A repeat school uniform order should be based on more than last year’s total quantity. Buyers need to know which styles, colours and sizes are moving, what stock is genuinely available, what demand is already committed and how long the next order is expected to take.
A practical reorder plan connects those stock records to the approved garment specification. It helps a school or distributor decide what to replenish, when to review the order and which product version the supplier must follow. It does not remove uncertainty from demand; it makes the assumptions visible.
Start with demand data at the right level
Use the most detailed stock and sales information that is reliable enough to support a decision. For many uniform programmes, that means tracking by style, colour and size rather than looking only at the total number of garments.
| Planning data | What to record | Why it matters |
|---|---|---|
| Sales or issue history | Units sold or issued by style, colour and size, with dates | Shows the demand pattern and size mix |
| Sellable stock | Physical stock that is available for sale or allocation | Avoids counting damaged, held or unusable units |
| Allocated stock | Units reserved for named orders, schools or customers | Prevents committed stock being counted twice |
| Confirmed inbound stock | Supplier-confirmed quantities and expected receipt dates | Shows what is already on the way |
| Forecast demand | Expected demand, the period covered and the basis used | Separates estimates from confirmed requirements |
| Product changes | New sizes, revised fit, colour or branding changes | Identifies stock that may no longer match the current range |
| Supply conditions | Order-specific replenishment time, MOQ and material availability | Connects the stock decision to what the supplier can confirm |
Use order history as evidence, not as a guarantee. Enrolment changes, new school intakes, fitting feedback, returns, range changes and seasonality can all alter the size mix. Record when the data was last reviewed and who owns the forecast.
Calculate the stock position before setting a trigger
A simple stock position helps prevent over-ordering and missed shortages:
Available stock position = sellable stock on hand + confirmed inbound stock − allocated or committed units.
Do not include unconfirmed purchase orders or stock that cannot be used for the current range. If inbound goods are delayed or only partially confirmed, record that separately rather than treating them as available.
Review this position at the level that drives the decision. A programme may have enough garments in total but still be short of one colour or a commonly requested size.
Set a reorder point using the actual supply schedule
A reorder point is the stock position at which the buyer should review or place a replenishment order. A useful starting formula is:
Reorder point = expected demand during the replenishment lead time + safety stock.
For a size-level review, expected demand should use the demand rate for that style, colour and size over a relevant period. Replenishment lead time should be confirmed for the specific order and should state what it includes. Safety stock is a buyer-defined buffer based on demand variability, service expectations, storage capacity and the consequences of a shortage. It is not a universal number.
The example below is illustrative only. It uses a hypothetical five-week replenishment period to show how the calculation works; it is not a MARKSWELL lead-time estimate or a recommended stock policy.
| Size | Average weekly demand | Example lead time | Example safety stock | Reorder point | Available stock position | Review |
|---|---|---|---|---|---|---|
| S | 2 | 5 weeks | 3 | 13 | 11 | Below trigger |
| M | 3 | 5 weeks | 5 | 20 | 24 | Above trigger |
| L | 2 | 5 weeks | 4 | 14 | 9 | Below trigger |
| XL | 1 | 5 weeks | 2 | 7 | 8 | Above trigger |
In this example, sizes S and L have fallen below their calculated reorder points and should be reviewed. The buyer still needs to check open demand, planned range changes, supplier MOQ and the order quantity before placing an order. A trigger is a prompt to make a decision, not an automatic instruction to buy a fixed quantity.
Forecast the size mix without copying last year
When a programme has reliable history, use it to understand demand by size and identify recurring peaks. Where history is limited, use the best available evidence, such as fitting events, enrolment data, distributor sales or confirmed school allocations. State the assumptions and review them once actual demand becomes available.
Before finalising a size plan:
- Compare the current size curve with recent sales or issue records.
- Check whether the wearer group, fit block or measurement chart has changed.
- Separate confirmed orders from forecasts and optional demand.
- Identify slow-moving sizes and stock that may need reallocating.
- Check whether a colour or style is being phased out or replaced.
- Review returns and exchanges, but do not assume every return indicates a sizing problem.
A size distribution that worked for one campus, age group or year should not automatically be applied to another. Keep the reason for any adjustment in the planning record.
Protect specification and material continuity
A repeat order should point to an identifiable approved product reference, not just a product name or an old email. Keep the current technical pack, measurement chart, fabric and colour references, trims, crest artwork, placement, care information, packaging instructions and approved sample version together.
If a supplier proposes a replacement fabric, different badge method, revised measurement or trim change, review it before ordering. A visually similar material may perform differently, and a small change in colour or construction can make new garments look inconsistent with existing stock.
Record:
- The approved style code and specification revision.
- The sample or garment version used as the production reference.
- Any approved deviations and the order from which they apply.
- The status of key fabric, colour and trim references.
- Who approved the change and when it becomes effective.
Ask the supplier what information is needed to identify the previous production version and what could affect the availability of a fabric or trim. Do not assume that a material will remain available indefinitely unless this has been confirmed.
For a more detailed approval record, see School Uniform Procurement Timeline.
Confirm the order quantity and supply conditions
The reorder point tells you when to review replenishment; it does not tell you how many units to buy. The order quantity also depends on the stock position, expected demand over the next planning period, MOQ, quantity breaks, storage capacity, cash tied up in stock and the risk of a style or colour change.
Before releasing a repeat order, ask the supplier to confirm the conditions that apply to this order:
| Item to confirm | Question for the supplier |
|---|---|
| MOQ | Does the minimum apply by style, colour, fabric or the whole programme? |
| Quantity breaks | Do unit prices change at different order quantities? |
| Material continuity | Are the approved fabric, shade and trims still available? |
| Specification | Which revision and approved sample will production follow? |
| Schedule | What is the current production and dispatch schedule for these quantities? |
| Sampling | Is a new sample or approval required because something has changed? |
| Packing and delivery | Are the previous packing instructions and delivery destination still valid? |
Do not assume the last order’s price, MOQ or delivery estimate still applies. Ask for written confirmation and record any differences before approval.
Coordinate reorders with the school calendar
Work backwards from the date the garments need to be available, but confirm each stage with the supplier. The schedule may depend on specification review, fabric or trim confirmation, sample approval, production, inspection, packing, transport and receipt at the destination.
For seasonal programmes, review stock before the main demand period rather than waiting until popular sizes are nearly exhausted. For a contract or range transition, also consider existing stock, notice periods, stock transfer and the date from which the new specification applies. Avoid building excess stock in a style that is due to change.
A repeat-order review checklist
Before placing the order, confirm:
- Which styles, colours and sizes are required?
- What is the available stock position after allocations and confirmed inbound goods?
- Which demand figures are historical, forecast or confirmed?
- Have the reorder point and safety-stock assumptions been reviewed?
- Does the proposed order use the current approved specification and sample?
- Are fabric, colour, trims and branding still available as specified?
- What MOQ, quantity breaks, price and schedule apply to this order?
- Have changes been documented and approved by the right person?
- When will stock and demand be reviewed again?
Next step
Bring together recent demand, stock by style and size, open orders, the approved product specification and the target replenishment date. Ask the supplier to confirm the order-specific MOQ, material availability and schedule before releasing the purchase order. A clear record makes the next reorder easier to compare with the last one.