How to Plan Staff Uniform Replacements and Repeat Orders

1. Create one approved specification register

For every issued article, record its code, fabric, colour, size chart and approved branding. Link it to the department or role that uses it. Retain the final quotation and sample approval so a new purchaser can understand the previous decision.

Treat the register as a reference rather than a promise of permanent availability. Before a repeat order, confirm that the article, fabric and colour remain available and ask whether any specification has changed. Record substitutions only after approval.

2. Separate stock on hand from stock already committed

Track quantities by article and size. Record what is physically available, what has been reserved for named staff and what is already on order. A total of all sizes combined may hide a shortage in the size you actually need.

Use an illustrative calculation: if the next issue requires 12 medium shirts, four unallocated medium shirts are on hand and three confirmed medium shirts will arrive before issue, the remaining requirement is five. Add any chosen buffer separately so its purpose is clear.

3. Base a reorder date on confirmed lead time

List the date the garments are needed and work backwards through supplier lead time, sample or artwork approval where required, internal purchasing approval and delivery. Ask when the supplier’s lead time starts rather than treating the enquiry date as the production start.

If the forecast changes or an inbound order is delayed, update the plan. For uncertain recruitment, discuss options with the supplier before committing to excess stock. A larger order is not automatically economical if the articles or sizes are unlikely to be used.

4. Make ownership of size records explicit

Nominate the person responsible for collecting or confirming sizes. Record upper and lower garments separately and use the selected supplier’s current size guidance. Update the record when a staff member changes role or requires a different fit.

Keep the operational record proportionate: use an internal staff reference where a full name is unnecessary, and limit access to those handling issue or purchasing. Send the supplier only the information required to fulfil the order.

5. Confirm repeat-order terms and check deliveries

Ask about minimum reorder quantities, current unit prices, logo charges, special-size charges, advance requirements and delivery. An earlier bulk price or delivery commitment should not be assumed to apply to a smaller replacement order.

When garments arrive, compare article codes, colours, branding and size-wise counts against the confirmed order. Record discrepancies promptly and follow the applicable support policy. Retain the delivery record with the purchase so stock quantities reflect what was actually received.

6. Turn urgent enquiries into scheduled reviews

Review upcoming recruitment, seasonal requirements and available stock at a frequency suited to your business. Keep the next review date against each department rather than contacting every department only when garments run out.

WOOL O WOOL’s online catalogue provides article references for institutional buyers. Share your previous order details and current size-wise requirement with the team to confirm matching options, current minimum quantities and a replacement quotation.

• Previous order reference and approved article specifications.
• Size-wise quantities, unallocated stock and inbound orders.
• Required issue date and approving contact.
• Any proposed change to fabric, colour, artwork or fit.

Common questions