Corporate Uniform Ordering Checklist: 7 Things to Prepare Before Requesting a Quote

The first piece of information a manufacturer needs to know is who the garments are for and the nature of the work. For example, dress shirts for office staff, technician coveralls for on-site production, or polo shirts for frontline retail staff. The nature of the work dictates the style, fabric, and materials needed.

If your organisation has multiple roles, break them down into separate items (e.g., office staff wear shirts, production staff wear coveralls), specifying the garment type (shirt, polo shirt, trousers, skirt, coverall, or lab coat) and the quantity for each item.

The design and style details require the most information, so we've broken this down into 3 sub-sections:

• Do you already have a design?

If your organisation already has a design, send it to the manufacturer for an immediate quotation. If not, you can use a preferred outfit as a reference, whether through photos or an actual sample.

Keep in mind that simple styles with minimal panel stitching generally have a lower per-piece cost and are easier to maintain. Highly detailed styles with complex stitching often cost more per piece and require more careful handling. Therefore, you should weigh design prominence against your budget and employees' daily maintenance routines.

• Fabrics and materials

If you aren't sure which fabric to use, you don't need to specify the fabric name yourself. Simply describe the working conditions—such as whether staff work outdoors or in air-conditioned rooms, require high mobility, or wash uniforms frequently—and the manufacturer will recommend the most suitable fabric.

For example, LzyTex fabric is designed to be breathable and wrinkle-resistant all day long, making it ideal for Thailand's hot weather, while LzyTex Plus+ offers added water-repellent and UV protection properties. Knowing what your uniforms need to achieve helps you select the right fabric faster.

If you require extra materials, such as reflective tape for technician coveralls, please state this from the beginning as it affects both the design and the price.

• Logo

You should state how many logo locations you need and where they are placed (e.g., left chest, sleeve, back), along with the size of the logo at each position and the application method (such as embroidery or printing), and send clear logo files to the manufacturer. The more logo placements you have, the more detailed information the manufacturer will need for an accurate quotation. View our services at Embroidery Services.

Please state both the total quantity and the breakdown by garment type. If you are unsure, you can provide an estimate range (e.g., between X and Y pieces) and indicate whether headcount might increase in the future to help the manufacturer plan production accordingly.

Quantity impacts both order conditions and the price per piece. Each project is considered on a case-by-case basis depending on style, fabric, and logo work. Therefore, even for smaller quantities, you should share your details directly with the manufacturer for an assessment rather than deciding in advance that an order cannot be placed.

Clearly state your required delivery date, such as for a branch opening, the start date for new employees, or a company-wide uniform rollout. Production lead times depend on the design, quantity, and embroidery or printing requirements, so you should check with the manufacturer on a case-by-case basis and allow buffer time for sampling, design revisions, and shipping.

Ordering too close to your deadline may result in preferred fabrics or colours being unavailable, or leave insufficient time for quality control. Planning ahead helps mitigate these risks.

Before requesting a quote, set an estimated budget per piece or a total project budget, and compare incoming quotations against it. Variations in price typically stem from garment style, fabric type, number of logo placements, and order volume.

If the price exceeds your budget, you can consult the manufacturer to adjust variables one by one—such as simplifying the design, reducing logo placements, or switching fabric grades—rather than compromising overall quality.

Ill-fitting uniforms cause discomfort for employees and impact your corporate image. There are two main approaches to preparing size information:

• Take actual measurements of employees and compare them against the manufacturer's size chart. Do not rely on measurements from just a few employees to represent the entire organisation.
• Use physical sample sizing sets from the supplier (if available) for staff to try on before finalising quantities for each size.

To find the right fit, two common methods are:

1. Measure the employee's chest circumference and add ease. Typically, adding 1–2 inches for men and 1 inch for women is sufficient.
2. Measure the employee's best-fitting and most comfortable shirt across the chest.

Whichever method you use, compare the resulting measurements with the manufacturer's size chart. Always request the size chart from the manufacturer and ask how they handle staff with proportions outside standard sizing.

Different manufacturers operate under different terms. Some specify lead times and sample fees, while others advertise no minimum order quantities. Before comparing prices, make sure to ask about minimum order quantities, production lead times, deposit terms, sample fees, and the number of permitted design revisions, then record them in a comparative table for an accurate side-by-side review.

Example comparative table:

At Uniform Studio, these conditions are assessed on a case-by-case basis depending on the project scope. Once you submit the information following this checklist, our team will tailor the terms to suit your organisation's specific needs.

Once you have gathered all the information, you can copy the message below, fill it in, and send it directly to the manufacturer.

"Company Name / Contact Person: ... 

Required Uniforms: ... (e.g., Office Staff Shirts / Technician Coveralls) 

Design: Have existing design (attached file) / Using reference design (attached photo) 

Fabric/Materials & Working Conditions: ... 

Garment Types and Quantities: ... 

Logo: ... locations   Placement/Size: ... (Logo file attached) 

Required Delivery Date: ... 

Budget: ... 

Sizing: Employee size data available / Require sample sizing sets 

Inquiries regarding terms: Minimum order, production lead time, deposit/payment terms, sample fees, design revisions"

The 7 essential items to prepare are: required garments, style, fabric and logo, quantity, deadline, budget, sizing, and order terms. Preparing these ensures faster and more accurate quotations, reduces back-and-forth inquiries, and allows you to evaluate multiple suppliers on a level playing field. If you are unsure about certain points, feel free to send what you have, and the manufacturer can help recommend the rest.

View real examples of our work under Our Showcase, or browse our product range under Office Uniforms.

Interested in ordering uniforms or need further assistance? Our team is happy to offer free consultations. Call 02-380-1755 or LINE @uniformstudio