Guides · medical scrubs
Scrubs Sample Approval: Wear Trials, Wash Tests and Checks Before Bulk
A practical guide to testing scrubs samples before a bulk order: who should wear them, how to run a simple five-wash test and what a written approval should include.
Approve a scrubs sample by wearing it, washing it and measuring it before you sign off on the bulk order. Put the sample on three or four real staff members for full shifts, wash it the way your laundry will, and check colour, shrinkage, seams and embroidery against an agreed checklist. A week of honest testing costs far less than a few hundred sets that nobody wants to wear.
This guide covers what to ask for at sample stage, how to run a short wear trial, which wash tests are worth doing in-house, and how to write the approval so the bulk matches what you tested.
Why the sample stage matters more than the quotation
A quotation tells you the price. The sample tells you what you are actually buying. Most problems that surface after delivery, such as tops that ride up when staff bend over a patient, trousers that bag at the knee by lunchtime, a teal that turns out greener than the brand guide, or embroidery that puckers after the third wash, are all visible at sample stage if someone looks for them.
The sample also becomes your reference. When the bulk arrives, or when you reorder for new joiners six months later, the approved sample is the physical standard you hold the new garments against. If you skip it or approve it casually, you have nothing firm to compare with. Our post on keeping colours consistent across reorders explains why that reference piece matters later.
What to request at sample stage
Be specific about what the sample should represent. A generic stock garment in a similar colour tells you very little.
The right garment, fabric and colour
Ask for the sample in the exact fabric and colour you intend to order, not "something close". If you are choosing between two fabrics, for example a poly-cotton for frequent hot washing and a polyester-viscose-elastane stretch for long shifts, ask for both so you can trial them side by side. Our post comparing scrubs fabrics explains the trade-offs if you have not yet narrowed it down.
The branding as it will be done
Ask for the logo and at least one staff name embroidered exactly as they will appear on the bulk: same position, size, thread colours and font. Embroidery that looks fine on a mock-up can look heavy or crowded on the real fabric, and stretch fabrics in particular need the right backing to stay flat.
More than one size
Request at least two or three sizes, ideally the smallest, the most common and the largest in your size breakdown. Fit problems often appear only at the ends of the range. A top that drapes well in M may be too short in XXL or swamp a petite XS wearer.
A short written spec
Ask the supplier to send a one-page spec with the sample: fabric composition and weight, colour reference, size chart with measurements, pocket layout, waistband type, embroidery size and position. This is what you will approve, so it needs to be written down.
Running a wear trial
A wear trial does not need to be elaborate. It needs to be real.
Pick the right testers
Choose three to six people who represent the range of your team, not just those who volunteer first. A useful mix:
- a nurse or assistant who spends the shift on their feet and bending
- a clinician who sits, stands and reaches repeatedly
- someone at each end of the size range
- someone who commutes by metro or bus in the heat, then works in a cold air-conditioned room
- if relevant, a staff member who wears long sleeves or an underscrub for modesty
Run it for full shifts, several times
One try-on in the office tells you about first impressions. Wear the sample for at least two or three full shifts, with a wash in between. Comfort issues such as a waistband that digs in after six hours, a neckline that gapes when leaning forward, or fabric that feels clammy after the commute rarely show up in ten minutes.
Collect feedback in a structured way
Give each tester the same short form. Free comments are useful, but scores make it easier to compare two fabrics or two cuts.
| Question | Score 1–5 | Notes |
|---|---|---|
| Comfort over a full shift | ||
| Freedom to bend, squat and reach | ||
| Warmth in air-conditioned rooms | ||
| Comfort during the commute in heat | ||
| Pockets: size and placement | ||
| Waistband: stays up, does not dig in | ||
| Neckline: modest when leaning forward | ||
| Looks professional at end of shift | ||
| Would you wear this every day? |
The last question is the one that matters most. If testers would quietly swap back to their old scrubs, the programme will not work however good the price is.
Wash tests you can run in-house
You do not need a laboratory to catch the most common problems. You do need to wash the sample the way it will actually be washed, whether that is an in-house laundry, a contracted laundry service or staff washing at home. Our guide on how to wash scrubs covers temperatures and detergents in more detail.
A simple five-wash test
- Measure before washing. Lay the top and trousers flat and record chest width, body length, waist, inside leg and sleeve length. Photograph the garment next to the unwashed spare in daylight.
- Keep one piece unwashed. If you have two samples of the same colour, set one aside as the reference. If not, keep a fabric swatch or an unwashed cap.
- Wash five times on your real cycle. Use the same temperature, detergent and drying method your laundry or staff will use. Tumble drying is harsher than line drying, so test whichever you will actually do.
- Measure again. Compare each measurement with the original. Small changes are normal; anything that changes the size a person would wear is a problem.
- Compare colour in daylight. Hold the washed garment against the unwashed reference. Look for fading, patchiness and colour change at seams and pocket edges.
- Inspect the details. Check embroidery for puckering, loose threads or backing showing through; seams for twisting; pocket corners for stress; and the fabric surface for pilling, especially at the thighs and underarms.
What to look for
| Check | Acceptable | Raise with the supplier |
|---|---|---|
| Shrinkage | Slight, does not change fit | Noticeable in length or waist; a size difference |
| Colour | Matches reference closely | Visible fading, patchy or shade shift |
| Embroidery | Flat, clean edges | Puckering, gaps, thread pulling |
| Seams | Straight, intact | Twisting legs, open seams |
| Surface | Smooth | Pilling or fuzzing after a few washes |
| Waistband | Elastic recovers | Elastic loose or rippled |
If the supplier has formal test results for colourfastness, shrinkage or any antimicrobial or fluid-repellent finish, ask for the documentation and keep it with your approval file. Your own wash test complements those results; it does not replace them.
What else to check before you approve
Colour in the real environment
Look at the sample under your clinic lighting as well as daylight. Colours can read differently under warm or cool lights, and next to your reception signage or wall colours. If you are colour coding by role, line up the samples for each role together to make sure they are clearly distinct.
Fit across the team
Check that the size chart makes sense for your people. A multinational team may include staff who usually buy in different sizing systems, so measuring people against the actual chart is safer than asking for their usual size. The scrubs size guide covers building the size breakdown.
Names and spelling
Check every embroidered detail on the sample letter by letter: the logo, the name style, any role title. If you are embroidering Arabic and English names, have a native reader check the Arabic before approval.
Practicalities
- Do pockets hold a phone, pens, scissors and a notepad without sagging?
- Do labels or size markings work for your laundry sorting?
- Is the fabric opaque enough in lighter colours?
- Do matching caps, if ordered, use the same fabric and colour?
Writing the approval
An approval should be specific enough that anyone could compare the bulk against it.
Sign the spec, not just the garment
Approve in writing, referring to the spec sheet: fabric, colour reference, size chart, embroidery size and position, and any changes you requested. If you asked for changes, for example moving a pocket, shortening a tunic or changing a thread colour, ask for a revised sample or at least a photo of the corrected piece before bulk goes ahead.
Keep a sealed reference
Label one approved sample with the date and order details and keep it unwashed in a bag. This becomes the standard for checking the bulk delivery and future reorders.
Check the bulk against it
When the order arrives, open a few pieces from different cartons and compare them with the reference sample: colour, measurements, embroidery and labels. Do this before distributing to staff, while it is still easy to raise an issue.
A quick sample approval checklist
- Sample in the exact fabric and colour
- Logo and a staff name embroidered as for bulk
- At least two or three sizes, including the extremes of your range
- Written spec received
- Worn by three to six staff for several full shifts
- Feedback forms collected and compared
- Five washes on your real laundry cycle
- Measurements and colour checked after washing
- Test documentation requested for any special finishes
- Colour checked under clinic lighting and against other roles
- All spelling checked, including Arabic
- Changes confirmed on a revised sample or photo
- Written approval referencing the spec
- One reference piece kept unwashed
Ready to test a sample?
MISHAREN makes scrubs to order at its own unit in Konni, Kerala, India, so you can approve a sample in your own fabric, colour and branding before committing to the bulk, and reorder later against the same reference. If you would like a sample for your team, see our medical scrubs page or contact us for a quotation.