How to Write a Lab Coat Tender Specification: A Spec Sheet Template

A good lab coat specification describes the coat precisely enough that any supplier quotes the same garment: fabric composition and colour, cut and length, collar, sleeves, fastenings, pockets, sizes, branding, sampling, packing and delivery. It also says how bids will be judged and what documents suppliers must provide. Without that, quotes for "white lab coat" can differ so much that the cheapest one is simply a different product.

This post gives a section-by-section template. For the wider tender process across uniform types, see our hospital uniform tender specification guide.

Before you write: gather requirements

Spend time with the people who will wear and launder the coats. Ask:

• Which roles wear coats, and how many people in each?
• Are there different styles by role, for example doctor's coats and lab coats? (Our doctor coat vs lab coat post explains the usual differences.)
• What does infection control or safety require, for example short sleeves in clinical areas?
• How are coats laundered: in-house, outsourced or at home?
• What does staff feedback say about current coats?
• Is there a brand standard for logo and name layout?

Write down what you learn before drafting. It becomes the "background" section of the tender.

The specification sheet, section by section

1. Scope and quantities

• Coat styles required, with an estimated quantity for each
• Whether quantities are firm or indicative
• Expected reorders over the contract period, if any
• Delivery locations by emirate and site

2. Fabric

Item	What to state	Example wording
Composition	Fibre content	"Poly-cotton" or "Cotton-rich"; state a percentage if you have a preference
Weight	Weight range	Ask suppliers to state fabric weight in their bid
Colour	Colour and how it will be matched	"White" or a named colour matched to an approved swatch
Opacity	Requirement	"Must not be see-through under normal clinic lighting"
Care	Wash process it must suit	Describe your laundry process and ask suppliers to confirm suitability

Avoid naming performance standards or test methods unless you know what they mean for your coats and are willing to check the reports. If you do require a test, ask for the report with the bid.

3. Cut and construction

• Style: men's, women's, unisex
• Length: hip, mid-thigh or knee, with a measurement per size if possible
• Collar: notch-lapel or high-collar
• Sleeves: long or short; cuff finish
• Fastenings: buttons or press studs, number per coat
• Pockets: chest, hip and inside pockets, with positions and any pen divisions
• Back: plain, back belt or vent
• Seams and stress points: reinforcement at pocket corners

4. Sizes

• Size range required, for example XS to 3XL
• Request the supplier's size chart with garment measurements
• State whether you will provide a size breakdown with the order or need a fitting service
• Say how larger or non-standard sizes will be handled

The lab coat size guide covers how to collect sizes.

5. Branding and personalisation

• Logo: method (embroidery is usual), size, position and thread colours, with artwork attached
• Names: format, languages, lines, font, position
• Titles and departments: whether included and how written
• Name list process: who supplies it, in what format, and how proofs are approved

6. Labels

• Size label, care label and any internal identification for laundry
• Whether names or staff numbers need to appear on internal labels

7. Samples and approval

• Number of samples required with the bid or after shortlisting
• Whether samples are to be personalised
• The wear and wash trial you will run, and who approves
• That the approved sample becomes the reference for bulk and reorders

8. Packing and delivery

• Packing per person, per department or by size
• Labelling of cartons
• Delivery address or addresses, and any site access requirements
• Request for a full lead time, including production and shipping, stated in the bid

9. Documents to submit

• Completed price schedule
• Fabric composition and weight
• Size chart
• Any test reports or certificates the supplier relies on, with scope and dates
• Company details and trade licence
• Sample timetable

Price schedule structure

Ask all bidders to price in the same format so you can compare quickly.

Line	Unit	Notes
Coat, style A, per size band	Per piece	Including or excluding logo, state which
Coat, style B	Per piece
Logo embroidery	Per piece	If priced separately
Name embroidery, one language	Per piece
Name embroidery, two languages	Per piece
Additional title line	Per piece
Delivery	Per order or included	By emirate if relevant
Minimum order quantity	Pieces	For first order and reorders

Ask suppliers to state VAT treatment clearly, as this varies by supplier.

How to evaluate bids

Price alone is a weak basis for choosing a coat. A simple weighted score works better:

1. Compliance with the spec. Pass or fail on essentials such as fabric, length and features.
2. Sample quality. Score the sample after your wear and wash trial.
3. Price. Including personalisation and delivery, compared on the same basis.
4. Lead time. Realistic, full lead time including shipping, compared with your dates.
5. Reorder terms. Minimums, how the specification is kept on record, how quickly reorders can be placed.
6. Communication. How clearly the supplier answered questions and handled the sample stage.

Decide the weightings before you open the bids.

Example clause wording

Short, specific clauses are easier for suppliers to answer and for you to enforce. Adapt these examples to your own requirements:

• Length: "Knee-length coat. Supplier to state back length, measured from the centre back neck seam to hem, for each size."
• Opacity: "White fabric must not show the colour or pattern of clothing worn underneath under normal clinic lighting. Assessed on the sample."
• Logo: "Embroidered logo, 8 cm wide, centred on the left chest pocket, 2 cm above the pocket opening, thread colours as per attached artwork."
• Names: "Name in English and Arabic on two lines, English first, centred above the logo. Supplier to provide a stitched proof for approval."
• Reference sample: "The sample approved by the purchaser forms the reference for bulk production and all reorders during the contract."
• Lead time: "Supplier to state the total lead time from sample approval to delivery at site, including production and shipping."

The measurements above are illustrations, not recommendations. Use your own artwork and brand guidelines.

Building a realistic tender timeline

Tenders often fail on timing rather than quality. Work backwards from the date the coats must be worn and allow for each step:

1. Drafting and internal sign-off of the specification
2. Bid period for suppliers to ask questions and respond
3. Evaluation and shortlisting
4. Sample production and delivery for shortlisted bidders
5. Wear and wash trial, then approval, plus time for one revision
6. Collection of sizes and name lists
7. Bulk production and shipping, as stated in the winning bid
8. Distribution to staff

If the date is fixed, such as a facility opening, tell bidders so they can confirm whether they can meet it.

Common gaps in lab coat specs

• No coat length measurement, so "knee length" means different things to different suppliers
• No opacity requirement for white coats
• Logo size and position described in words only, without dimensions
• Name format left open, leading to inconsistent layouts
• No description of the laundry process
• No statement that the approved sample is the reference for bulk
• Delivery dates set without allowing for sample approval and shipping

Requesting a quotation

MISHAREN quotes lab coats against a written specification, makes a sample for approval and keeps the approved spec on record for reorders. Send your spec sheet or tender documents through our contact page, or review the available options on our lab coats page first.