Home Services Employee Uniforms: How To Set Up A Uniform Program

Employee uniform policy guidelines for service tech industries

When building an employee uniform policy it’s important to factor in the practical needs of your crew members and the legal guidelines for whichever service industry you operate in. 

The OSHA and state requirements for uniforms vary depending on the working conditions that your staff is encountering. Be certain to confirm what’s legally required to keep your team members safe and your business running smoothly. 

Techs can find themselves working with contaminants, electrical equipment, and dirt/debris while in the field, so it’s important to make sure that you opt for the proper uniform fabrics and other materials to stay compliant with regulations.

Even if your employees are providing part or all of their uniforms, it still falls upon the employer to ensure that the uniforms meet industry standards for safety. 

Since tracking your employees’ T-shirt material contents sounds like a lot more trouble than it’s worth, many companies are opting to provide uniforms to their service technicians.

Rental programs vs. purchasing technician uniforms

If you’re considering starting a uniform rental program for your employees, there are many things to factor into your planning. 

Depending on the size of your business and your industry, your service technician uniform needs may differ, but these points can help you decide if renting or purchasing uniforms is right for you.  

How much do uniforms cost to purchase?

Purchasing uniforms outright is an investment, but with a variety of styles, materials, and bulk purchase discounts, it could be worth the upfront cost for your company. 

Since the options for service industry uniforms are plentiful, there are no costs that are set in stone. The cost for custom uniforms can range anywhere from $10 up to around $20 for company uniform shirts. 

Work pants or coveralls will typically run about $15 per pair when purchased in bulk. 

Business uniform shirts like a high-quality polo shirt with your company logo embroidered on them will be a little more costly at roughly $30 when purchased in bulk. 

A basic T-shirt with your company name on it will get the job done if your budget for uniforms is tight.

Uniform rental, is it right for your business?

The initial cost of uniforms is what keeps many small businesses from investing in purchasing uniforms outright. 

If you’re working on a shoestring budget or aren’t sure if uniforms are right for your business, a uniform service could be a good option to consider. 

The same caveats apply to renting as purchasing when it comes to pricing. The range for weekly uniform rental rates starts around $70 and can go up to $200 depending on your uniform needs. These prices are for a team of 12 and may or may not include the cost of pick-up laundry services and repairing workers’ uniforms. 

“Do I have to pay for my own uniform?” 

Some companies opt to have their employees pay for a portion of or all of the cost of their work uniforms when possible. 

This is a tricky subject to broach with employees. 

While in most circumstances it is legally acceptable to require employees to cover the costs of their work apparel, it’s not an expense that most staff are thrilled to have deducted from their paychecks. 

One reason companies may choose to have their employees pay for their entire uniform is they’re more likely to take better care of them. While this may or may not be true, it sounds good in theory.

One downside to this proposition is that new employees’ first paychecks will be greatly reduced for the first cycle of payroll. In some cases, workers can offset this expense by using their work clothes costs as a tax deduction.

Another point to consider is that employees must still be at or above the federal minimum wage once the costs for their uniforms are deducted from their pay. Other exceptions apply and vary by state. Make sure that you comply with all state and federal laws before enacting your uniform policy. 

Always make sure to announce any changes in payroll policy related to uniform deductions well in advance for employees to account for changes to their paychecks.

Cost-splitting pros and cons

There are many ways to go about instituting a cost-splitting employee clothing option.

One of the ways to cut the costs of uniforms for employees is to pay for a set number of uniforms for staff and have team members pay for any additional or upgraded uniform options like high-quality polo shirts, baseball hats, or outerwear. 

The option to split costs by having one party cover the uniform costs and the other cover the cost to launder uniforms is another common practice. 

Some companies choose to set an annual uniform budget and have team members pay for any additional cost. 

How to find the best uniform company for your team

Comparison shopping is key.

Running a successful HVAC or other service industry business often requires shopping around for the best price on parts, equipment, and other supplies. Service technician uniform shopping is no exception to the rule. Be sure to do your due diligence and ask the following before committing to a lengthy contract with a vendor. 

• How much are uniforms if you choose to rent or purchase?

• If you choose a rental service, can you opt to purchase the uniforms at a later date?

• Are laundry service and pick-up included in the contract or an additional fee?

• Who covers repairs if uniforms are damaged or defective?

• What kind of bulk discounts are offered?

Whether you’re looking for plumbing uniforms or other service tech uniforms, use these tips to make sure you’re getting the most value and taking care of your staff at the same time.