One New Staff Joins… Why Is Getting One Uniform So Hard?
Ordering 200 uniforms can sometimes be easier than ordering two. The problem usually has less to do with the new employee and more to do with decisions made during the original order.
One new employee starts.
HR needs two company polos.
It sounds simple.
Then someone asks: “Which polo did we order last time?”
Nobody remembers the model code.
The person who handled the original order has left.
Someone finds an old invoice, but it only says “navy polo”.
The current supplier has three navy polos.
They all look slightly different.
New Employee Joins
Two shirts are needed.
Original Specification Is Missing
No model code, colour name or size chart can be found.
Replacement Options Look Similar
But collar, fabric and colour are not exactly the same.
A Two-Shirt Order Becomes a Project
Samples, artwork, sizing and approval all have to be checked again.
The problem is not ordering one uniform. The problem is recreating an old decision nobody recorded properly.
First Problem: Nobody Knows What Shirt You Bought
“Blue polo” is not a useful uniform specification.
A proper record should include:
- Brand
- Model code
- Official colour name
- Fabric
- Size chart
- Logo dimensions
- Logo placement
- Embroidery or printing method
| Bad Record | Useful Record |
|---|---|
| Blue polo | Brand + model + official colour |
| Company logo | Artwork file + exact dimensions |
| Chest embroidery | Left chest + recorded placement |
| Size M | Size M based on saved model size chart |
Then Comes the Size Problem
The new employee says they normally wear size L.
That still does not tell you which uniform size they need.
A size L from one garment can fit differently from another model.
This becomes especially awkward if:
- The original size chart is missing
- The old model has been replaced
- The new employee needs an extended size
- The company changed suppliers
Use the Actual Size Chart
Compare body or garment measurements with the same model used by the team.
“I Usually Wear L”
Familiar size labels can still fit differently across brands and garment cuts.
The Model Exists…But the Size Is Out of Stock
This is another normal scenario.
The garment itself has not been discontinued.
Your exact size or colour is simply unavailable when the employee joins.
Now you have choices:
- Wait for restock
- Use existing spare stock
- Issue a temporary alternative
- Change to another model
The last option should not be taken lightly if the new shirt will be worn beside existing uniforms.
Custom-Made Uniform? The Problem Gets Bigger
Imagine your current polo was produced specifically for the company.
It uses:
- Custom fabric colour
- Special side panels
- Custom collar trim
- Company-specific construction
Reproducing two pieces may not be economical or even practical.
That custom design may have worked perfectly for the original 200-piece order but badly for future onboarding.
Why 200 Pieces Can Be Easier Than 2
| Original Order | New Staff Order |
|---|---|
| Large planned quantity | Very small quantity |
| Artwork already being prepared | Old artwork must be located |
| All sizes ordered together | One specific size needed immediately |
| MOQ easy to reach | MOQ can become a problem |
| Whole team receives same batch | New shirt must match older stock |
Should You Keep Spare Uniforms for New Staff?
Usually some spare stock is useful.
But buying twenty pieces of every size is not automatically smart.
Spare stock should reflect:
- Hiring frequency
- Staff turnover
- Typical size distribution
- Uniform replacement frequency
- How easy the garment is to reorder
The aim is to reduce waiting without filling a storeroom with sizes nobody uses.
Spare stock should solve onboarding problems, not create dead inventory.
A Better Uniform System Makes New Hires Boring
That is actually the goal.
When someone joins, issuing a uniform should not require redesign, investigation or management approval.
Brand, model code, colour and fabric.
Current size chart and available size range.
Artwork file, dimensions, method and placement.
Current supplier and last order reference.
Current quantities by size.
Then the New Employee Process Becomes Simple
Confirm Role
Which uniform system applies?
Confirm Size
Use the correct model's chart.
Check Spare Stock
Issue existing stock if available.
Reorder the Exact Specification
No guessing and no redesign.
The Real Fix Happens Before the New Employee Arrives
One new staff member should not expose the entire uniform system.
Record the garment.
Save the size chart.
Keep the artwork.
Plan reorders before approving highly custom designs.
Then getting two shirts becomes what it should have been from the beginning: a routine purchase.
Can You Order One Uniform Tomorrow?
| Do You Know This? | Status |
|---|---|
| Current garment brand and model | If no, record it now |
| Official colour | If no, do not rely on “navy” or “blue” |
| Current size chart | Keep a copy |
| Logo artwork and dimensions | Store the production file |
| Current spare stock | Track by size |
| How small reorders work | Confirm before the next hire |
Frequently Asked Questions
Should companies keep spare uniforms for new staff?
Keeping some spare stock can reduce onboarding delays, especially for companies that hire regularly. The quantity should reflect hiring patterns and typical staff sizes.
Why is it difficult to order only one or two custom uniforms?
Highly custom garments can require fabric, cutting and production setup that is impractical for very small quantities.
What uniform information should HR keep?
Keep the garment brand, model code, official colour, size chart, artwork files, logo dimensions, branding method and supplier details.
Can we use a similar shirt for one new employee?
You can, but compare colour, fabric, collar, cut and logo placement. A shirt that looks similar alone may look noticeably different beside the existing team.
What if the employee needs a size we never ordered before?
Check whether the existing model supports that size. If not, a compatible alternative may be needed, which should be compared carefully with the current uniform.
Need Uniforms for New Staff?
Send us your existing model, size requirements or a photo of the current uniform. We can help you identify a suitable reorder or replacement.
Reorder Staff Uniforms