School Uniform Order Checklist for Schools in Kenya

Ordering uniforms for a whole school is very different from buying a few items for one child. There are more items, more sizes, a crest to reproduce correctly and a date that cannot move. This school uniform order checklist walks schools, head teachers, bursars and parents associations through every step, from the first list to checking the delivery, so nothing is forgotten.

Pely Brand Kenya brands school uniforms with crests, logos and names. See our school uniforms page, or send us your list for a quote. There is no minimum order.

Use this school uniform order checklist as a working document: share it with the bursar, the head teacher and the parents association so everyone follows the same steps.

The school uniform order checklist at a glance

1. Confirm the uniform list: every item, colour and style.
2. Gather the crest or logo file and decide where it goes on each item.
3. Collect sizes and estimated quantities.
4. Set a budget and what is included in it.
5. Choose a supplier and ask the right questions.
6. Agree samples, colours and branding details in writing.
7. Set the order date and the date you need delivery.
8. Check the order when it arrives.
9. Keep records for repeat orders.

Step 1: Confirm the uniform list

Write down every item the school requires, so that suppliers quote for the same thing. Check the school uniform policy for fabric, colour, cut and accessories. Small design details, such as skirt length, tunic style or sweater neckline, are common reasons orders are rejected, so confirm them before you order.

Step 2: Prepare the crest or logo

• Find the best file you have. A vector file (AI, EPS, SVG or PDF) is ideal. A clear, large image is a good start.
• Confirm the official colours so that thread and ink can be matched as closely as possible.
• Decide the placement for each item: left chest for shirts and sweaters, for example.
• Embroidered crests need to be digitised once. After that, repeat orders are simpler. Read our guide to logo digitizing for embroidery to see how it works.

Step 3: Collect sizes and quantities

• Collect sizes by class or form and by item, not just a total headcount.
• Allow room for growth when parents choose sizes, and add a few spares for new admissions and replacements.
• If possible, hold a short fitting session using sample sizes before the full order is placed.
• Keep the size list in one place so every parent and teacher is working from the same information.

Step 4: Set the budget and know what drives the price

The price of a school uniform order depends on the items, the fabric, the quantity, the branding method and your deadline. Branding is usually quoted separately from the garment, so ask for them as separate lines. Ask whether any set-up charges, such as digitising a crest, are included. Avoid choosing purely on the lowest price: a cheaper garment that wears out in one term costs more over a year.

Step 5: Choose a supplier and ask the right questions

• Do they have experience with school uniform requirements and crest branding?
• Can they match the school colours?
• Can they provide a sample or a sample size for approval?
• How are sizes confirmed and corrected?
• What are the branding costs, and are they quoted separately?
• How do they handle repeat orders and the same crest later?
• Who do you contact if something is wrong when the order arrives?

Step 6: Agree the details in writing

Before production starts, confirm the items, quantities, colours, crest placement and the date you need the order. A written summary, even a WhatsApp message that both sides confirm, avoids misunderstandings. If you are approving a sample, check the crest placement, the colours and the stitching or print quality.

Step 7: Plan the timing

Work backwards from the first day of term. Allow time for collecting sizes, approving a sample, production, collection and fixing any mistakes. Peak periods before term begins are busy for every supplier, so an early enquiry is always safer. Tell your supplier the date you need the uniforms and ask what they need from you, and by when, to meet it.

Step 8: Check the order when it arrives

• Count each item against the order list.
• Check sizes by class or form, not just totals.
• Inspect the crest placement, colour and stitching or print quality.
• Report any mistakes immediately, with photos, so they can be corrected quickly.

Step 9: Keep records for the next order

• The approved crest file and colour references
• Placement details for each item
• The order list and final quantities
• Supplier contact and any notes from the first order

Common mistakes to avoid

• Leaving the order until a few weeks before term.
• Ordering without confirming sizes.
• Sending a low-quality crest image.
• Not agreeing placement and colours in writing.
• Choosing only on price.
• Forgetting spares for new pupils.

Which branding method for which item?

Embroidery lasts longest and suits sweaters, blazers and shirts. Screen printing is economical for bulk sports T-shirts, and heat press printing suits names and numbers. Our comparison of embroidery vs screen printing vs heat press explains the trade-offs.

Why a school uniform order checklist saves time

A school uniform order checklist keeps the whole order in one place, from the item list to the delivery check. Schools that follow a school uniform order checklist avoid the usual surprises: wrong sizes, a crest placed differently from last year, or an order that arrives after term has started. Keep your school uniform order checklist with the approved crest file so next year’s order is simple. You can also read general background on school uniforms.

School uniform order checklist: frequently asked questions

Planning a school order? Request a quote or WhatsApp us on +254 725 123278 with your item list and crest. We reply within 2 hours.