Short answer
Compare uniform quotations only after putting them on the same basis: identical garments, fabric composition and GSM, decoration method, size and stitch count, size range, packaging, delivery, VAT treatment and payment terms. Build a simple comparison table, ask suppliers to fill any gaps in writing, and judge the total landed cost and the risk, not just the headline unit price.
A buyer who has received several uniform quotations wants a structured way to compare them fairly and spot gaps or warning signs.
Why uniform quotations are hard to compare
Two quotes for "200 polo shirts with logo" can describe very different products. One may be a 160 GSM polyester blend with a printed logo and bulk packing; another may be a 220 GSM cotton-rich pique with an embroidered logo, individual packing and delivery included. The unit prices will differ, and neither is wrong. The comparison only becomes useful when the specifications match or the differences are visible.
The best way to get comparable quotes is to send every supplier the same written brief. Our buying guide for corporate uniforms in the UAE explains how to write one. If quotes are already in, use the table below to normalise them.
The like-for-like comparison table
Create one column per supplier and fill in each row from the quotation. Where a quote does not state an item, write "not stated" and ask. Gaps are information in themselves.
| Field | What to check | Why it matters |
|---|---|---|
| Garment and style | Style name or code, cut (regular, slim, ladies' fit), sleeve length | Different cuts and styles change cost and fit |
| Fabric composition | Exact percentages, for example 65% polyester / 35% cotton | Affects comfort, durability, shrinkage and decoration |
| GSM (fabric weight) | Stated GSM and tolerance | Heavier fabric usually costs more; lighter suits heat |
| Fabric finish | Moisture-wicking, anti-pill, pre-shrunk, stain release, if claimed | Ask how claims are supported |
| Construction | Stitching, collar and placket type, buttons, reinforcement | Drives durability and appearance |
| Colour | Stock colour or custom-dyed, Pantone reference | Custom dyeing may change minimums and lead time |
| Decoration method | Embroidery, screen print, DTF, sublimation | Different look, durability and cost |
| Decoration size and detail | Width in cm, positions, stitch count or colour count | A bigger logo or more positions costs more |
| Set-up charges | Digitising, screens, artwork redraw | Often listed separately or omitted |
| Size range | Sizes covered and any surcharge for larger sizes | Larger sizes can be priced higher |
| Labels and trims | Brand labels, care labels, size labels | Private-label items add cost and time |
| Packaging | Bulk, individual polybag, folded, labelled by name or site | Affects handling at your end |
| Delivery | Included or extra, address, single or split delivery | Can be a significant extra cost |
| VAT | Prices inclusive or exclusive of UAE VAT | Mixing the two distorts comparison |
| Payment terms | Deposit percentage, balance timing, credit terms | Affects cash flow and risk |
| Lead time | Stated period and when it starts | A short period that starts late may not be shorter |
| Quote validity | Expiry date | Prices may change after expiry |
| Sample | Availability, cost, and whether credited against the order | A sample reduces risk on new items |
| Reorder pricing | Whether prices hold for repeat orders and minimums for reorders | Important for growing teams |
| Minimum order quantity | Per style, per colour, per decoration | Affects flexibility for small groups |
Normalising the numbers
Once the table is filled in, calculate a total landed cost for each quote: garments plus decoration, set-up charges, labels, packaging and delivery, with VAT treated the same way for all suppliers. Divide by the quantity to get a comparable cost per piece.
- Convert every price to the same VAT basis (all inclusive or all exclusive).
- Add any separately listed set-up, artwork or digitising charges.
- Add delivery, packing and labelling costs if they are extra.
- Note any larger-size surcharges and apply them to your actual size split.
- Divide the total by the quantity to get an effective unit cost.
- List specification differences next to the price so decision-makers see both.
Illustrative example
Suppose Supplier A's polo appears cheaper per piece, but its quote excludes VAT, digitising and delivery, and uses a lighter fabric. Supplier B's quote includes all three and specifies a heavier pique. After normalising, the gap between the two may shrink or reverse, and the decision becomes a choice between fabric weights rather than a simple price comparison. This is a hypothetical example to show the method; it does not reflect any actual supplier's prices.
Comparing what price does not show
Price is only one part of the decision. Two quotes with similar costs can carry very different risk. Consider how each supplier handles the parts of the order that tend to go wrong.
- Sampling and approval: will you see a physical sample or pre-production piece before bulk production?
- Quality control: what is checked before dispatch, and how are defects or shortages handled? See our quality control approach for the kind of checks to ask about.
- Communication: did the supplier ask sensible questions about use, washing and sizes, or simply return a price?
- Consistency on reorders: does the supplier keep embroidery files, ink references and fabric details so a reorder matches?
- Documentation: can they provide fabric composition details and, for safety garments, certificates for the specific garment?
For a wider view of supplier selection, see how to choose a UAE uniform supplier.
Red flags in uniform quotations
- Fabric described only as "premium cotton" or "good quality" with no composition or GSM.
- No mention of decoration size, method or positions.
- Set-up, VAT or delivery not mentioned at all.
- Lead time stated without saying when it starts.
- No sample offered for a new garment or logo, and no explanation why.
- Safety claims (hi-vis, flame resistance) with no willingness to share certificates for the garment quoted.
- A price far below other quotes with no clear difference in specification.
- Full payment requested upfront with no written specification attached.
- Verbal promises that are not repeated in the written quotation.
Checklist before choosing a quotation
- All quotes are based on the same garments, quantities and branding brief.
- Every row in the comparison table is filled in or confirmed in writing.
- Prices are compared on the same VAT basis and as total landed cost.
- Specification differences are listed beside the prices.
- Sample terms and approval steps are clear.
- Payment terms, lead time start point and quote validity are recorded.
- Reorder pricing and minimums are known.
- Certificates are requested for any safety garment.
- The chosen quote and agreed specification are attached to the purchase order.
If you would like a quote you can compare line by line, request a quote with your brief. We itemise garments, decoration and other charges, and anything not yet confirmed is marked as such.
Frequently asked questions
Should I always choose the lowest quotation?
Only if the specifications are genuinely equivalent and the supplier's sampling, quality control and terms are acceptable. A lower price often reflects a lighter fabric, smaller logo, excluded charges or less checking. Compare total landed cost and risk together.
How many quotations should I collect?
Many buyers collect around three, which is usually enough to understand the market without making comparison unmanageable. Your organisation's procurement policy may set its own requirement.
Why do some suppliers charge separately for digitising or screens?
Digitising (for embroidery) and screens (for screen printing) are one-off set-up tasks for each design. Some suppliers list them separately, others build them into the unit price. Either is acceptable as long as you can see the full cost.
What does quote validity mean for uniforms?
It is the period during which the supplier will hold the quoted prices and terms. Fabric and material costs can change, so prices may be revised after the validity date. Confirm the order, or ask for an extension, before it expires.
Should reorder prices be agreed at the start?
It is useful to ask. Some suppliers can indicate reorder pricing or minimums for repeat orders, which helps when budgeting for new joiners or replacements. Any reorder price is usually subject to material costs at the time.