By Supply SA · Published 14 September 2026 · 2 minute read
Maintain a current reference list
Give each approved garment a product reference and record the department using it. Include the approved colour, branding arrangement and the date the details were checked. Keep the supplier’s product information with the record. An informal instruction to order the same jacket as last year can lead to confusion when a product changes. Work Jackets, Work Trousers and other separate garments should each have their own reference, even when they are normally ordered together.
Review changes before repeating
Ask department contacts whether the role, working conditions or garment requirements have changed. Check the required size mix again instead of copying last year’s distribution. Where a workplace specification applies, confirm that the selected model still meets the documented requirement through the appropriate product evidence and responsible reviewer. Do not infer equivalence from a shared colour or category name. Record an approved substitution explicitly so it does not become an unexplained difference in the next order.
Separate product readiness from delivery plans
A complete size schedule does not by itself confirm stock, branding timing or transport availability. Submit the requested delivery date and destination with the order brief, then ask for written confirmation. If departments need separate packs or deliveries, specify this early so it can be quoted. Check the delivered quantities against the approved schedule and keep any discrepancy linked to the item reference. Good records reduce repeat questions and help the next procurement contact understand what was actually ordered.