Buying uniforms for a whole school is not like buying for one child. You need the right items in the right sizes, at a fair price, ready before term opens. Here is how a school board, head teacher, or procurement committee can do it without overspending or running late.
1. Write down exactly what you need.
Suppliers can only quote fairly if they’re quoting for the same thing. Before you ask anyone for a price, write a short specification:
- Every item: for example, girls’ dress, boys’ shorts, trousers, blazer, sweater, and dust coat for staff
- The color or fabric pattern for each item, with a sample piece or a photo if you have one
- Whether the school badge or name must be embroidered, and where on the garment
- The fabric you prefer, if the school has a rule about it
- The date you need the uniforms by
2. Work out quantities and sizes.
Count how many pupils will wear each item, then break it down by size. If you do not know the sizes yet, a good starting point is a list per class. Our guide on how to measure pupils for school uniforms shows what to measure and how to record it. Add a small number of spare pieces in the common sizes for pupils who join later.
3. Ask for itemized quotations.
Ask at least two or three suppliers for a written quotation. A good quotation lists each item on its own line with the quantity, the unit price, the branding cost if any, delivery, and the total. A single lump sum makes it hard to compare and hard to question later. Follow your school’s or county’s procurement rules about how many quotations you need and how they are recorded.
4. Compare quotes fairly.
The lowest price is not always the best value. When you compare, check these points side by side:
- Is every supplier quoting the same items, fabric, and branding?
- What fabric is it? A cheaper quote may be a lighter cloth that wears out in a term
- Is delivery to the school included?
- How long will production take, and is that date written in the quote?
- Is the supplier the manufacturer, or a middleman who will pass your order on?
- Can they show you a sample before the full order is made?
5. Approve a sample or fabric swatch first.
Before the supplier cuts cloth for the whole order, ask to see a sample garment or a fabric swatch in your color. Check the color against your existing uniform, the feel of the fabric, the stitching, and the badge. It is far easier to fix a problem at this stage than after hundreds of pieces are made.
6. Agree on the delivery date in writing.
Put the delivery date in your order or LPO. Kenyan schools open three times a year, and the weeks before each opening are busy for uniform makers, so order early and allow time for production, checking and delivery.
7. Check the order when it arrives.
Count the items against the order and check a sample from each box: color, sizes, badge position, and stitching. Report any problem straight away, in writing, so it can be put right before pupils start wearing the uniforms.
8. Keep the paperwork in order.
Keep the quotation, the signed LPO, the delivery note, and the invoice together. This protects the school if there is a question later and makes your audit easier.
Ordering school uniforms from Safety Hub
We make school uniforms in our own workshop in Nairobi, from 10 pieces, in sizes XS to 5XL or to custom measurements, with badge embroidery done in the same workshop. Most standard orders take 7 to 14 working days. We send itemized quotations, accept LPOs, and deliver to all counties.
- See our school uniform manufacturing for what we make and how ordering works
- Read our uniform manufacturing order terms
- Institutions can also use our procurement portal to request quotes and send LPOs online
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Frequently asked questions
How many quotations should a school get for uniforms? Follow your own procurement policy. Getting at least two or three written, itemized quotations for the same specification makes it easier to compare price and value.
When should we order school uniforms? As early as you can before term opens. Production of standard orders takes about 7 to 14 working days at Safety Hub, and busy periods before opening can take longer, so allow extra time.
Should we ask for a sample before the full order? Yes. A sample garment or fabric swatch lets you check color, fabric, and badge before the whole order is made.
What should an itemized quotation include? Each item with its quantity and unit price, branding costs, delivery, the production time, and the total.
Is it better to buy from a manufacturer or a middleman? Buying from the manufacturer means you deal with the people who make your order, which usually makes pricing, changes, and deadlines easier to manage.
