Develop & order
Uniform size run planning: how to work out sizes for a staff or school order
Plan a uniform size run in four steps. Collect real sizes against a measured size chart, total them by garment and colour, add a reasoned buffer for new starters and replacements, then agree how sizes are packed and how re-orders will work. Build the breakdown from your own people's sizes, not a generic ratio.
Key takeaways
- Start with data. Collect each wearer's size against the same measured size chart.
- A fit-sample size set lets staff try before they choose.
- Buffer stock covers new starters, replacements and wrong-size exchanges.
- Agree solid-size or assorted-size cartons before production.
- Keep the approved sample, tech pack and colour standard for repeat runs.
Wrong sizing is one of the most common problems in uniform programmes. Too much of one size sits in storage while too little of another leaves staff or pupils waiting. A planned size run reduces both. This guide walks through the process.
Step 1: Agree the size chart
Everything starts with a measured size chart, which gives garment measurements for each size, such as chest width and body length. Everyone choosing a size should use the same chart.
Use the chart from the approved sample, not a generic label size. Include tolerances so the factory and you check against the same numbers, and record it in the tech pack. See how to write a tech pack and the Tech Pack Builder.
Step 2: Collect real sizes
| Method | How it works | Good for |
|---|---|---|
| Size survey | Staff choose a size from the chart | Large, dispersed teams |
| Fit-sample session | Staff try a size set and choose | New styles, mixed fits |
| Past order data | Use previous issue and exchange records | Repeat programmes |
| School parent orders | Parents order through a portal or shop | School uniforms |
Collect sizes by garment, because people can wear different sizes in a polo and a hoodie. Collect mixed fits, such as unisex and women’s cuts, separately.
Step 3: Build the size breakdown
Total the sizes by garment, colour and fit. The table below is an illustrative example only and does not represent typical or recommended ratios.
| Size | Staff sizes collected | Buffer added | Order quantity |
|---|---|---|---|
| S | 18 | 2 | 20 |
| M | 34 | 4 | 38 |
| L | 30 | 4 | 34 |
| XL | 14 | 2 | 16 |
| 2XL | 4 | 1 | 5 |
| Total | 100 | 13 | 113 |
Larger sizes use more fabric, so the breakdown also affects cost. See fabric consumption per garment.
Step 4: Decide the buffer
A buffer of spares covers people who are not in your survey yet. Work it out from your own situation and not from a fixed percentage.
Start with the new starters you expect before the next re-order. Then count replacements for wear, damage or loss, which depends on how many garments each person gets per year. Allow for exchanges from people who chose the wrong size. The longer a re-order takes to arrive, the more stock you need to cover the gap. Very small and very large sizes are often hard to source quickly, so a small spare stock of those can help.
For school uniforms, look at intake numbers for the new year, and remember that pupils grow between orders.
Step 5: Plan packing by size
How garments are packed affects how easy they are to distribute.
| Packing method | Contents | Best for |
|---|---|---|
| Solid size, solid colour | One size and colour per carton | Central warehouse stock |
| Assorted ratio | A fixed mix of sizes per carton | Shipping direct to sites or shops |
| Individual kits | One person’s garments packed together | Named issue to each employee |
Agree carton labelling (style, colour, size and quantity) before production. See export packing and cartons.
Step 6: Plan for re-orders
Keep the approved sample, tech pack, size chart and colour standard on file. Track which sizes run out first and adjust the next breakdown. Expect some shade variation between dye lots and agree a tolerance; see choosing school uniform fabrics. Allow for the re-order lead time when deciding when to re-order.
A buyer’s checklist
- Approve a measured size chart and fit sample.
- Collect sizes by garment, colour and fit.
- Total the breakdown and check unusual sizes.
- Add a buffer reasoned from starters, replacements and re-order time.
- Agree carton packing and labelling.
- Record everything for re-orders.
Final thoughts
A good size run is built from your own people’s sizes, with a buffer you can explain. Agree the size chart first, collect real data, then plan packing and re-orders. See our school uniform solutions and hospitality uniforms pages, or send us your size breakdown with your inquiry.