Uniform and workwear sizing: collecting employee measurements · We Wear

Anyone who manages company uniforms knows the problem: you ask every employee for their size, you order, and part of the items comes back. Sizes given from memory are often wrong, and every exchange costs time, shipping and garments that are no longer new.

This guide covers the methods for collecting employee measurements, which measurements you need and how to handle new hires and personal data.

Why a declared size is not enough

People know their size for the brands they usually buy, not for your uniform supplier. Sizes vary from one manufacturer to another, and workwear fits differently from everyday clothing: it is worn over other layers, it has to allow freedom of movement, and sometimes it has safety requirements.

Three ways to collect measurements

• Self-declaration with instructions. A form that asks for body measurements, not the size, with clear instructions. It is cheap but depends on how well each person measures themselves.
• On-site measurement. A technician or tailor measures everyone. The data is reliable, but you need to organise days at every site and repeat them for people who were absent.
• Fit kits. Sample garments in every size to try on site. Useful for a few standard items, heavy to manage across many references.

Which measurements you need

It depends on the garments: for jackets and shirts chest, shoulders and sleeve length; for trousers waist, hips and inseam; for overalls and coats height as well. Ask only for the measurements the items in the kit really need, nothing more.

New hires and replacements

Collecting measurements is not a one-off event. People who join after the first round should be able to give their measurements without waiting for the next measurement day, and the profiles already collected should stay available for replacements, so you do not start over every time.

Personal data: collect the minimum

Body measurements are personal data. Collect only those useful for the kit, explain to employees what they are for and who sees them, and define how long they are kept. Involving your company's privacy contact from the start avoids problems later.

Remote or on site

If employees are spread across many sites, a guided smartphone scan avoids travel: with ScanFlow the person scans a QR code, follows the instructions and an operator checks the measurements before saving them. Where people come to a fixed site, a booth like the 3D Body Scanner returns a full set of measurements in a few seconds.

We go deeper into the different methods in the guide on remote body measurements.

Frequently asked questions

Why is asking employees for their size not enough?

Because people know their size for the brands they buy, not for your uniform supplier, and workwear has different fits and constraints from everyday clothing.

Are employee measurements personal data?

Yes. It is best to collect only those useful for the kit, explain what they are for and who sees them, and define how long they are kept.

How do you measure employees spread across several sites?

With a guided smartphone scan such as ScanFlow: the person scans a QR code and follows the instructions, then an operator checks the measurements before saving them.