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Creating A Uniform Policy Letter? 6 Things To Include

Posted by Xamax on 24/10/17 09:28

Have you just decided that custom logo-embroidered workwear will create cohesion in your office? Studies show that uniforms enhance company image, ensure security on site, create team unity, improve customer relationships, and save your employees money in the long run (because they don’t have to worry about what to wear), among other considerations. When your company adopts a new dress code, you will have to create a uniform policy letter in order to outline the new policy and distribute it to your employees. What exactly should be included in a uniform policy letter you may ask? Here are 6 things to include. 

uniform policy letter

It’s certainly not recommended policy as a company for you to decide on one day that you will adopt a dress code and enforce it the following week. You will need to give your employees time to provide feedback. The best way to get employees on board with a uniform policy is to make them part of the process. You can provide feedback opportunities to let employees help with the design and look of the gear. It shouldn’t be a one-size-fits-all approach to the uniform. If you’re using embroidered polos, for example, have both male and female styles. Find flattering cuts for both shirts, trousers, and skirts and make sure that the majority of your employees are comfortable with the fabric choices, fit, and colours you have chosen. You may present sample pieces for your employees to explore and vote on as well.

No matter how you choose to go about preparing your employees for the policies, the 6 items you should include in your formal letter to them are:

1) An Introduction to the Uniform Policy

2) An Opportunity for Employees to Provide Feedback

3) The Scope of the Policy

4) The Policy Elements

5) Disciplinary Consequences (If Applicable)

6) The Policy Effect Date

various uniforms under uniform policy

1) An Introduction to the Uniform Policy

When introducing a dress code, you’ll want to cite clear reasons why you think a uniform policy will benefit employees. These benefits may simply be a formal articulation of ways your uniforms benefit the company as per previous approval meetings and discussions you’ve had with your employees. The policy will not be popular if you fail to provide reasons why a uniform will be helpful.

Here are some sample reasons you may include:

  • Uniforms exhibit a sense of professionalism and authority in which each employee will look alike.
  • Customers can easily identify who works for the company.
  • The company will be safer because you can understand who belongs in a particular area and who does not.
  • There will be consistency throughout the company as some departments are laxer on dress code issues than others, which may create a sense of unfairness. If everyone wears the same uniform, then the dress code is always cohesive and the same.
  • Uniforms are provided for free; thus, saving employees money on clothing.
  • Uniforms create a sense of unity and camaraderie for employees just as sport’s teams wear the same uniform.
  • Employees will no longer have to worry about what they wear each day.
  • Uniforms create an attractive business image.
  • Uniforms are free advertising for the company.
  • Uniforms promote company pride and ownership.
  • Uniforms create equality amongst employees.

Again, keep in mind that the drawbacks of a poorly-chosen uniform are that some uniforms do not flatter all body types, which may create low self-esteem for some employees, so be sure to get employee input, and provide a uniform that everyone is happy wearing. You may provide several options such as embroidered polos, hoodies, t-shirts, and so forth so that each employee has wardrobe options and variation still in keeping with the uniform policy.

2) An Opportunity for Employees to Provide Feedback

On the policy letter, you want to address the fact that you’ve provided an opportunity for feedback, and present an additional chance for employee's to speak up before the policy goes into effect. You may state something along the lines of you’ve provided three feedback opportunities for employees to review the new uniform policy, and that they’ve had a year to prepare for the policy’s effective date. You may also state that the feedback has been received and taken on board, and every drafting of the policy has been impacted by employee recommendations and feedback. Open the floor up for one more bit of feedback and revise if necessary. It may seem redundant to create such a collaborative effort, but if your employees don’t feel part of the process, there may be problems reinforcing the policy down the line.

provide feedback

3) The Scope of the Policy

Stating the scope of the policy is simply a statement that the policy affects all employees, for example, or everyone except a certain department - and provide reasons if there are exclusions. You may state that, for example, nurses will wear a certain colour of scrubs, sisters another, and doctors another. You may say that those who work in IT will wear red shirts, whilst those who work in customer service will wear blue shirts. Whatever the scope of your policy, be sure to outline it specifically in this section.

policy scope fligth attendants

4) The Policy Elements

In the policy elements section, you will establish the standard. You will explain what each employee is expected to wear each day. You may want to consider some of the following samples:

  • Jewellery and body piercings are admissible in good taste and moderation.
  • A balance of self-expression and uniformity is okay and non-natural hair colour is allowed.
  • Closed-toe shoes are required for all employees.
  • All employees must be clean and well-groomed.
  • Grooming styles dictated by religion and ethnicity will not be affected.
  • Uniforms must be maintained and be clean and in good shape.
  • Any tears, rips, or holes aren’t allowed. Ask for a replacement uniform.
  • Each employee will be given five uniforms of his or her choosing.

The above are examples of some statements that are advisable to make. You will also want to outline the specific uniforms used in each department. For example, are there three types of shirts available? Polos, t-shirts, and long-sleeves jumpers? Will you also provide jackets and/or hoodies with logos as well? Make sure your employees know what uniform is expected and what is available for them to choose.


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5) Disciplinary Consequences (If Applicable)

You may choose to include a section outlining any disciplinary action taken for failure to follow the uniform policy. You can decide what to do when an employee is in breach of the policy. Do you send them home to change, or do you simply have a box of spares that the employee can wear for the day? Do you tally up the strikes and after repeated violation offer termination? It really all depends on if the employee's appearance caused irreparable damage to your company in the form of a lost client, for example, or unprofessional representation. You may decide to give your employees freedom and autonomy and omit a disciplinary procedure at the outset unless there are repeated problems down the line.

scrubs for doctors and nurses

6) The Policy Effect Date

Lastly, you’ll want to include a section - or simply a date - of when the policy will come into effect. It’s advisable that you send these policy letters out at least three months before that date, and then again a month before, and then a week before, removing the feedback opportunity the latter two times - and having made any necessary amendments (if applicable).

Once you’ve put your policy in place and you have a majority happy with the policy, be sure to send out a company-wide email with the formal policy attached, and let employees know they can pick up a printed copy of the policy from HR if they’d like.

Make sure that all of your uniforms are ordered and ready to go - in the hands of your employees - before the effective date.


Having trouble placing a large uniform order?

Xamax can help. You can download our Workwear Buying guide for free, and you can also contact us by telephone where our experienced representatives will be there to help you with your order, as well as advise you on the types of uniforms we have available.

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Topics: Uniforms, Buying Workwear