How to arrange workwear for a new employee: 7 tips

Need to arrange workwear for a new employee? From taking measurements to issuing PPE and planning clothing returns, these 7 practical tips will help you prepare everything before your new employee starts work.

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1.Take the correct measurements for workwear for a new employee

First of all, determine which size you need to order or reserve. Don’t make the mistake of asking the new employee what size they normally wear. Clothing sizes can vary significantly between brands.

Instead, use a size chart based on body measurements. You can ask the new employee to measure themselves or ask someone else to do it, but it is best to have someone within the organisation take the measurements. If they have done this before, they are more likely to get accurate results and determine the correct size. If possible, let the employee try on the workwear straight away.

2. Arrange workwear and PPE for the new employee

Also determine which PPE the employee will need. Check whether the workwear is compatible with the required PPE and briefly explain how to use it. If possible, have the employee try on the PPE as well. If their body measurements differ from the standard sizes, identify this at an early stage.

3. Arrange the workwear on time

At some point, you will need to order the workwear and PPE. For organisations that regularly hire external professionals, this can be quite a challenge.

Large organisations sometimes work with a Managed Service Provider (MSP). An MSP manages the hiring process and can help you create a clear overview of all new employees, their details and their start dates. This can be particularly useful when workwear and PPE need to be delivered before someone starts work.

4. When do you need spare workwear?

Consider in advance whether an additional set of workwear should be ordered. Employees who work several days a week often need multiple sets of clothing. It is also important to have spare workwear available in case the original clothing becomes damaged.

5. Maintaining workwear and PPE

When issuing workwear and PPE, employers should clearly explain who is responsible for maintaining and washing the items. If employees are expected to wash the clothing at home, provide clear washing instructions and make sure they have them in writing so they can easily refer to them later.

Also explain what employees should do if their workwear or PPE becomes damaged. Should they always dispose of it? If so, where? If it needs repairing, where should they take it? These are small but important details that you should communicate and document before the employee starts work.

6. Provide instructions on wearing workwear

In addition to maintenance and washing instructions, explain how employees should wear their workwear and PPE. Are accessories allowed? Can employees combine the workwear with their own clothing? If so, are there any additional rules?

Include all rules and instructions regarding workwear and PPE in a dress code handbook, clothing policy or employee handbook. This makes it easy for everyone to find the information when they need it. It is also advisable to ask employees to sign a short receipt when they receive their workwear. This confirms that they have received the clothing and allows you to specify what should happen to it when they leave the organisation.

7. Collect the workwear when an employee leaves

Arranging workwear for a new employee does not end once you have ordered the clothing, issued it and provided the necessary instructions. You should also decide in advance what will happen to the workwear when the employee leaves the organisation.

This is where things sometimes go wrong. Employees regularly take workwear home, sell it or wear it in their free time. To prevent this, include the requirement to return the clothing in both the employee handbook and the workwear receipt. This allows you to prove that the employee knew the workwear had to be returned.

Kind regards,

Aileen