A 40-person workwear order can quickly become expensive if half the team find their garments too tight, too long or impractical for the job. Knowing how to plan staff sizing is not simply about collecting a list of small, medium and large. It is about choosing garments that suit the work, allowing for real differences in fit, and creating a process that keeps your order accurate from the first quote to final issue.
For businesses, schools, clubs and event organisers, good sizing planning protects both budget and presentation. It reduces avoidable exchanges, helps employees feel comfortable through a full shift, and ensures branded clothing looks as professional in practice as it did in the catalogue.
Start with the job, not the size chart
Before asking anyone for a size, decide what the garment needs to do. A fitted corporate shirt, a heavyweight hoodie for site teams and a breathable sports polo will all fit and behave differently, even when their labels show the same size.
Consider the working environment first. Teams working outdoors may need room for base layers or fleeces beneath a jacket. Hospitality staff may prioritise a smarter cut and freedom of movement. Tradespeople need durable garments that allow bending, reaching and lifting without riding up. For schools and sports clubs, ease of washing and an accommodating fit are often just as important as appearance.
The garment’s intended wearer also matters. A unisex sweatshirt may be a practical option for some teams, but it will not always provide the best fit across a mixed workforce. Where presentation and day-long comfort are important, offering ladies’ and men’s fit options can make a noticeable difference. The right approach depends on the role, the garment and the people wearing it.
How to plan staff sizing before you place an order
The most reliable method is to use the supplier’s garment-specific size guide, then give staff a clear way to check their selection. Avoid assuming that a medium in one brand is the same as a medium in another. Measurements, cuts and fabric stretch vary considerably between ranges.
Ask your supplier for the exact chest, waist, inside-leg or body measurements relevant to the garment. Explain whether the measurements refer to the wearer’s body or the finished garment. This point prevents a great deal of confusion. A finished garment chest measurement needs enough allowance for movement and, where appropriate, layers underneath.
Where the order is significant, sample sizing is usually worth arranging. A fit set allows employees to try on representative sizes before the main order is decorated. It is particularly useful for jackets, trousers, fitted shirts, coveralls and premium teamwear, where a poor fit is harder to manage after branding has been applied.
A simple staff sizing form should record the wearer’s name, department, garment style, selected size and any relevant fit notes. Keep it specific. “Polo shirt – ladies’ fit – 14” is far more useful than “medium”. If people are choosing trousers, record waist and leg length separately. If a jacket must fit over a hoodie, state that on the form so the wearer does not choose based on a lighter garment alone.
Build sensible allowance into the numbers
Ordering exactly one item in every stated size may look efficient, but it leaves no room for new starters, replacement needs or genuine fitting issues. A small contingency is sensible, especially for roles with regular recruitment or high wear-and-tear.
The amount of spare stock depends on your circumstances. A stable office team may only need a small number of additional garments in commonly requested sizes. A construction, logistics or hospitality operation with staff turnover may benefit from holding a wider range. Event clothing is different again: if garments are date-specific or heavily branded, unused stock can be difficult to repurpose.
Look at previous orders if you have them. They provide a more useful starting point than national averages because they reflect your own workforce. Note the sizes that were exchanged, the garments that wore out first and the questions staff raised. Over time, this creates a practical sizing profile for your organisation.
For a first order, it can help to include a modest stock buffer in the most likely sizes rather than ordering equal quantities across the full range. Do this carefully, however. Size distributions vary by team, sector and garment cut, so broad assumptions should never replace confirmed staff choices.
Do not overlook fit after decoration
Branding and sizing need to be planned together. Large chest prints, back prints, embroidered logos and name personalisation all affect what can be changed later. Once a garment has been decorated, it may no longer be suitable for return or resale.
Choose the branding method with the garment and use case in mind. Embroidery gives a durable, professional finish on polos, fleeces, jackets and many workwear items, but it can add weight and stiffness in the embroidered area. Screen printing and transfers can suit larger designs and event garments, while sublimation is often effective for all-over sportswear designs. The correct option depends on fabric, logo detail, quantity and expected wear.
Placement also matters. A large logo on a small polo may look crowded, while a left-chest embroidery that works well on a 2XL garment can appear oversized on a smaller size. Providing your logo and confirming its intended position early allows the decoration to be scaled appropriately across the order.
If staff names, job titles or individual numbers are required, confirm spellings alongside sizing information before production begins. This keeps the approval stage organised and avoids costly remakes.
Make the process easy for staff and managers
People are more likely to submit accurate sizes when instructions are straightforward. Give them a deadline, the relevant size guide, and a named contact for questions. Explain whether garments are intended to be close-fitting, regular fit or worn over other layers. A brief fitting session can be more effective than several follow-up emails for larger teams.
Managers should review the completed list before placing the order. Check for missing sizes, unusual selections, duplicated names and mismatches between garment styles. It is also worth confirming that everyone who needs PPE-compatible or weather-specific clothing has been included. A branded softshell may look the part, but it is not a substitute for certified hi-vis or protective clothing where the role requires it.
Keep one approved master record for the order. Separate email chains and amended spreadsheets are a common source of errors. The final record should show garment codes, colours, sizes, quantities, decoration details and wearer allocations. This gives procurement teams a clear audit trail and makes reordering much easier.
Choose consistency without forcing one garment on everyone
A coordinated look does not require every employee to wear the identical garment. In fact, forcing one cut or fabric across every role can create discomfort and reduce the chance that workwear will be worn properly.
You can maintain a consistent brand appearance through a defined colour palette, logo placement and decoration standard while allowing practical variation. For example, office staff may wear embroidered shirts and knitwear, customer-facing teams may use polos and softshells, while site teams require heavier workwear and safetywear. The branding remains recognisable, but each group has clothing suited to its day.
This is where experienced guidance is valuable. At John Roberts Associates, garment choice, fit and decoration can be considered together, helping organisations avoid selecting a product that looks suitable on screen but is less effective once issued to staff.
A well-planned sizing order gives people clothing they can work in with confidence. Take time to test the garments, collect clear information and allow for the realities of your team. The result is not just fewer exchanges, but workwear that supports comfort, safety and a consistently professional brand presence.