The three-set rule
For most full-time roles, three sets work well:
- one being worn;
- one in the wash;
- one spare for spills, rain or a missed laundry day.
Recommended sets by role
| Role | Sets per person | Why |
|---|---|---|
| Office and retail | 3 | Daily wear, light soiling |
| Front-of-house restaurant | 3 | Daily washing |
| Kitchen staff | 4–5 | Heavy soiling, very frequent washing |
| Delivery riders | 3 + 1 jacket | Weather exposure |
| Industrial and construction | 3–5 | Dirt, wear and tear |
| Part-time staff | 2 | Fewer shifts per week |
Aprons and caps wear faster than shirts; budget one extra of each for kitchen staff.
Building a uniform budget
- Count staff by role and multiply by the sets each role needs.
- Add a buffer of 10–20% for new hires, size swaps and replacements.
- Plan reorders for staff turnover through the year.
- Include extras such as name embroidery and branch packing.
Example: a 10-branch fast-food chain
- 10 branches × 15 crew = 150 crew × 3 sets = 450 crew shirts
- 10 branches × 6 kitchen staff = 60 × 4 sets = 240 kitchen tops
- 10 managers × 3 sets = 30 manager shirts
- Buffer of 15% for turnover
Reorders without colour drift
The biggest hidden cost in uniform programmes is mismatch: new staff in a slightly different shade. Keeping the design, fabric and pattern on file with one manufacturer avoids that. We do this for every client. See our multi-branch rollout checklist.
Frequently asked questions
How often should uniforms be replaced?
Most workplaces replace uniforms every 12 months, sooner for kitchens and heavy industrial roles. Track wear and replace on condition, not just on schedule.