Uniform and workwear purchase order template
Uniform and workwear purchase order template: size split per garment, colour codes, logo placement, embroidery set-up and the date staff start wearing it.
Templates by industry
- Polo shirts, navy, embroidered logo, sizes S–XXL
- Work trousers, charcoal, knee-pad pockets
- Hi-vis jackets, orange, printed company name
- Embroidery set-up for the logo, one-time
Preparation guide
Example workflow
Match the quotation
Example: take "Polo shirts, navy, embroidered logo, sizes S–XXL" from the supplier's quotation and copy its quantity, unit price and specification exactly.
Approve and send
Confirm the delivery date and address for every line, including "Embroidery set-up for the logo, one-time", then sign the authorized-by line and send the order.
Receive and reconcile
When the goods arrive, check them against the order, then match the supplier's invoice to the order number before paying.
A uniform has to fit a person, not a stockroom shelf, so the quantity on a line is only half the information. The supplier also needs the sizes, the exact colour, the artwork and a date: staff cannot start in new shirts that arrive in the wrong sizes. This order lists the garments with a size split, charges the logo set-up once, and leaves the notes for the approval sample and the exchange window.
Fields to prepare
- Deliverables and line items
- Polo shirts, navy, embroidered logo, sizes S–XXL, Work trousers, charcoal, knee-pad pockets, Hi-vis jackets, orange, printed company name, Embroidery set-up for the logo, one-time: state the quantity, unit and agreed price for each line, as the supplier quoted it.
- Polo shirts, navy, embroidered logo, sizes S–XXL
- Put the size split in the notes, for example S 6, M 18, L 22, XL 10, XXL 4, and add one or two spare per size for new starters.
- Work trousers, charcoal, knee-pad pockets
- Brands cut trousers differently, so ask the supplier for its size chart and check it against two or three employees before the whole run is ordered.
- Hi-vis jackets, orange, printed company name
- If your site rules ask for a particular visibility class, write that class on the line rather than “hi-vis”; the supplier’s label should match it.
- Embroidery set-up for the logo, one-time
- Attach the artwork file and its size in millimetres; the digitising fee is charged once, and a changed logo later means a new fee.
- Supplier and quotation
- Name the supplier and quote the number of the quotation this order accepts, so each price can be traced to the offer.
- Delivery
- Give the delivery date, the address the goods go to, the shipping method and who receives them.
- Scope to agree
- Give a size split for each garment, the colour reference, where the logo goes and how large it is, and the date by which staff must be wearing the new kit.
Before sending
- Does “Polo shirts, navy, embroidered logo, sizes S–XXL” match the supplier’s quotation in specification, quantity and price?
- Are a delivery date and a receiver agreed for “Work trousers, charcoal, knee-pad pockets”?
- Has the budget holder approved the spend on “Hi-vis jackets, orange, printed company name”?
Show 4 more
- Does “Embroidery set-up for the logo, one-time” match the supplier’s quotation in specification, quantity and price?
- Check the supplier's quotation number, the delivery date and address, and who approved the order.
- Check that each quantity, unit and unit price matches the supplier's quotation.
- Give the order a number of its own, so the supplier can quote it on the delivery note and the invoice.
Worked example: outfitting a crew of sixty
The figures are an example, in dollars, with an example tax rate of 8%. A contractor orders 60 polo shirts, 40 pairs of work trousers and 25 hi-vis jackets, plus the one-time embroidery set-up for its logo.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Polo shirts, navy, embroidered logo, sizes S–XXL | 60 × $17.00 | $1,020.00 |
| Work trousers, charcoal, knee-pad pockets | 40 × $32.00 | $1,280.00 |
| Hi-vis jackets, orange, printed company name | 25 × $48.00 | $1,200.00 |
| Embroidery set-up for the logo, one-time | 1 × $85.00 | $85.00 |
| Subtotal | $3,585.00 | |
| Sales tax (8%) | $286.80 | |
| Total | $3,871.80 | |
The four lines come to $3,585.00; tax at 8% is $286.80, so the order total is $3,871.80. The set-up fee is a single line, so a reorder next season repeats the first three lines only, as long as the logo has not changed.
Common mistakes on a uniform order
- Ordering a single quantity per garment with no size split and letting the supplier guess.
- Approving the logo on a screen only, without seeing it stitched on fabric.
- Changing the logo after the embroidery file was made and paying a second set-up on the next order.
- Writing “hi-vis” where the site rules name a specific class.
- Giving a start date for wearing the kit that falls before the supplier’s lead time.
What the document must show
These details make a purchase order easier to approve and to file.
- Your company name and address as the buyer
- The supplier's name and address
- Order number and date
- Each item with quantity, unit price and amount
- Delivery date, delivery address and shipping method
- Payment terms and the total, with tax shown separately
- Who authorized the order
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
How do I list sizes when staff have not been measured?
Give an estimated split in the notes and agree an exchange window, such as 14 days for unworn items. Or order a small fitting set first, let staff try it, and place the full order from what they report.
Is the logo set-up charged every time we reorder?
Normally once per artwork, and the supplier keeps the embroidery file. Write “set-up kept on file” in the notes; a changed or resized logo is treated as new artwork and charged again.
Should I ask for a sample before the full run?
Yes for anything with a logo. Ask for one embroidered garment and approve it in writing, noting thread colour, position and size, before the supplier starts the rest; fixing 60 shirts costs far more than fixing one.
How are names on the garments listed?
Attach a list with one row per garment: the name as it should read, the size and the item. Named garments can rarely be exchanged, so check the spelling with each employee before the list goes out.
How do I keep colours matching across reorders?
Quote the supplier’s colour code for fabric and thread, and ask for the same dye batch where possible, with a tolerance you accept. Navy from two batches can look like two colours side by side in a team photo.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Uniform and workwear purchase order template: Quote, proforma, invoice, receipt, credit note: which to use and Invoice numbering: sequences and corrections. When the goods arrive, match them to this order with the Delivery note template.