Ordering branded workwear for a whole crew should not mean guessing who needs a medium, chasing people for answers or dealing with a pile of exchanges later. This team sizing guide helps UK businesses gather the right information before ordering, choose garments that suit the job and leave enough flexibility for new starters.
Uniform sizing matters because workwear has to do more than look consistent. A polo shirt that pulls across the shoulders is uncomfortable on a long shift. Hi-vis that is too loose can catch on equipment, while a tight softshell can restrict movement. For customer-facing teams, poorly fitting uniforms can also undermine the professional appearance you are trying to create.
Team sizing guide: start with the garment, not the label
A size label is only useful when it relates to a specific garment. A person who wears a large T-shirt on a weekend may prefer an extra-large work polo for movement, layering or a relaxed fit. Sizing also varies between brands and garment styles, particularly for fitted ladies' garments, insulated jackets and work trousers.
Choose the garments first, then use the relevant size chart for each item. This is especially important if your order includes a mix of polos, hoodies, fleeces, jackets and trousers. Do not assume that a medium is identical across every product.
For most teams, chest measurement is the best starting point for tops and outerwear. Measure around the fullest part of the chest, keeping the tape level and comfortable rather than pulled tight. For trousers, use the waist measurement and check the available leg lengths. Where a garment has a shaped or fitted cut, encourage staff to check the supplier's individual size guide rather than selecting their usual high-street size.
It is often more useful to ask, “How do you need this to fit for work?” than simply, “What size are you?” A catering team working in warm kitchens may prefer lighter, closer-fitting polos. A facilities or trade team wearing layers underneath a jacket may need extra room through the chest and arms.
Collect sizes in one clear format
The quickest way to create confusion is to gather sizes through separate text messages, verbal requests and handwritten notes. Use one simple form or spreadsheet with each employee's name, job role, garment choice, colour and size. If people are selecting more than one item, give every garment its own column.
Ask staff to review their own entry before the order is placed. This makes it clear that the final size selection has been checked by the wearer, while leaving the manager in control of the overall order.
For a straightforward workwear order, record these details:
- Employee name and role
- Garment type, colour and size
- Quantity needed for each garment
- Trouser waist and leg length where required
- Any role-specific requirement, such as hi-vis class, waterproof protection or chefwear
Account for movement, layers and the working environment
Good sizing is not only about body measurements. It is about how the wearer moves through a shift. Someone lifting materials, driving between jobs or reaching above shoulder height needs a different fit from someone standing behind a counter.
For active trade teams, avoid sizing too closely in garments worn on the upper body. A polo or sweatshirt should allow comfortable reach without riding up excessively. Work trousers should provide room to kneel, climb steps and carry tools, particularly when pockets are in use.
Outerwear needs the most thought. A fleece worn as a mid-layer can fit closer to the body. A softshell or waterproof jacket usually needs enough space for a polo, sweatshirt or hoodie underneath. If staff work outdoors all year, ask whether they will wear the garment over winter layers before finalising sizes.
There is a trade-off here. Ordering jackets one or two sizes too large for everyone may feel safe, but oversized garments can look untidy and be less practical around machinery or food preparation areas. Use the size chart, consider the layers underneath and choose a sensible working fit rather than automatically going bigger.
Use sample garments when the order is high value
If you are ordering for a new team, moving to an unfamiliar brand or buying several types of outerwear, a physical sample can prevent expensive mistakes. This is particularly worthwhile for jackets, trousers, ladies' styles and larger orders where even a small sizing error is multiplied across the team.
A fitting session does not need to be complicated. Bring a small range of sample sizes to the workplace and ask staff to try the garment over the clothes they would normally wear at work. Check shoulder movement, sleeve length, body length and whether zips, pockets and fastenings remain comfortable in use.
If samples are not practical, compare a well-fitting existing garment with the product measurements. Lay the existing item flat, measure the chest width from underarm to underarm and compare it with the garment specification. This approach is often more reliable than relying on a remembered size label.
Plan quantities for new starters and replacements
A uniform order should support the team you have now, but it should also avoid leaving you short next month. New hires, damaged garments and seasonal changes are all common reasons for repeat orders.
For growing teams, consider adding a small number of unbranded or logo-ready spare garments in your most common sizes. Medium, large and extra-large are often useful stock sizes, but your own staff data should guide the decision. A business with a predominantly female team, for example, may need a different size spread and more fitted options.
You can also keep a record of each employee's approved sizes after the first order. This makes reordering quicker, helps managers issue replacement garments and gives new starters a proven reference point. Just remember that a size record should be reviewed if you switch garment brand or style.
Keep colours and branding consistent across sizes
Different sizes should not mean a mismatched uniform. Before production, check that your chosen colour and branding method are available across the full size range, including larger sizes and fitted styles. Some garments have different pocket positions, seams or zip lines that affect where an embroidered logo or printed design can sit.
Embroidery is a practical choice for polos, sweatshirts, fleeces, jackets and many caps, giving a durable, professional finish for company logos. Printing can work well for larger designs, detailed artwork and T-shirts, especially where a bold back print is needed. The right option depends on the garment, logo detail, intended use and budget.
A digital proof is valuable here. It lets you check the logo size, position and appearance before production starts. Look carefully at left-chest placement on smaller garments, as well as how the design will work on jackets, hi-vis clothing and garments with pockets. Approval should happen only when the details are right for the full order, not just one standard size.
Make the final check before ordering
Before placing your order, compare the final size breakdown against your headcount. It sounds obvious, but this is where duplicate entries, missing team members and accidental quantity changes are usually found. Check that every role has the right garments, each person has the intended quantity and any seasonal layers have been included.
For businesses ordering uniforms for the first time, it is worth asking staff whether they need a separate indoor and outdoor option. A branded polo and hoodie may cover most of the year, but an outdoor maintenance team may also need a softshell, fleece or waterproof hi-vis layer. Ordering by role rather than giving every employee the same bundle keeps the spend focused on what people will genuinely wear.
Bolt Uniforms can help businesses choose suitable garments, work through size combinations and provide a digital logo mock-up before production. With no minimum order, it is also easier to top up uniforms when a new starter joins or a specific replacement is needed.
The best uniform order is one your staff can put on without thinking about it: the right fit, the right layer for the job and a logo that looks consistent across the team. Get the sizing information organised before approval, and your workwear will be ready to do its job from the first shift.