Private Label School Uniforms: How to Brief a Manufacturer

Define the range before asking for a private label quote

List every garment as a separate style: for example, short-sleeve shirt, long-sleeve shirt, trousers, skirt, blazer, knitwear and PE top. Record each proposed colour separately. A coordinated range may share school colours and crest artwork, but the factory still needs a specification for each garment construction. Identify which items must launch together and which may be developed later. Give each style a reference code so drawings, measurements, samples and revisions can be matched throughout the project.

Provide identity details that can be approved on the garment

Send the school colour reference, crest artwork, intended placement and size for every decoration. State whether the logo is embroidery, print, woven badge or another proposed method, but ask the factory to confirm feasibility on the selected material. Add label wording, care information, hangtag, bag and carton requirements to the brief where they are part of the programme. A digital logo file does not establish its final size, thread colours, backing or placement; approve those points on a sample or written artwork record.

Branding choices work best when they sit within a defined private-label development process. Review private-label clothing development →

Use measurements and samples to control the private label fit

Provide a measurement chart or a reference garment for every fit block. Record the intended pupil age range, ease and wearing method, such as whether shirts are tucked in or trousers use an adjustable waist. Ask the factory to identify any missing measurements before grading begins. A sample lets the buyer review fabric, fit, construction, crest placement and label location together. Keep the approved sample and its specification version for repeat orders instead of relying only on a product photograph.

Plan quantity by style and colour, then allocate four sizes

At Nai Shi Clothing Factory, the garment MOQ is 100 pieces per style and colour with a mix of 4 sizes. A white shirt and a blue shirt are two style-colour lines, each needing its own 100-piece minimum. Trousers and shirts are also separate styles. Prepare the proposed size allocation under each qualifying line and identify any range wider than four sizes for review. A total collection quantity does not replace the minimum for an individual style and colour.

Compare quotations on the same production scope

Ask each manufacturer to identify what is included for pattern work, sample making, materials, decoration, labels, packing, inspection and freight. Compare like-for-like garment specifications rather than comparing a unit price without the development and delivery scope. At our factory, simple samples generally take 7–12 days and complex samples 15–20 days; bulk timing is calculated by style and quantity. Sample fees are paid in full. For bulk orders, payment is 70% deposit and 30% before shipment following photos, video or inspection. Freight is paid by the buyer.

Send a quotation-ready schoolwear brief

For a useful first response, send your garment list, separate style-colour quantities, four-size allocation, drawings or reference photos, measurement charts, colour and crest files, fabric preferences, packing requirements and destination. Mention the required arrival date, while allowing separate time for sample approval and freight. If an item is undecided, describe it as an open question rather than assuming it is included. The factory can then identify what can be quoted, what needs sample development and what requires further confirmation.

Put the style, colour, size and branding information into one request before comparing quotations. Download the school uniform manufacturer RFQ template →