Almost every buyer enquiry includes the same three questions in different words: 'What is your minimum?' (MOQ), 'How long until I get my order?' (lead time), and 'Can I see something first?' (sample). The answers are not single numbers — they depend on style, fabric, decoration and order structure. This article unpacks each.
MOQ — what it actually means
Vanta Workwear's working MOQ is 100 pieces per style, per color, per design. Common variations on the MOQ math:
- Multiple sizes count toward a single MOQ: A 100-pc polo MOQ can span sizes XS through 4XL in any distribution.
- Multiple colors do NOT combine: 100 navy + 100 charcoal = 200 pcs, not 100. Each color triggers a separate dye run.
- Multiple styles do NOT combine: 50 polo + 50 t-shirt = below MOQ on both. Either 100 polo + 100 t-shirt, or combine to a single style.
- Specialty fabric raises MOQ: FR meta-aramid, surgical OR-grade, anti-static ESD typically need 200-300 pcs MOQ to justify fabric setup.
Lead time — the four-stage clock
Lead time from confirmed PO to shipped container has four stages. Skipping a stage is impossible; compressing each is negotiable.
| Stage | Days (typical) | What happens |
|---|---|---|
| 1. Sampling + buyer approval | 14-21 | Fit sample in final fabric, color and decoration. Two rounds is normal. |
| 2. Fabric and trim procurement | 10-21 | Mill fabric run, dye lot, trim sourcing. Hi-vis and FR fabrics extend this. |
| 3. Bulk production | 20-35 | Cut, sew, decorate, finish, pack. Depends on order size. |
| 4. Pre-shipment AQL inspection | 3-5 | Lot inspection at AQL 2.5 (or buyer-specified). |
Total: 35-50 days from confirmed PO for standard workwear, 50-70 days for FR or specialty programs. Repeat orders against an established spec (sampling already complete) ship in 25-35 days.
Sample process — three sample types
- Catalogue sample: Existing in-stock workwear in your size — illustrative only, NOT in your color or decoration. Free, shipped FedEx/DHL at your account number.
- Fit sample: Your spec, your size, your fabric — but generic color and no decoration. $50-150 per sample. 7-10 days production + shipping.
- Pre-production sample (PPS): Final spec, final fabric, final color, final decoration. $100-300 per sample. 10-14 days. Signed off before bulk production cuts.
For first-time programs, plan for 2 rounds of sample exchange before bulk production: a fit sample, then a PPS once fit is approved. For repeat orders against an established spec, sampling is usually skipped.
Reorder cycles — built into program structure
Workwear programs are not one-time orders. Plan the reorder cycle from day one. Common patterns:
- Quarterly drop: 90-day cycle, common for logistics and high-turnover crew
- Semi-annual: 6-month cycle, common for hospitality and corporate
- Annual contract: 12-month cycle with multiple shipping windows, common for construction and oil & gas
- Just-in-time replacement: Spec held on file, individual store/site orders 50-200 pcs at a time
Planning your uniform program timeline?
Tell us your crew size and ideal go-live date — we will lay out a workback timeline with sample milestones and a delivered-cost estimate within three business days.
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