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.
The checklist above gives the five main steps. This page adds the detail that bursars, principals, boards of management and parents' committees usually need when choosing a school uniform supplier in Kenya. Work through it in order and keep a written record, because it protects the school if questions come later.
A good specification has two parts: a written list and a physical reference. The written list names each garment, fabric preference, colour, crest position and branding method. The reference is a sample garment or clear photographs, ideally with the colour shown in daylight. Colour is the most common source of disagreement, since screens misrepresent shades.
| Item | Details to write down |
|---|---|
| Shirt or blouse | Colour, collar style, sleeve length, pocket, crest position |
| Skirt, shorts or trousers | Colour, length, pleats, waist style, pockets |
| Sweater or blazer | Colour, trim, crest, neckline or lapel style |
| Ties and socks | Stripe pattern, colours, length |
| Sports kit | House colours, number of kits, printed or embroidered names |
| Bags and shoes | Type, colour, size run |
For most schools, measuring every child is unrealistic. A practical method is to use last year's enrolment by class, apply the usual size spread for each age group, and add a small allowance for new admissions. Bring a few sample garments to a class for fitting, or visit a supplier's shop to try sizes before finalising. No minimum order on standard sizes also means parents can buy missing sizes directly after the term starts.
Remember to separate boys and girls where garments differ, and to plan for growth: primary children often grow out of garments quickly.
For help understanding what drives a quotation, read what affects uniform cost. For crest options see embroidery vs screen printing.
When goods arrive, open a sample from each carton and check them against the specification before you sign off. Count the quantities by garment and size, and write down any discrepancies the same day. Keep a record of the approved pattern and crest, and make sure your supplier does too.
MoveBrands is a Nairobi Kasarani-based school and corporate uniform manufacturer. Our shop in Kasarani, Nairobi, is where bursars can see fabrics and samples, and we cut, sew, embroider and print in-house. We deliver across Kenya, including schools in Kiambu, Thika, Machakos, Nyeri, Embu, Meru, Nakuru, Eldoret, Kisumu and Mombasa.
Send your list on WhatsApp (+254 720 149 329) or email info@movebrands.co.ke. You receive an itemised quotation within the same working day. Standard bulk embroidery is ready 5-7 working days after artwork approval, and your pattern and crest stay on file for re-orders. Bulk rates apply for larger school orders; see bulk orders, primary school uniforms and secondary school uniforms.
Yes. Ask for a sample garment or proof for any new crest or colour, and approve it in writing before bulk production begins.
As early as the specification is agreed. Allow time for quotations, sample approval, production and delivery, and avoid ordering in the last days before reporting.
With MoveBrands, yes. There is no minimum order on standard school uniform sizes, and online prices equal shop prices.
Yes. We supply wholesale to bookshops, retailers and resellers. Ask for bulk rates.
Tell us before the order. A new crest is digitised once, and the updated file replaces the old one for later orders.
