Start with the item your supplier will produce
A uniform collection is not one production item. A short-sleeve shirt, a long-sleeve shirt and a pair of trousers need separate specifications and quantity lines. At Yiwu Nai Shi Clothing Factory, the minimum order is 100 pieces per style and colour, with a mix of 4 sizes. Begin your order worksheet with a style reference, description and colour, then list the size quantities beneath that combination. This makes it clear which quantities belong to the same production item.
Calculate colour minimums before the overall total
Consider a shirt offered in white and blue. The white version needs at least 100 pieces and the blue version needs at least 100 pieces, so the combined minimum is 200 shirts. An order of 150 white and 50 blue shirts also totals 200, but the blue combination does not meet the minimum. Additional trousers cannot make up that shortfall. Apply the minimum to every style-and-colour line, then add the lines to obtain the overall order quantity.
Use four-size allocations that match the expected order
Within one qualifying style and colour, a four-size example is 20 pieces of Size 1, 30 of Size 2, 30 of Size 3 and 20 of Size 4. This is an illustration, not a prescribed ratio or a forecast of pupil demand. Use the school or distributor’s actual size needs and identify the measurements behind each size label. If your intended range extends beyond four sizes, raise that requirement before treating the published mixed-size arrangement as applicable to the entire range.
Keep a quantity matrix with the quotation
Use one row per style and colour. Include columns for the four size labels, each size quantity, total pieces and the measurement-chart version. For example: shirt style SH01, white, 20 / 30 / 30 / 20, total 100; shirt SH01, blue, 25 / 25 / 25 / 25, total 100. Save revisions with a date and identify which version replaces the earlier one. The illustration assumes the named styles and materials have been accepted for development; it is not a price quotation.
Separate pieces from PE kits
A kit may include a top and a pair of shorts. Write down both garment quantities and ask the factory to confirm the quotation basis. Do not assume that 100 pieces means 100 complete two-piece kits. Record whether a buyer needs one top size and a different shorts size, and whether packing should match these combinations. Unit descriptions, size pairing and packing instructions should agree across the enquiry, quotation and approved order.
Pair each size label with a measurement reference
An age label or an S/M/L label is not enough to define a finished garment. Supply a measurement chart or approved reference garment and describe how each point is measured. Review shirt chest and length, sleeve and collar, or trouser waist and length as appropriate. State fit preferences such as tucked or untucked shirts. Keep the measurement record with the approved sample so a later reorder starts from a defined reference rather than the label alone.
Confirm timing and changes before committing the collection
Simple-style sample development generally takes 7–12 days and complex styles 15–20 days. Bulk production timing is calculated according to style and quantity. Provide the required arrival date and destination so sample review, production and freight can be discussed separately. A late change to colours, style count, sizes or packing needs a revised review; do not assume the original quotation or timing still applies. Freight is paid by the customer.
Send a complete first enquiry
Attach the style-and-colour matrix, the four-size quantities for each combination, drawings or reference photos, measurement charts, fabric expectations, logo artwork and packing requirements. Note any uncertainty as a question rather than filling it with an assumption. The factory can then identify which points must be resolved before sampling and which quantities already form a clear production brief.
Buyer worksheet
Download and complete the worksheet, then send it with your enquiry. Downloading does not submit your details.