1. Write a role-wise garment specification
List production, maintenance, stores, dispatch and supervisory teams separately. Confirm the shirt and trouser design for each role, including sleeve length, pockets, fastenings and any colour panels. A drawing or approved sample is more useful than an instruction such as “same as last time”.
- State shirt and trouser quantities separately.
- Record garment colour and fabric reference.
- Specify pocket and fastening details.
- Identify any approved supervisor variation.
2. Match samples to the job
Ask staff to assess the sample during normal movement, including reaching and bending. Check that the fit and details suit the work area. Share the intended laundry method and compare the sample after washing.
If a task requires flame resistance, high visibility, chemical protection or another protective property, specify it separately with the responsible workplace team. Ordinary work shirts and trousers should not be described as certified protective clothing without the corresponding evidence.
3. Build and approve a size-wise order
Collect upper and lower sizes separately using the selected supplier’s chart. Record special measurements clearly and nominate one person to approve the final sheet.
For example, 30 staff receiving two shirts each require 60 shirts. If each person receives one trouser, the trouser requirement is 30. Do not use the total staff count as the quantity for every article.
4. Keep branding and replacement details together
Approve the logo method, artwork, colours, dimensions and placement on the selected fabric. Include garment, branding, taxes and delivery in the quotation comparison.
Retain the article code, sample approval, size sheet and artwork for repeat orders. Record new joiners and replacement needs independently, then confirm the applicable minimum quantity and current fabric availability with the supplier.
- Department and article quantities.
- Approved fabric, colour and construction.
- Size breakdown and sample sign-off.
- Logo specification and required date.
Common questions
Can supervisors have a different colour panel?
Include that variation as a separate approved specification with its own quantity and size breakdown. Confirm the design and available fabric shades before production.
Should shirt and trouser sizes be collected separately?
Yes. A shirt size does not identify the correct trouser size. Use the selected garment size chart for each article.
Can ordinary industrial uniforms be used as protective clothing?
Only select garments against the workplace’s stated requirements. Confirm any required protective performance and certification separately.