The safest way to choose employee swag sizes is to let each employee use the size chart for the exact garment being offered, compare it with clothing that fits them, and choose their own size before ordering. Do not treat a medium in one brand as equivalent to a medium in another. In an employee shop, the product page should make the relevant guide easy to find before someone commits to a made-to-order item.
Why does ordering the usual size go wrong?
A familiar size label is a starting point, not a fit guarantee. A fitted polo, relaxed sweatshirt and insulated jacket can use the same letter while having different proportions. Even two quarter-zips from different brands may have noticeably different chest, sleeve and body measurements.
That is why asking everyone for their “normal size” can create problems later. The question omits the garment. Choose the product first, provide its actual guide, and ask for a decision against that guide. If the collection changes after sizes have been collected, check the new chart rather than carrying the old answers forward automatically.
Does the chart measure the body or the garment?
Read the chart's labels before comparing numbers. Body measurements describe the wearer. Finished-garment measurements describe the item itself, and may include space for movement. A flat chest measurement taken across a shirt is different from a chest circumference measured around a person.
Do not double or halve a number unless the guide explains how it was taken. Look for terms such as chest width, half chest, body length, sleeve length or circumference. Where the source is unclear, ask for clarification before the order is final. A plausible-looking chart attached to the wrong product is worse than admitting that a measurement still needs checking.
Also check the units. A measurement expressed in inches should not be compared directly with a centimetre reading. Use the chart's unit toggle where available, or convert consistently and retain the original labels so the comparison remains understandable.
How can an employee compare against clothing they already own?
Start with a similar item that fits comfortably. Lay it flat without stretching it, then measure the same points shown on the supplier's diagram. Comparing a favourite sweatshirt with another sweatshirt is more useful than comparing it with a lightweight fitted tee.
Consider how the new item will be worn. A jacket intended to go over a sweater needs a different fit decision from a polo worn alone. Someone between sizes should use the product's fit notes and their own preference rather than an unsupported instruction to always size up. A larger label does not fix every difference in cut.
For a larger programme, ask about a sample before committing to the collection. Sampling arrangements, timing and costs need confirming; do not build the launch schedule around an assumption that every garment is available to try immediately.
What should the company decide before opening the shop?
Offer a collection that suits the people who will use it. Check the full offered size range, the fit descriptions and whether alternatives are needed. Do not assume that one cut or a narrow run will serve everyone simply because the garment looks good in the product photo.
Confirm that each apparel product has the correct size guide, and that the offered colour and size combinations make sense together. A broad size range on a supplier's website is not a promise that every combination is available for your particular programme. Have the proposed options checked before inviting employees.
An employee swag shop makes the choice personal: employees see the offered products, choose colour and size themselves, and submit their selection. That reduces HR's guessing, but it does not remove the need to curate the collection carefully.
What should employees check before submitting?
Use a short final check: correct product, correct colour, correct size, correct quantity and correct delivery address. Read the guide attached to that product, not a screenshot from another brand or an old order. If ordering two different apparel styles, check both guides separately.
Urban Swag does not offer size exchanges or returns for these made-to-order employee orders. State that before checkout so it helps the employee make a decision, rather than revealing it only after an unsuitable item arrives. If a measurement is unclear, contact hello@urbanswag.co before submitting.
How does this fit into a campaign deadline?
Give employees enough time to check sizing instead of sending the guide in a last-minute reminder. In your launch email, link to the shop, explain where the guide lives and name the person who can answer questions. A reminder should point to the ordering deadline without suggesting that choosing quickly matters more than choosing correctly.
Include time to resolve unclear charts in the shop campaign plan. If you are still preparing the branding, agree the logo files and decoration brief alongside the product selection. Fit, artwork and approval are separate checks; completing one does not mean the others are ready.
Frequently asked questions
Should HR collect employee clothing sizes in a spreadsheet?
For an employee shop, let each person select their own size from the product's size guide. A spreadsheet may work for a one-off bulk order, but it needs a named owner, a clear deadline and the exact product chart rather than a generic size question.
Is medium the same size across different apparel brands?
No. Size names are not measurements. Compare the chart for the specific garment, including its fit and whether the measurements describe a body or a finished garment.
Can employees exchange a made-to-order item for another size?
Urban Swag does not offer size exchanges or returns for these made-to-order employee orders. Employees should check the attached size guide and the offered fit before submitting.