form)

Video reference: “Customer Supplied Garment Policy Waiver - Cover Your Butt Form!” by Kayla Crichton

If you decorate what customers bring through your door, a single mistake can turn a small job into a big loss. A clear, signed waiver makes expectations explicit, protects your margins, and keeps projects moving—without awkward conversations later.

What you’ll learn

• What a Customer-Supplied Garment Policy Waiver (CYB) covers—and what it doesn’t

• Where it fits in embroidery, sublimation, heat transfer vinyl (HTV), and screen printing workflows

• How to set up a customizable, branded form and implement it consistently

• Practical checklists and quality checks at each stage

• Real-world risk scenarios and how a waiver keeps you protected

Primer: What a CYB Waiver Does (and When It Applies) A Customer-Supplied Garment Policy Waiver—often nicknamed a “Cover Your Butt” or CYB form—spells out the risk when clients bring their own items for decoration. It documents that the customer accepts potential outcomes inherent to processes like sublimation, heat transfer vinyl, embroidery, and screen printing.

Why it matters: When an item is supplied by the customer, you can’t control sourcing, fabric make-up, or how it responds to heat, tension, ink, or needles. The waiver clarifies you won’t reimburse or replace customer-supplied items if they’re damaged by process variables or honest mistakes.

Where it applies: Use the waiver for customer-supplied items across decoration methods. If you sourced the apparel yourself through wholesale accounts, that’s a different situation—you own the replacement responsibility if you make a mistake on goods you purchased.

High-risk scenario example: High-value or hard-to-replace pieces (like $125 saddle pads) should never be touched until the waiver is signed. The signature should happen before you even remove an item from packaging.

Watch out - Don’t assume a “standard tee” behaves like your usual wholesale blanks. Unknown blends or finishes can react differently under heat or needles.

Quick check

• Before intake, confirm: Is this item customer-supplied? If yes → Waiver required and signed before any handling.

Scope and limitations: A waiver sets expectations and is a good business practice. The creator of the form does not claim it’s “ironclad” in court, but it’s still valuable for clarity and alignment.

Pro tip - Consistent use builds habits. In the creator’s experience, months of using a waiver coincided with zero replacement incidents. Prevention through clarity helps everyone.

Prep: Materials, Files, and Workspace Gather these before you start

• A digital or printed Customer-Supplied Garment Policy Waiver template (customizable)

• Your branding assets: business name, logo, colors, address, email, phone

• A clean, organized intake area where you’ll review garments and paperwork

• Working knowledge of decoration processes (embroidery, sublimation, HTV, screen printing) and common fabric behaviors

Decision point: Customer-supplied vs. sourced by you

• If the customer brings the item → Use the waiver, every time.

• If you sourced the item → No waiver; you retain responsibility if you err.

Pro tip

• Note common process risks on the form in plain language (e.g., heat sensitivity, thread/tension variability, spelling approval). It sets realistic expectations without fear-mongering. embroidery machine for beginners

Prep checklist

• Waiver template ready to edit or print

• Brand details on hand (logo, contact info)

• Intake workspace cleared

• Knowledge of process/fabric constraints refreshed

Setup: Customize and Operationalize Your Waiver Customize the template A customizable template is available, designed so you can swap in your colors, logo, and policies. Add clear business identifiers (name, contact info) and tailor language to match your shop’s voice.

Accessing and editing Several viewers confirmed they could access and make a copy of the shared template; one noted a view-only state but simply made a copy and then edited. Another downloaded and opened it in Photoshop as an alternative. If you encounter view-only access, copy the file first, then personalize it.

Watch out - Do not redistribute templates from private groups or sources you don’t control. Share only your own derivative or original version.

Legal considerations The form communicates that items are left at the customer’s risk. The creator doesn’t promise legal ironclad status; use it as a clarity tool and consider consulting legal counsel for language aligned with your locale and services.

Branding and completeness Include your logo, color palette, and clear contact details (address, email, phone). These cues build trust and make the form feel official and easy to reach back to.

Setup checklist

• Template opens and is editable (or copied to your account)

• Branding applied (logo, colors)

• Business address, email, and phone included

• Plain-language risk statements added

• Print-ready or e-sign version prepared

Operation: Step-by-Step Use in Your Workflow 1) Intake and triage

• Greet the customer, visually inspect the item while it’s still packaged if possible.

• Confirm it’s customer-supplied; explain your waiver in simple terms.

- Have them read and sign before you unbag or start any test.

Expected result: Signed waiver in hand before handling the garment.

2) Document specifics

• Record item description (e.g., “saddle pad, white, quilted”), requested method (embroidery, HTV, etc.), and any special notes (placement, thread/ink color choices, text spelling).

• Capture the date and your contact name for internal traceability.

Expected result: Intake notes anchored to the signed waiver.

3) Confirm design details

• Show the customer the exact spelling and color references they requested. This is your moment to catch typos or mismatched colors before machines get involved.

• If you foresee a process risk (e.g., heat sensitivity), say so clearly and note it on the order.

Expected result: Customer approves design spellings/colors; risks acknowledged.

4) Decide on test approach

• If you have a similar scrap or a comparable extra, run a small test for heat or tension (when feasible). If not possible, proceed with heightened caution and document that a test wasn’t available.

Expected result: You’ve either tested a like material or explicitly documented constraints. hoopmaster

5) Run the job

• Proceed with your standard SOPs for embroidery, sublimation, HTV, or screen printing.

• Keep the signed waiver with the job packet or in your digital order record.

Expected result: Decoration executed per approved specs. mighty hoop

6) Post-run review

• Inspect for alignment, coverage, and finish.

• Ensure there’s no visible damage attributable to process before returning to the customer—or, if an issue arose, refer back to the signed waiver and your intake notes for the conversation.

Expected result: Documented, consistent wrap-up with clear paperwork. embroidery hoops magnetic

Operation checklist

• Signed waiver before starting

• Detailed intake notes saved

• Customer-approved spellings/colors

• Optional test or documented constraint

• Job executed and inspected; paperwork retained

Quality Checks: What “Good” Looks Like At intake: You have a signature before unbagging; the customer verbalizes understanding that they’re providing items at their own risk.

Before machine time: Spellings, placements, and colors are double-checked; any heat/tension cautions are noted.

After production: Stitching or prints appear as expected; no unexpected scorching or distortion. If there was a process surprise, you’ve documented it and can reference the waiver language.

Quick check

• If a customer-supplied item fails or reacts unpredictably, does your record show: signed waiver, explained risk, and exact specs approved? If yes, you’re procedurally covered.

Protecting Your Business Across Decoration Methods Embroidery: Thread breaks, tension shifts, wrong color cones, or misspellings can happen. Good intake and approval reduce miscommunication; the waiver documents that you can’t guarantee outcomes on unknown fabrics or constructions.

Heat transfer & sublimation: Some materials—particularly certain polyesters—can react poorly to heat or show dye migration. The waiver states that heat-related risks exist for customer-supplied items.

Screen printing: Surface treatments, coatings, or unknown pre-washes can disrupt adhesion or ink performance. The waiver clarifies that outcomes on third-party blanks are not guaranteed. dime hoop

Real-World Scenarios - Expensive equipment items: High-ticket pieces like $125 saddle pads must have a signed waiver before you touch them. Treat the form as your first tool out of the box.

- Wholesale vs. customer-supplied: If you purchase the garments, you take responsibility for your mistakes. When the customer supplies them, the waiver clarifies they accept the risk.

- Candid experience: The creator reports using the form for months without needing to replace a customer’s item—clear expectations help prevent conflict.

Best Practices for Customer-Supplied Items Require signatures before work begins Sign first, then unbag. This timing matters—no ambiguity about when responsibility starts.

Communicate risks clearly Use straightforward language: heat can mark or distort, tension can ruffle, thread and ink choices are customer-approved, and spelling is final once signed.

Keep improving your material fluency Different fabrics behave differently; keep notes and refine your intake scripts as you learn. magnetic embroidery hoops

Results & Handoff: Keep It Clean and Professional

• Attach a copy of the signed waiver to the invoice or order record.

• When the customer picks up, briefly recap: approved specs, method used, and any material notes for future orders.

• Encourage them to bring a spare or a comparable test item next time if they’re concerned about heat or stitching.

Watch out

• Don’t promise outcomes on unknown materials. The waiver is a tool for clarity, not a substitute for honest conversation.

Troubleshooting & Recovery: Quick Fixes and Next Steps Symptom: Customer can’t access the form template

• Likely cause: Link permissions or view-only access.

• Fix: Make a copy in your account before editing; as an alternative, download and edit in software you already use (a viewer reported success with Photoshop). brother embroidery machine

Symptom: Customer hesitates to sign

• Likely cause: Fear of loss without recourse.

• Fix: Explain the waiver simply: it documents that their item is unique and may react unpredictably; you’ll do everything in your power, but you can’t be responsible for the cost of their item.

Symptom: Dispute about spelling or color

• Likely cause: Miscommunication at intake.

• Fix: Always confirm spellings and colors in writing before production; store those approvals with the waiver.

Symptom: Heat or tension marks on delicate fabrics

• Likely cause: Material sensitivity.

• Fix: Where possible, test on a similar scrap or use a lower-risk approach; if unavoidable, document limitations in the order notes and reference the waiver language. mighty hoops

From the comments: Helpful access tips and confirmations

• Access and copy: One viewer confirmed they were able to access and make a copy without issues.

• View-only workaround: Another viewer noted it opened as view-only; they made a copy to edit and also downloaded to edit in other software successfully.

• Creator confirmation: The creator acknowledged that the access link worked for at least one viewer.

Quick reference: CYB Workflow

• Is the item customer-supplied? If yes → Have them sign before unbagging.

• Record item specifics, placement, colors, and spellings.

• Note any process risks in plain language.

• Optional: run a comparable-material test when feasible.

• Produce, inspect, and file the waiver with the order.

Final thought A CYB waiver isn’t about scaring clients—it’s about setting clear expectations for unique, customer-supplied items. With consistent use, simple language, and disciplined intake, you’ll protect your business and keep customers informed every step of the way. magnetic hoop