How to Prepare an Employee Name List for a Name Badge Order

Organize employee names, titles, quantities, and locations for a smoother name badge order.

There are several things to notice in this sample order spreadsheet. Such as:

• Accents and apostrophes are part of the approved spelling for some names.
• Two (or more) for a quantity may be intentional.
• Matching names don’t always mean it’s a duplicate.
• Different backings need to be recorded separately.
• This is a sample spreadsheet roster; check with Name Tag Pros to confirm their preferred order format.

How Should Employee Names Be Collected and Approved?

Always ask your employees how their names should appear. Collect their preferred display name as long as it’s within company policy. It is tempting to just copy payroll records, but those names may not be the name employees want displayed. For example, an employee’s payroll record may say “Elizabeth,” but their customer-facing name is “Beth.”

Set company preferences. Do you want first name-only, first-and-last-name, or another approved convention? Make sure names accurately reflect approved accents, capitalizations, spaces, and punctuation.

Let employees check their details. Have each employee review their name and relevant title. Assign a manager to conduct this review and to resolve any information that is incorrect or missing. Be sure to set a clear response deadline that is well inside the order timeline.

How can job titles and punctuation be kept consistent?

Choose consistent wording to keep job titles and punctuation consistent. For example, do you want your  title wording to be “Assistant Manager” or is “Asst. Mgr.” okay? Whichever style you choose, make sure to apply consistent capitalization across the board. Check credentials and formal abbreviations for them.

Remove any accidental spaces and line breaks. Double-check hyphens, apostrophes, and accented characters. Preserve each individual name spelling rather than forcing every name into a single capitalization rule.

How are orders organized for multiple business locations?

To organize orders for multiple business locations, combine branch submissions into a single controlled list. Some organization tips for ordering name tags for several locations include:

• Be consistent with branch names.
• Assign a manager to each location who will be responsible for checking entries.
• Identify which approved name tag design applies to each group.
• Confirm whether location names will be printed or if they are only used for sorting. 
• Discuss documentation for separate delivery instructions with your name badge supplier.

Pro tip: Develop a location summary that shows employee counts and badge quantities. Be aware that these totals may differ if some employees receive more than one name tag.

What is the best way to handle last-minute changes?

To handle last-minute changes, set an internal cutoff that lands before the submission date. Allow plenty of time to collect corrections, check totals, and approve the roster before the supplier’s deadline.

Maintain one master version. Then assign one person to manage any necessary edits. Make sure the file has a clear name and date and that the version is updated as needed. Avoid circulating several “final” lists. The single manager can record additions, removals, or corrections.

Confirm changes with the supplier.

A local spreadsheet doesn’t update an order that has already been submitted. Buyers should contact the supplier, identify the requested changes clearly, and confirm whether those changes can still be made. Corrections cannot always be made after artwork approval or production begins.

What Should Be Checked Before Submitting the Name Badge Order?

Here is a simple checklist covering what should be checked before the name badge order is submitted:

•  Every employee’s display name has been approved.
• Titles and departments follow the agreed wording style.
• Accents, punctuation, and capitalization are correct.
• Matching names have been checked.
• Quantities reflect intentional extras.
• Locations, designs, and backing choices are clearly identified.
• Print fields are separated from the order notes.
• Badge totals have been reconciled.
• The file follows the supplier’s requested format.
• One person is responsible for questions and approval.

Always compare the supplier’s proof against the approved roster before approving the order.

Ready to Order Employee Name Badges?

Name Tag Pros makes it easy to order employee name badges. You can call us at (888) 754-8337 or make your order via email. You can also shop and order online. We want to make your ordering process as quick and easy as possible! We are ready to help you no matter what you need, from  logo name badges to choosing pin or magnetic backings.

Contact us today!

Frequently Asked Questions About Name Tag Orders

Can I submit my employee name badge list in a spreadsheet?

Always check with the supplier to learn their preferred format. At Name Tag Pros, we provide a downloadable PDF order form for your convenience.

Should we use legal names or preferred names on employee name tags?

Use employee-approved display names that follow company policy and any applicable identification requirements.

What if two employees have the same name?

Verify both entries are intentional, then follow company policy for approved information. If last names or last initials differ, these may be used to distinguish between the two. Department identification may also be a distinguisher.

Can I make changes after submitting my name badge order?

Contact the supplier promptly. Available options will depend on the order’s stage and the supplier’s policy.

Should each business location send a separate name list?

Confirm the supplier’s process. A master roster that clearly identifies locations can help the buyer track entries and quantities.