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A uniform order can look straightforward until the size breakdown arrives. Staff uniform sizing affects comfort, appearance, safety and cost, so it needs more than a quick guess based on standard clothing sizes. A polo shirt that fits well for a front-of-house team may not suit a warehouse operative wearing layers underneath, while a hi-vis jacket that is too close-fitting can restrict movement on site.

For businesses ordering branded workwear in small to mid-sized quantities, the aim is simple: give each member of staff a garment they will wear comfortably, while avoiding avoidable exchanges, delays and surplus stock. A clear sizing process before artwork is approved or production begins will make the whole order easier to manage.

Why staff uniform sizing needs planning

Workwear is not always cut like high-street clothing. One manufacturer’s medium can differ noticeably from another, and garments designed for work can have a more generous, more fitted or more practical cut depending on their purpose. A softshell jacket, for example, may sit closer to the body than a fleece. A heavyweight hoodie may feel roomier than a standard sweatshirt in the same labelled size.

Staff also wear uniforms in different ways. Some need room for base layers, jumpers or protective clothing. Others work in customer-facing roles where a neater fit is preferred. If the uniform is being worn for long shifts, comfort matters as much as presentation. A garment that looks correct when tried on briefly may feel restrictive after a full day of lifting, driving, standing or travelling between sites.

Sizing also has a direct effect on budget control. Ordering too many spare garments in popular sizes can tie up funds and leave unused stock. Ordering no contingency at all can mean a second, smaller production run when a new starter joins or a size has been selected incorrectly. The right balance depends on team turnover, the type of work and how quickly uniform is normally needed.

Start with the actual garment size guide

The product size guide should be the starting point for every order. Do not assume that a staff member who wears a large in one brand will require a large in every polo, jacket or hi-vis waistcoat. Check the measurements supplied for the exact garment range being considered.

For upper-body garments, the key measurement is usually chest size. For trousers and shorts, waist and leg length will usually be required. Some products state finished garment measurements, while others give the recommended body measurement. These are not interchangeable, so confirm which is being shown before asking staff to choose.

A finished chest measurement is the width or circumference of the garment itself. It needs to include enough ease for movement and layers. A body measurement is the wearer’s measurement and is matched to the manufacturer’s recommended size range. If there is any uncertainty, asking staff to measure a garment they already wear comfortably can be more reliable than relying on their usual retail size.

Compare fit, not just the label

Look for fit information alongside the size range. Terms such as regular fit, fitted, classic fit and relaxed fit are useful, but they are not a substitute for measurements. A fitted polo can be suitable for office, hospitality or reception teams, but may be less practical for active roles. A regular-fit sweatshirt gives greater flexibility for varied teams and layering.

Consider whether the range is unisex, men’s, women’s or available in several cuts. A unisex garment can simplify ordering and create a consistent look, particularly for event staff or short-term teams. However, offering alternative fits can improve comfort and reduce the need for staff to size up or down simply to get the right shape.

Collect sizes in a consistent way

The most effective approach is to issue a simple size collection sheet or form with the selected garment name, colour, fit and manufacturer size guide. Staff should not be asked only for ‘small, medium or large’ without knowing which product they are selecting. Include the intended use too, such as whether the jacket will be worn over a hoodie or whether the polo will be worn as a single layer.

For larger teams, allocate one person to check the returns before the order is placed. This is particularly useful where a manager is collecting information from several locations or shifts. It prevents duplicates, missing staff names and vague entries such as ‘probably XL’ from reaching the final order stage.

Where practical, provide sample garments for staff to try. This is the most reliable option for a new uniform programme, a change of supplier or a garment with a different cut from the previous range. Samples can be passed between departments or kept at a central workplace for fitting sessions. The small amount of organisation involved usually costs less than correcting a large order after production.

If samples are not possible, use the size guide and ask staff to measure a comparable garment they already own. Measurements should be taken flat across the chest, from armpit to armpit, then doubled where required. This gives a better basis for comparison than asking someone to estimate a chest measurement from memory.

Allow for layers, movement and the job itself

The correct size depends on the work being done. Outdoor staff may wear a polo, fleece and waterproof at the same time during colder months. In this case, the outer layer needs enough room to move freely without being excessively loose. A jacket ordered only for a T-shirt may be too restrictive once winter layers are added.

For trades, logistics and facilities teams, think about reaching, bending, lifting and driving. Sleeves should not pull up sharply when arms are raised, and body length should provide reasonable coverage when bending. A hi-vis vest should sit comfortably over existing workwear and should not be selected as though it will be worn directly against the body.

For office, retail and event teams, presentation can carry more weight, but comfort still affects whether the uniform is worn properly. If staff are expected to wear branded shirts or fitted polos for full shifts, include enough options for different body shapes rather than forcing a single cut across the whole team.

Check how branding changes the garment

Print and embroidery do not usually change the stated size, but they can affect how a garment feels. Large rear prints cover more fabric and may make a lightweight T-shirt feel less flexible across the back. Dense embroidery on the chest can create a firmer area, particularly on thinner polos, fleeces and softshells.

This does not mean avoiding branded workwear. It means matching the decoration method and placement to the garment and job. A standard left-chest embroidered logo is a practical choice for many uniforms. Larger prints can work well for teams who need strong visibility, such as event crews, delivery staff or site workers.

Keep logo placement consistent across sizes. A chest logo should remain in a sensible position on a small polo as well as a 4XL jacket. This is one reason to confirm the full size breakdown early, rather than adding unusual sizes after artwork and production details have been agreed.

Build sensible contingency into the order

A few spare garments can save time when a new starter joins, a garment is damaged or an original size does not work out. The right spare quantity depends on the team. A stable office of eight people may only need one or two contingency items. A growing trade business with frequent starters may benefit from holding more of its most commonly issued sizes.

Choose spare sizes based on existing staff data rather than assumptions. Review previous orders if available. For a new team, ask the manager to identify likely requirements, but avoid ordering a full spread of every possible size unless there is a clear need. Spare stock is useful only when it is likely to be used.

It can also be sensible to keep undecorated stock for urgent needs, especially when staff turnover is high. This option will not suit every brand policy, but it can provide a temporary uniform solution while an individual named or fully branded garment is produced.

Avoid the common causes of incorrect orders

Most sizing problems come from rushed information rather than unusual body shapes. The first common mistake is using a generic chart for a different garment. The second is treating labels as universal across brands. The third is forgetting to account for layering, especially with jackets and safetywear.

Another issue is ordering one size for every item. A staff member may need a medium polo, a large fleece for layering and a regular-fit trouser in a different waist size. Record each item separately. It creates a more accurate order and avoids the assumption that a person has one uniform size.

Finally, do not leave size confirmation until after the design stage has been signed off. Size availability can vary by colour, fit and garment range. Confirming requirements early gives time to switch products if a needed size is unavailable or if a better-suited range is identified.

Make the final check before production

Before placing the order, review the garment name, colour, fit, individual sizes, quantities and branding positions together. Check that every staff member has been included, that duplicate names have been resolved and that spare stock is clearly separated from named allocations. For hi-vis workwear, also confirm that the selected product is suitable for the required working environment and any relevant safety specification.

Subprint Solutions can help businesses bring garment selection, logo decoration and size breakdowns into one order, but accurate staff information remains the foundation of a successful result. Take the time to measure, compare the exact size guide and plan for real working conditions. It is the simplest way to issue uniforms that staff are comfortable wearing from their first shift.