Employee size collection is one of the most important steps in a corporate uniform order. A wrong size list can create rework, delayed distribution and extra cost, especially when employees are split across departments, locations or garment types.
Use this process before ordering custom T-shirts, polo shirts or hoodies for your company team.
Start with the correct product size chart
Share the size chart for the exact garment employees will receive. Do not rely on a general company size chart or ask people to choose only by remembering what they usually wear.
Explain whether the measurements refer to the garment or the person, and whether the fit is regular, relaxed or another specified style. If the garment changes, the size chart should be checked again.
Use one form for the whole team
Use one controlled form instead of collecting sizes through separate email threads or chat groups. Record:
- Employee name
- Employee ID or department, if needed
- Office or delivery location
- Garment type
- Selected size
- Colour or design version, if relevant
- Approved name or number personalisation
- Confirmation that the size chart was reviewed
Keep the form focused. Every field should help with production, sorting, packing or delivery.
Collect a size for each garment type
Do not assume an employee will choose the same size for a T-shirt, polo and hoodie. If the uniform order includes multiple garment types, record a separate size for each product.
Use clear product names and keep the relevant size chart close to each field. This reduces the chance of someone selecting a size from the wrong chart.
Separate departments and locations
Capture the employee’s department, team or delivery location when the order needs different colours, artwork, quantities or packing groups. This makes it easier to prepare a location-wise or department-wise summary.
Keep the confirmed wearer list separate from extra stock, replacements, new joiners and future requirements.
Set a firm response deadline
Tell employees when the form closes and what happens after the deadline. One reminder before closing and one final reminder can help the organiser complete the list without continuously reopening it.
Late changes should be recorded separately until the supplier confirms whether they can be accommodated. Do not silently change the approved production list.
Check the responses before requesting a quote
Review the form for:
- Blank responses
- Duplicate employees
- Unexpected or unclear sizes
- Missing garment selections
- Different spellings of the same employee
- Locations without a delivery address
- Personalisation that does not match the approved format
Prepare a final size-wise count for every garment, colour and location. Check that the totals match the confirmed employee list.
How should you handle uncertain sizes?
Ask the employee to check the product-specific measurements again. If the order is important or the team is unfamiliar with the garment, discuss whether a sample or size reference is appropriate before final approval.
Do not solve uncertainty by changing the size chart or adding random extra stock. Keep the product specification and the size process consistent for the whole team.
Approve one final size list
Assign one person to approve the final size summary. Keep the employee-level list and the size-wise totals together so the supplier can use the summary for production and the detailed list for packing or distribution.
Record the approval date and the exact garment versions covered by the list. This is especially useful when the order includes several departments or locations.
What should the corporate uniform brief include?
- Garment type, colour and fit
- Fabric preference or intended use
- Employee-level size list
- Final size-wise totals
- Department or location breakdown
- Logo or artwork files
- Branding locations and design versions
- Packing and sorting requirements
- Delivery addresses
- Required-by date
A complete brief helps the supplier prepare a useful quote and identify open questions before production begins.
Common employee size-collection mistakes
- Using one generic size chart for different garments
- Collecting sizes through scattered messages
- Allowing changes without recording them
- Forgetting new joiners, replacements or seasonal staff
- Mixing departments or locations in one unlabelled list
- Approving production before the totals are checked
- Leaving packing and delivery requirements until the end
Requesting a corporate uniform quote
Prepare the employee list, size-wise breakup, garment preference, artwork, department or location split, packing requirements and required-by date. Share the complete brief with the supplier so the quote reflects the real requirement.
For related guidance, read our corporate uniform comparison and custom polo shirt guide.
Ready to organise employee sizes? Share the final list with Alma Mater Store for a practical corporate uniform quote.
Request a corporate uniform quote with your employee size list.