A step-by-step guide for bursars and procurement committees ordering uniforms for a new term or a new school year.
Before requesting quotes, agree internally on exactly what’s being ordered: which garments, which colours, and whether the crest or school name is embroidered, printed, or woven into the fabric. If your school already has an existing uniform, a sample garment is the fastest way to communicate the specification to a supplier.
For schools ordering by class rather than individual measurement, a rough size run based on typical age-to-size ratios is usually more practical than measuring every pupil. A supplier experienced in school orders should be able to help translate enrolment numbers into a size breakdown.
A quotation suitable for a procurement committee or board should itemise each garment type, quantity and unit price, and state delivery timing. This is also the point to confirm payment terms — upfront, on delivery, or invoiced against a local purchase order for repeat institutional buyers.
If a crest is being newly digitised for embroidery, or a colour is being matched for the first time, approve a physical sample or proof before the full batch is cut — correcting a colour or crest placement after a bulk run has been produced is far more costly than approving it upfront.
Once a specification is approved and on file with your supplier, re-ordering for new intakes or replacement stock in following terms should be a fast repeat process, not a fresh negotiation each time — confirm with your supplier that they retain your school’s pattern and artwork between orders.
