Managing uniform stock in a mid-sized company
How a mid-sized company can manage uniform stock: track by employee ID and size, reorder in batches and plan for 4–6 weeks of production. A practical guide.
Managing uniform stock in a mid-sized company does not need complex software. It needs a tracking sheet built on employee ID, item and measurements, simple rules for issuing and returns, and a reorder calendar that already allows for production time. What matters most is that the whole company uses one approved sample, so every top-up order matches what people already wear.
Common headaches
- A new hire starts but has no uniform because the last order has already gone out.
- The store room lacks the sizes you need and overflows with sizes few people wear.
- People in the same role wear several versions of the design, because each order tweaked it slightly.
- Nobody can say exactly who received which item, and when.
- Small top-up orders of a few pieces, even though each item has a minimum quantity.
The minimum tracking sheet
HR or administration can start with a spreadsheet using these columns:
| Column | What to record | What it is for |
|---|---|---|
| Employee ID | The ID used in HR records | Links to stored measurements |
| Department, title | Team name | Shows which group wears which set |
| Item and design | Shirt, trousers, jacket and so on, with the approved design code | Prevents old and new designs mixing |
| Measurements or size | From the fitting sheet | Reorders that fit properly |
| Issue date, quantity | Every time items are handed out | Planning replacements |
| Condition | In use, returned, needs alteration | Deciding on reuse |
A tidy design makes for a tidy store room. Browse our design library before settling on one stable set, rather than tweaking it every order.
Rules for issuing, returns and reuse
- Issuing: log every handover in the sheet, with a signature. Uniforms are company property, so someone must own the store.
- New hires: because a new order takes time, issue a temporary set from returned stock (laundered and checked) while the next batch is made.
- Returns: when someone leaves, collect, launder, inspect and store by size. Reissue only when the cloth is sound and fits the new wearer; ask a tailor to adjust if needed.
- Buffer stock: keep a small reserve of the common sizes. The level is for your company to set, based on how often your staff turn over.
- Regular counts: compare the sheet with the physical store, for example after each delivery or on your own schedule.
The photo below shows a project Mon Amie Uniform completed with PV Power – Ban QLDA Điện.
Plan reorders around production time
Production takes 4–6 weeks after sample approval, covering measuring, making and delivery, so reorders should be placed at least that far ahead of demand. Each item also has a minimum quantity:
- Men's suits, women's jackets, waistcoats: from 5 pieces.
- Shirts, trousers and skirts, industry uniforms, accessories: from 20.
- T-shirts and polos: from 30.
That is why batching helps. As an illustration, if shirts have a minimum of 20, administration can combine a few months of expected hires into one order rather than placing several small ones. The exact approach depends on your hiring plan, and Mon Amie explains how the minimums apply to your mix during consultation.
What Mon Amie handles
Hoàng Vy – Mon Amie was founded in 1991 and works with more than 500 companies each year. The parts that matter to your stock are:
- Measurements stored under employee IDs for later orders, so your sheet only needs the right ID.
- Production to the approved sample: new hires are measured individually and made to it, so they match the existing team.
- On-site tailoring at your office, scheduled around your team, including outside office hours.
- Delivery, fitting and adjustment on site, with free alteration warranty for 3 years at every showroom.
Holding finished stock at your premises stays with your administration team; Mon Amie keeps the measurements and produces more when you need it.
Frequently asked questions
How much buffer stock should a mid-sized company hold?
There is no single figure. Base it on expected new hires, staff turnover and the common sizes in your team. Mon Amie can help you balance this during consultation.
Where are employee measurements kept for reorders?
Mon Amie stores the measurements of people already measured under employee IDs for later orders, so for them you only need to give the ID and the item. New hires are measured individually and made to the approved sample.
Can we reorder just a few pieces?
Each item has a minimum quantity (5, 20 or 30 depending on the item), so group your needs into batches. Mon Amie will explain how this applies during consultation.
What if an employee's weight changes?
Bring the uniform to the nearest showroom so a tailor can assess it. Alterations are covered by the free 3-year warranty at every showroom, and the tailor will say what can be adjusted.
To request a quotation and plan your top-up orders, use our quote page or call 0888.111.118 (the same number on Zalo).
