How to Order Scrubs for a Clinic: From Staff List to Delivery

To order scrubs for a clinic, start with a staff list and a short brief (styles, fabric, colours, branding and quantities), ask for a quotation, approve a sample and the embroidery mock-up, confirm the final size and name list, then let the supplier produce and deliver. Keep a record of everything you approved so reordering for new staff is a single email.

Below is the full process in ten steps, with what to prepare at each stage and the mistakes that most often cause delays.

Before you start: who needs to be involved

A scrubs order touches several people. Agree early who does what:

• Owner or practice manager: budget, brand and final approval
• Clinical lead or head nurse: fabric, fit and practicality by role
• Infection control (if you have one): fabric and laundering requirements
• HR or admin: staff list, sizes, names, new joiners
• Finance or procurement: quotation, purchase order and payment

In a small clinic one person may cover all of these. That is fine, but make sure clinical staff have a say in fabric and fit, because they are the ones wearing the scrubs for ten-hour shifts.

Step 1: Build the staff list

Start a spreadsheet with one row per person:

• Full name as it should be embroidered (and in Arabic, if needed)
• Role and department
• Colour (if you colour code by role)
• Preferred fit: women's, men's or unisex
• Any modesty or coverage needs

You will add sizes later. This list becomes your order, your embroidery list and your laundry sorting list.

Step 2: Write a short brief

The brief tells suppliers what you want so their quotes are comparable. Keep it to one page:

Item	Example of what to specify
Garments	Tops and trousers, sold as sets or separates; caps if needed
Styles	V-neck, round neck or mandarin collar; hip or tunic length; straight or jogger leg
Fabric	Poly-cotton for frequent hot washing, or stretch blend for long shifts
Colours	Main colour(s) and any colour coding by role
Pockets	Chest, hip, cargo
Branding	Logo position and size, names, roles, languages
Labels	Size and role labels for laundry sorting
Quantities	Approximate pieces per style and colour
Delivery	Address, emirate, preferred date

If you are unsure about fabric, see our scrubs fabric guide.

Step 3: Ask for quotations

Send the same brief to each supplier you are considering. Useful questions:

1. What is the minimum order for these styles and branding?
2. Can you make a sample before bulk production?
3. What is the estimated timeline from approval to delivery?
4. Can you match our existing scrub colours, if we have them?
5. How do reorders for new staff work, and what is the minimum for those?
6. Is VAT included or added?

Comparing like for like matters more than headline price.

Step 4: Prepare your logo and branding

Send your logo as a vector file (AI, EPS, PDF or SVG) if you have one. The supplier will digitise it for embroidery and send a mock-up showing size, position and thread colours.

When you check the mock-up:

• Is the logo legible at the embroidered size? Fine text and gradients often need simplifying.
• Are thread colours a close match to your brand?
• Is the position right on both women's and men's tops?
• Are names and roles in the right font, size and order?
• If you are using Arabic and English, is the Arabic correct and checked by a native reader?

Our logo embroidery page explains how logos are prepared for stitching.

Step 5: Approve a sample

A sample is the single best way to avoid an expensive mistake. Ask for at least one complete set in your chosen fabric, colour and branding, and get it worn:

• Through a real shift, by someone in a hands-on role
• Through several washes, using your actual laundry routine
• In both the heat outside and the air conditioning inside

Check colour, fit, comfort, pocket placement, stitching and how the embroidery looks after washing. Our guide to scrubs sample approval and wear trials has a fuller checklist.

Step 6: Collect sizes

Once the style is approved, collect sizes for each person, ideally using the supplier's size chart or a size set rather than staff guessing. Record top and trouser sizes separately. Our scrubs size guide for team orders explains how to measure and build the breakdown.

Step 7: Confirm the final order

Before production starts, send the supplier one final document with:

• The size breakdown by style, colour and size
• The per-person name and role list for embroidery
• The approved sample reference and embroidery mock-up
• Number of sets per person
• Delivery address and contact

Get written confirmation back. This is the point at which changes become costly, so check names and spellings carefully.

Step 8: Production

During production, the supplier cuts and sews the garments, embroiders logos and names, adds labels and checks quality. Stay reachable in case they have questions about an unclear name or a size. Avoid adding staff or changing colours at this stage; add them as a separate top-up order instead.

Step 9: Delivery and checking

When the order arrives:

1. Count pieces against the order by style, colour and size.
2. Check a sample of embroidery for spelling and placement, and every name piece if you can.
3. Check colour consistency across the batch.
4. Distribute to staff in named bundles if the supplier has packed them that way.
5. Report any issues to the supplier promptly, with photos.

Step 10: Set up reorders

Staff join, scrubs wear out, and your clinic may open a new branch. Make reordering easy:

• Keep the approved sample, mock-up, fabric and colour references on file
• Keep the size chart and name list format
• Agree a simple top-up process with the supplier for new joiners
• Review the uniform once a year for wear and replacements

Ordering for more than one branch

Clinic groups and multi-branch practices have a few extra things to plan:

• One central list. Keep a single staff spreadsheet with a branch column, so sizes, names and colours stay consistent across sites.
• Packing by branch. Ask the supplier to pack and label orders by branch and, ideally, by person, so each site manager can hand out uniforms without sorting.
• Delivery addresses. Confirm whether the supplier can deliver to each branch separately, especially if your sites are in different emirates.
• Branch names in embroidery. Decide early whether branch names appear on the scrubs. Leaving them off makes it easier to move staff between sites.
• Phased roll-out. If budget or timing is tight, roll out by branch rather than by role, so each site looks consistent from day one.

Common mistakes that delay clinic orders

• Starting too close to an opening date or an inspection
• Sending a low-resolution logo
• Skipping the sample to save time
• Collecting "usual sizes" instead of measuring
• Spelling errors in names discovered after embroidery
• Changing colours or styles after production has started

Quick checklist

• Staff list with names, roles, colours and fits
• One-page brief sent to each supplier
• Quotations compared like for like
• Logo sent as vector; mock-up approved
• Sample worn and washed
• Sizes collected per person
• Final order confirmed in writing
• Delivery checked against the order
• Reorder records kept

Ordering clinic scrubs in the UAE

MISHAREN makes scrubs to order at its own unit in Konni, Kerala, India, in your fabric, colours and size breakdown, with logos and staff names embroidered before delivery. Orders typically start from 25 pieces, depending on the garment and branding, and each order is imported and delivered across all seven emirates. You approve a sample before bulk, and shipping time is included in the lead time confirmed in your quotation.

To start, send us your brief through the medical scrubs page or contact us for a quotation.