Handing over uniforms by list: avoid size mix-ups
Handing over uniforms by list avoids size mix-ups: build a table by employee ID, count items, fit on site and sign off. A sample list for HR and admin teams.
Handing over uniforms by list means each person receives the right items, the right quantity and the right measurements, checked against a table built on employee IDs and confirmed with a signature. It avoids the most common problems when issuing uniforms across a company: the wrong bag handed out, two people with the same name, or an absent employee nobody remembers. This guide shows HR and administration teams how to build the list, hand over step by step and deal with discrepancies.
Why size mix-ups happen
Confusion rarely comes from the sewing and usually from information handling:
- Duplicate or misspelled names: two staff with the same name, or a name missing diacritics, make it easy to hand out the wrong bag.
- Self-declared sizes: employees pick a size without being measured, so the garment does not match.
- A list that changes: new hires, leavers and transfers after the list is frozen.
- Bulk delivery: receiving a whole carton and redistributing without checking person by person.
- Absentees: someone is away on measuring or handover day and nobody records it.
Preparing the list before measuring
A good list can be checked against a single unique code. The columns to include:
| Column | Content | Why it matters |
|---|---|---|
| Employee ID | Unique code, no duplicates | Mon Amie stores measurements under this ID for later orders |
| Full name | Spelled correctly, with diacritics | So recipients recognise their own bag |
| Department, position | As on the organisation chart | Each position may have different items |
| Items, quantity | For example shirt, trousers, waistcoat | Count item by item per person |
| Notes | For example absent on measuring day, needs alteration | Track special cases |
Freeze the list before measuring day and record the date of the last update. Items and quantities should match the proposal approved after the survey.
A sample handover list
The table below is an illustration of how to record, not real data:
| ID | Name | Department | Item | Quantity | Date received | Signature |
|---|---|---|---|---|---|---|
| NV001 | Nguyen Van A | Sales | Men's shirt | enter | enter | sign |
| NV002 | Tran Thi B | Admin | Women's shirt, skirt | enter | enter | sign |
| NV003 | Le Van C | Warehouse | Polo | enter | enter | sign |
Add a notes column so recipients can record what needs altering. Mon Amie measures each employee at your office and stores measurements under employee IDs, so the IDs in your table are also the ones used for later top-up orders. Made-to-measure versus off-the-shelf sizing is a topic of its own.
Mon Amie Uniform has worked with Velmar; the photo below shows one project.
Handover steps on delivery day
- Check the total quantity on the delivery note against the approved proposal.
- Sort by department, then by person, matching employee IDs to the list.
- Let each person try on at the spot. Mon Amie delivers to your premises, with fitting and adjustment on site, so a poor fit can be dealt with straight away.
- Record alterations in the notes column against the right person: what to fix and where to take it.
- Collect signatures from each person, with the date.
- File the signed list together with the delivery note for later reference.
When something does not match
| Situation | What to do |
|---|---|
| Wrong bag received | Check the employee ID and swap during the handover session |
| Fit not right | Note it in the list; adjust on site or at a showroom |
| Employee absent on delivery day | Record the name and arrange a later fitting |
| Body shape changed since measuring | Report it for adjustment; alterations are covered free for 3 years at every showroom |
| New hire after the list was frozen | Measured individually and made to the approved sample |
Our 3-year warranty covers free alterations. If someone's shape changes, they can bring the garment to a showroom for alteration under the warranty.
What Mon Amie provides in this stage
In our six-step process, Mon Amie measures each employee at your office on your schedule, including outside office hours, as described on the on-site tailoring page. The 1,000 m² workshop on 3/2 Street runs quality checks at three stages (cutting, assembly, finishing) and sends weekly progress updates, so HR knows when to prepare for delivery. Allow 4–6 weeks after sample approval for measuring, making and delivery. Packing, labelling by employee ID and the delivery timing that suits your schedule are worth agreeing during consultation.
Frequently asked questions
Should we use employee IDs or names for handover?
Use employee IDs, because names can be duplicated or misspelled. Mon Amie stores measurements under employee IDs, so the same code serves later top-up orders.
What if an employee is absent on measuring day?
Record the name in the notes column and tell us at consultation. Mon Amie measures on your schedule, so raise a make-up session during consultation; the exact plan is agreed together.
What if the fit is not right on delivery?
Mon Amie delivers to your premises and offers fitting and adjustment on site. Later alterations within 3 years are covered free at every showroom.
How do new hires get their uniforms?
They order from the approved sample, so they match the existing team. Give Mon Amie the employee ID so measurements can be taken and stored.
If you are planning a uniform programme with a handover process, you can request a quotation on our quote page or call 0888.111.118 (the same number on Zalo).
