Guides · patient gowns
How to Write a Patient Gown Tender Specification
A clear patient gown specification makes quotations comparable and deliveries checkable. Here is what to include, section by section, with a template table you can adapt for your tender.
A good patient gown tender specification describes the gown precisely enough that every supplier quotes for the same product, and you can check what is delivered against what was ordered. It should cover design, fabric, sizes, fastenings, colours, marking, quantities, packing, sampling and the documents you expect, and it should leave clinical decisions such as MRI suitability to the teams responsible for them. Vague specifications lead to quotations that cannot be compared and deliveries that do not match expectations.
This guide walks through each section of a patient gown specification, with a template table you can adapt.
Before you write: gather the requirements
A specification written by procurement alone often misses what wards need. Spend time collecting requirements first.
- List the areas. General wards, maternity, paediatrics, day surgery, imaging, outpatients and any specialist units.
- Ask each area what works and what does not with current gowns: exposure, fit, ties, staining, warmth, access for lines.
- Talk to the laundry. Find out the process gowns go through, any fabric constraints and how they would like gowns marked and packed.
- Involve infection control. Confirm any requirements on fabric, laundering and colour coding.
- Check imaging requirements if MRI or other imaging gowns are included. The imaging team confirms suitability against its own MRI policy.
- Pull usage data. Current stock, purchases over the last year, losses and retirements.
The answers turn into the specification below. For general structure across uniform categories, see our guide to the hospital uniform tender specification.
The specification, section by section
1. Gown types and quantities
Set out each gown type as a separate line item, with quantities per size. For example: back-opening adult gown, short sleeve; wrap-around gown, long sleeve; paediatric gown; patient tops and trousers. Quantities should reflect par levels and expected replacements, not just current stock.
2. Design
For each line, describe:
- Opening type: back-opening, wrap-around, shoulder-opening, or a combination
- Sleeve length: short or long
- Overall length: give a target length for each size or a reference point, such as below the knee on a standard adult
- Neckline: round, V or slit, and any neck binding
- Pockets: whether required and where
- Back overlap: specify a generous overlap if exposure is a concern
A simple flat drawing with key measurements attached to the specification removes much ambiguity.
3. Fabric
Specify:
- Fibre content: cotton or poly-cotton, with the blend ratio if you have a preference
- Weave and weight: state a target fabric weight (for example in grams per square metre) and acceptable tolerance
- Colour: name the colour and, if possible, provide a physical colour reference
- Prints: plain or small print, with a print reference if relevant
- Performance: if you require test reports, for example on shrinkage or colourfastness after washing, state the test method and the result you will accept
Do not ask for certifications you do not actually need, and do not accept vague claims in place of documents you do need.
4. Fastenings
State ties, press studs or a mix, with positions. For MRI gowns, specify that no metal fastenings or metal components are used, and state that final suitability will be confirmed by the imaging team. Our article on ties vs press studs explains the trade-offs.
5. Sizes
List the sizes required and attach a size chart or ask suppliers to provide theirs with garment measurements. Include larger and paediatric sizes if needed.
6. Marking and labelling
Specify the hospital name or logo, method (woven, printed or embroidered), position and size; any department or ward identification; size labels; and care labels. Ask for marking to remain legible through your laundry process.
7. Packing and delivery
State how gowns should be packed (folded, by size, quantity per bundle), how cartons should be labelled, and the delivery address or addresses. For deliveries to more than one site or emirate, list each.
8. Sampling and approval
Require a pre-production sample of each line for approval before bulk production. State who approves it and how long the approval period is. Many hospitals put samples through their own laundry before approving. See patient gown sample and wear trial.
9. Reorders and consistency
Ask suppliers to keep the approved specification and sample on record and to match it on reorders, and to notify you of any change in fabric or components.
10. Commercial terms
Ask for unit prices per line and size, minimum order quantities, what the price includes (marking, packing, delivery), lead time from sample approval to delivery including any shipping time, and payment terms.
A template table
| Item | Requirement | Supplier response |
|---|---|---|
| Gown type | Back-opening, short sleeve, adult | |
| Length | Below knee on standard adult; state measurement per size | |
| Fabric | Poly-cotton, state blend and weight | |
| Colour | Ward colour per attached reference | |
| Fastenings | Ties at neck and waist | |
| Sizes and quantities | Standard and larger sizes, quantities per size | |
| Marking | Hospital logo, printed on chest; size label at neck | |
| Packing | Folded, bundles of 10 by size, labelled cartons | |
| Sample | Pre-production sample required for approval | |
| Documents | Test reports where requested, with method stated | |
| Price | Per unit, per size, including marking and delivery | |
| Lead time | From sample approval, including shipping |
The "supplier response" column makes comparison much easier when quotations come back.
Evaluating responses
When responses arrive:
- Check each line against the specification and note any deviations
- Compare samples side by side, then through your laundry
- Apply cost per use rather than unit price alone
- Clarify anything ambiguous in writing before awarding
- Check that marking, packing and delivery to every listed site are included in the price, not added later
- Ask how the supplier will keep reorders consistent with the approved sample over the life of the contract
Keep a short written record of why the winning response was chosen. It helps when the contract is renewed and when wards ask why a particular gown was selected.
Common mistakes to avoid
- Copying a previous specification without asking the wards what has changed
- Specifying "standard" sizes without a size chart
- Leaving fabric open to "or equivalent" without defining what equivalent means
- Treating sample approval as a formality
- Forgetting to include lead time and shipping in the delivery plan
Requesting a quotation
MISHAREN responds to patient gown specifications for organisations, with reusable gowns made to order in the styles, fabrics, sizes and marking set out in the specification. Lead time, including shipping to the UAE, and prices are confirmed in the quotation, and a sample is approved before bulk. Send your specification via contact or see the options on the patient gowns page.