The easiest way to switch school uniform providers
Switching school uniform providers doesn’t need to be complicated. A helpful new provider will work with you to make the process as easy as possible.
Right off the bat, your potential new school uniform provider should make communicating with them simple and stress-free. If not, that’s a red flag. Good suppliers will make it straightforward to switch school uniform providers.
When to switch school uniform providers
Don’t make parents buy new school uniform in the middle of a term. Give them plenty of notice that there’ll be new uniform so they can get their money’s worth of the current one.
You’ll have a contract with your existing supplier – read up on what notice period is required. Its courtesy (and sometimes necessary) to give them a year’s notice. Again, this gives parents value for money on any uniform they’ve already bought. A year will also allow any stock already created to be purchased and avoid stock write-offs.
Notification of the switch a year in advance gives ample time for the new supplier to manufacture your new garments too. It’s ideal to have new uniform ready a term in advance. For example, in May ready for when parents start uniform shopping for the next year back at school.
How to switch school uniform providers
- Involve the school’s community
First thing’s first, let the parents know what you’re going to do. To uphold trust and respect between the school and parents, handle the change with transparency.
Better yet, involve the school community in the decision-making process to ensure a positive transition. They’ll appreciate the heads up and get to have their say in their child’s education.
Continue to communicate with relevant stakeholders, including school staff, stores and students. Gather feedback on your planned change and address any concerns or preferences.
However, be careful with how you structure the decision-making process. Keep meetings and letters clear and concise to avoid overcomplicating the process. You don’t want matters getting out of hand and delaying the process.
Remember that current providers and new providers need time to sell old stock and produce new stock, which could mean your new uniform won’t be introduced for another two years. So, these conversations may be taking place with parents who will no longer have children that go to your school. Encourage first year parents to get involved too.
- Ensure you’ve chosen a good new school uniform provider
Make sure you’ve done further research into the providers available.
Check which schools they already supply so that you can be sure of the standard they’re used to dealing with.
When securing a new deal, consider factors such as quality, pricing, delivery time, ethical sourcing, customer service, and customer reviews. Some providers even go the extra mile by helping with work experience opportunities and providing links with the business community.
You’ll also want to check the new provider can comply with your current uniform regulations and dress code standards. If not, are you willing to adapt your policies?
When working with your new supplier in advance, ensure they can provide you with swatches and samples. You can then do your own quality check ensuring it’s up to your standards.
This final point may sound obvious but ensure the new provider complies with any relevant regulations and standards. Ask for proof!
- Consult your current contract
On to the legalities. Take a look at the terms of your contract with your existing provider. Read up on what notice period is required.
Take note of any notice periods, termination clauses, or financial implications associated with ending the contract.
If it becomes confusing at any point, your provider should be happy to explain the cancelling process with you in a clear and transparent way.
Once you’re satisfied, notify your current provider in accordance with the terms of the existing contract. Clearly communicate the reasons for the change and the timeline for transition.
As mentioned earlier, it may make more financial and sustainable sense to agree a period in which current stock can be sold.
- Update the school community
Plan multiple methods of communication to inform all stakeholders and parents about the change.
Use a variety of channels such as newsletters, the school website, social media and meetings to keep everyone informed about the new uniform arrangements.
To help parents make the most of the uniform they’ve already bought, keep them informed well in advance of the switchover. Allow for a transition period during which both the old and new uniforms are accepted. This helps students and parents make a gradual switch without unnecessary financial burden.
A lengthy notice period to stockists will also ensure stock already manufactured by your old supplier isn’t wasted.
You’ll also need to establish a smooth process for ordering the new uniforms. Provide clear instructions on how parents and students can purchase their child’s updated attire.
Conclusion
Switching school uniform providers is a process that can take up to two years. But it’s not as big a job as it seems. Actioning these five simple steps will get the ball rolling. Plus, working with the new provider should make the transition simple, smooth and hassle free.
Keep in mind that the specific steps may vary based on the school’s unique circumstances and any contractual obligations with the current uniform provider.
