How to Brief a Workwear Supplier: A Step-by-Step Guide

Most workwear orders that go wrong do so because of a poor brief — not poor product quality. Artwork submitted in the wrong format, unclear sizing requirements, missing delivery deadlines, and vague colour instructions all lead to delays, reprints, and cost overruns. The good news is that a well-structured brief prevents most of these issues entirely.

TL;DR: A good workwear brief covers: garment specifications, logo artwork files, embroidery/print positions, size breakdown, delivery deadline, and budget. Get these right and your order runs smoothly.

Step 1: Define Your Garment Requirements

Start with the garments themselves. Be specific about:

• Garment type — polo shirts, softshell jackets, hi-vis vests, fleece, cargo trousers, aprons, etc.
• Colour — specify Pantone or RAL code if matching a brand colour; otherwise specify the colour name clearly (e.g. “navy” not “dark blue”)
• Fabric weight/spec — if you have a preference (e.g. 200gsm polo, 320gsm softshell)
• Required certifications — EN ISO 20471 for hi-vis, EN 388 for gloves, FR ratings for flame-resistant, etc.

If you are not sure which garments to choose, use the WorkwearLab tops category or outerwear category to browse before briefing — it is much easier to reference a specific product URL than describe a garment from memory.

Step 2: Prepare Your Artwork Files

Artwork is where most briefs fall apart. For embroidery, you need a vector file (AI, EPS, or high-resolution PDF). For DTF printing, a PNG with transparent background at 300 DPI minimum. What to include in your brief:

• Logo file in correct format (see our guide to logo file types for embroidery)
• Pantone colour references for each element of the logo
• Maximum print/embroidery dimensions (width × height in mm)
• Any secondary artwork — job titles, individual names, certification badges

If you only have a low-resolution PNG or JPEG, let the supplier know upfront so they can quote for artwork redrawing. Do not send a logo screenshot — the result will be poor.

Step 3: Define Branding Positions

Tell your supplier exactly where each logo or name should appear. Standard position references:

• Left chest centre — most common for company logo (approx. 80–120mm wide)
• Right chest — individual names or job roles (approx. 60–100mm)
• Back centre top (yoke) — large logo or company name for teams seen from behind
• Left sleeve upper — secondary branding or certifications
• Front bottom hem — less common, used for sector marks

Include a rough sketch or annotated photo if helpful. The more precise your position instructions, the less back-and-forth approval rounds are needed.

Step 4: Provide a Full Size Breakdown

List every garment size required — not just a total quantity. A brief that says “30 polo shirts, mixed sizes” will always result in the wrong mix. Instead, provide a size table:

For women’s-specific fits, specify ladies’ sizing separately. For teams of 20+, we recommend ordering one or two spares in the most common sizes (typically M, L, XL) for new starters or replacements.

Step 5: Set a Clear Delivery Deadline

Give a hard delivery date and explain why it matters — e.g. “new team starting on 14 April” or “site contract begins 1 May.” This helps suppliers prioritise and allows them to flag any artwork or stock issues before they become last-minute problems.

Standard turnaround for embroidered workwear in the UK is 5–10 working days from approved artwork. DTF printing is often 3–7 days. Express turnarounds are usually available for an additional charge.

Step 6: Set Your Budget Per Head

Even a rough per-person budget (e.g. “£40–£60 per employee for 2 polo shirts and a softshell”) allows your supplier to make appropriate product recommendations. Without a budget indication, suppliers either undersell (too cheap, won’t last) or oversell (unnecessary cost).

At WorkwearLab, our Bundle Wizard helps you build a complete uniform package and see exactly what it costs — before committing to anything.

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Frequently Asked Questions

Related Reading

• Logo file types for embroidery — what you need to know
• Embroidery vs DTF printing explained
• Workwear checklist for new businesses
• The ROI of branded workwear

Written by the WorkwearLab Editorial Team — Burnley, Lancashire