This guide sets out what a practical policy covers for a small or medium business. It is not legal advice, so take advice on anything touching employment contracts or equality.
Start with why
Open with a sentence or two on why you have a uniform: so customers can recognise staff, to present a consistent image, and where relevant to keep people safe. Staff follow rules more willingly when they understand the reason. Then say who the policy applies to, including part-time, temporary and agency staff.
What each role wears
List the uniform for each role in plain terms, and when each item is worn. Include what staff provide themselves, such as plain black trousers or shoes, and the standard expected.
Keep it practical. 'Branded polo, navy work trousers, safety boots on site' is clearer than a page of description.
Separate uniform from PPE
Make it clear which items are PPE, such as hi-vis, safety boots or gloves, and which are uniform. PPE is required by the risk assessment, is provided by the employer without charge to the worker, and must be worn where specified. Since 2022, this also covers limb (b) workers. Uniform rules are a matter for your own policy.
Issue, replacement and return
Cover the practical points that cause most disputes.
- How many of each item starters receive
- How to request a replacement and when it is allowed
- What happens if items are lost or damaged
- Which items leavers must return
- Who staff contact about sizes and orders
Care, appearance and flexibility
Say how uniforms should be washed and kept, pointing to the care label. Set reasonable expectations on appearance, such as clean and in good repair. Build in flexibility for religious dress, disability, pregnancy and medical needs, and say how staff can raise a request. Review the policy each year as roles and garments change.
Where to put your logo
Your policy should fix the logo rules as well as the garments. Name the logo version, colour and position for each item, and say that only approved artwork is used. That keeps reorders consistent years later. If you use a Client Wardrobe, the garments and rules in your policy can be reflected in the shop, so staff only see what applies to them and orders come through in the agreed style.
Ordering what this guide covers
The garments this guide talks about, such as workwear catalogue, women's workwear and plus-size workwear, can all be ordered from one piece with free logo setup. The logo price drops at 9 and again at 25 garments, and every garment with a small logo counts towards it, whatever the style or colour. Before anything is made, we embroider an actual sample of your logo and email you a photo to approve, or you can pop in to our Hull workshop to see it.
