1. Separate departments and garment requirements
Create one line for each garment rather than one line for each employee. A person issued two scrub sets needs two tops and two trousers; lab coats should be counted separately. Confirm which roles need which garments with the department lead.
- Record department, staff count, sets per person and spare stock.
- Keep upper and lower sizes separate.
- Identify reception, laboratory and nursing requirements separately.
2. Confirm the actual laundry process
Before selecting fabric, ask the facility which washing and drying process will be used. Give those details to the supplier and request the proposed garment care instructions. Approve a sample wash using the intended process before committing to a large order.
An ordinary uniform is not a substitute for protective equipment. Where a role requires a protective garment, the facility should specify the required performance and documentation separately. Do not infer protective performance from a fabric name or uniform colour.
3. Run a fitting and movement trial
Have a small group try the proposed sizes while sitting, reaching and bending. Check pocket access, sleeve length and comfort with the items normally carried during a shift. Record approved measurements rather than copying another supplier’s size labels.
Approve the department colours and any name or logo placement before production. Keep an approved sample reference alongside the article code so future orders can be compared.
4. Compare the complete order and replenish accurately
Request a quotation listing each garment, fabric, size breakdown, branding, tax treatment and delivery location. Confirm sample approval and the required delivery date in writing.
Keep an issue register with garment code, size, quantity and issue date. Reorder against the retained specification and check current availability; do not assume a future batch will be identical without approval.
- Approve sample and wash trial.
- Check size totals against garment quantities.
- Retain the article code and logo artwork.
- Agree terms for alterations and replacement orders.
Common questions
Can a clinic order different scrub top and trouser sizes?
Share the separate size breakdown and confirm the available size combinations and minimum quantity for the chosen article before ordering.
How many uniform sets should we issue per employee?
Base the number on the facility’s shift pattern, laundry turnaround and reserve-stock policy. Record the chosen number explicitly in the purchase brief.
Does a scrub suit provide certified protection?
Do not assume that it does. Specify any protective requirement and supporting documentation separately from an ordinary uniform purchase.