Short answer
Good uniform size planning means using one supplier size chart, collecting sizes from every employee against garment measurements rather than habit, totalling quantities per garment and size, and adding a spares allowance for exchanges and new joiners. A try-on size set reduces wrong sizes more than any other single step.
A buyer or HR coordinator who needs to collect sizes for a uniform order and work out how many of each size to order.
Why uniform sizing goes wrong
Size labels are not standard between brands or garment types. A medium polo from one range can measure quite differently from a medium in another, and shirts may be sized by collar measurement rather than by letter. When staff choose the size they usually buy in retail, the result is a share of garments that do not fit, followed by exchanges, small reorders and staff wearing uniforms that look untidy.
- Staff guess their size from habit rather than measuring
- The size chart used for collection is not the one for the garment being ordered
- Men's and women's fits are mixed up, or a unisex fit is assumed to suit everyone
- Sizes are collected late, so the order is finalised with gaps filled by guesswork
- Nobody plans for new joiners, so the first reorder arrives within weeks
Start with the right size chart
Ask the supplier for the size chart of the exact garment you will order, showing garment measurements (the finished garment laid flat) and, where available, the body measurements each size is intended for. The two are different: garment measurements include ease, the extra room that allows movement.
| Garment | Main measurements | Notes |
|---|---|---|
| Polo shirts and T-shirts | Chest width, body length, sleeve length | Check body length if shirts will be tucked in |
| Corporate shirts | Collar, chest, sleeve length | Some ranges are sized by collar, others by letter |
| Trousers | Waist, hip, inside leg | Ask whether hemming is possible for length |
| Jackets and hoodies | Chest, sleeve length, body length | Allow room for layering over a shirt |
| Medical scrubs | Chest, waist, hip, inside leg | Top and trouser sizes are often different |
| Chef coats | Chest, sleeve length | Allow for movement and heat in kitchens |
Our size guide explains how to take each measurement. Share it with staff together with the supplier's chart.
How to collect sizes from staff
Options, from least to most accurate
| Method | Accuracy | Effort | Best used when |
|---|---|---|---|
| Staff self-report their usual size | Low | Low | Rarely advisable, except for very small orders of forgiving garments |
| Staff measure themselves against the chart | Medium | Medium | Staff are spread across sites and a size set cannot travel |
| Try-on using a size set | High | Medium | Most corporate orders, especially for fitted shirts and trousers |
| Measured by a coordinator | High | High | Fitted or tailored garments, or roles with strict presentation standards |
A practical collection process
- Obtain the supplier's size chart for every garment in the order.
- Request a size set (one sample of each size) for try-on, where the supplier can provide one.
- Prepare a simple form or spreadsheet: employee name or ID, department, role, fit (men's or women's), and size per garment.
- Name one coordinator per department or site and give them a deadline.
- Hold a try-on session, or send measuring instructions to remote staff.
- Check returns for obvious errors, such as a trouser waist that does not match the shirt size pattern, and confirm with the employee.
- Freeze the size list and send the totals to the supplier in writing.
Plan quantities per size
Once sizes are collected, build a quantity table per garment, per colour, per size. The table below shows the structure, using variables rather than real figures.
| Size | Staff needing this size | Pieces per person | Spares | Order quantity |
|---|---|---|---|---|
| S | a | n | s1 | (a × n) + s1 |
| M | b | n | s2 | (b × n) + s2 |
| L | c | n | s3 | (c × n) + s3 |
| XL | d | n | s4 | (d × n) + s4 |
| Larger sizes | e | n | s5 | (e × n) + s5 |
Pieces per person depends on shift patterns and laundering. A team that launders at home and works five days a week typically needs more pieces per person than a team using a daily laundry service. Decide this before totalling, and apply it consistently.
Larger and extended sizes deserve attention. Some ranges stop at a certain size or charge more for larger sizes, and these employees are often the ones left waiting. Check availability at quotation.
Spares, exchanges and new joiners
Spares cover three needs: exchanges when a size turns out wrong, replacements for damaged or lost garments, and new joiners before the next reorder. There is no universal percentage. Base the allowance on your own staff turnover, hiring plans and how far the next reorder is.
- Weight spares towards the sizes most frequently requested
- Hold a few pieces in the sizes either side of the most common ones for exchanges
- Account for planned hiring, such as a new branch or seasonal staff
- Decide where spares are stored and who issues them
- Record every issue, so reorders reflect real demand
Illustrative example (not a customer case): an organisation with steady hiring keeps a small stock of spares in its most common sizes at head office. When a new employee starts, they are issued from stock on day one, and the stock is replenished in the next scheduled reorder rather than with a rushed single-piece order.
For reorders, keep the approved sample and written specification, and ask the supplier whether the same garment and colour are expected to remain available. The ordering guide for 50, 100 or 500 uniforms covers reorder planning by quantity.
Fit considerations for UAE workplaces
- Climate: in hot conditions, staff often prefer a slightly relaxed fit for airflow. Check that the chosen fabric does not cling. See choosing fabrics for UAE weather.
- Air-conditioned interiors: office and retail staff may need room to layer a jacket or knit over a shirt.
- Movement: warehouse, kitchen and site staff need sleeve and shoulder room; tight fits restrict work and wear out faster.
- Modest wear: longer body lengths, longer sleeves or looser cuts may be required for some roles or preferences. Discuss options at quotation.
- Shrinkage: cotton-rich garments may shrink slightly after washing. Ask the supplier about expected shrinkage and follow the care label.
Product pages such as custom polo shirts, corporate shirts and work trousers list the fits and size ranges we can discuss, with sizes confirmed at quotation.
Frequently asked questions
Can staff just tell us their usual size?
It is quick but unreliable, because size labels vary between brands and garment types. Ask staff to measure against the supplier's size chart for the specific garment, or better, try on a size set.
Can we get a size set to try on before ordering?
Many suppliers can provide a size set for try-on, sometimes with conditions such as a deposit or return deadline. Ask at quotation whether one is available for the garments you are considering.
How many spare uniforms should we order?
There is no fixed rule. Base it on staff turnover, planned hiring and how long until the next reorder, and weight spares towards your most common sizes.
Should men's and women's uniforms be sized separately?
Usually yes. Women's fits differ in shoulder width, chest shaping and body length. A unisex fit can work for relaxed garments such as T-shirts, but fitted shirts and trousers generally need separate men's and women's sizing.
What if an employee's size is between two sizes?
Compare their measurements with the garment measurements and consider how the garment will be worn. For uniforms worn in heat or for active work, the larger size is often more comfortable. A try-on resolves most of these cases.