Hotel uniform issue and return policy template

This policy sets out the process for issuing, maintaining, tracking, and returning uniforms provided by [Hotel Name] to team members. It applies to all permanent, casual, and contracted staff who are issued a uniform as part of their role.

The goal of this policy is to protect the investment made in our uniform programme, maintain consistent presentation standards for guests, and ensure a clear and fair process for all team members.

By accepting a uniform from [Hotel Name], the employee agrees to:

• Wear the uniform only while on duty or travelling to/from their place of work, as directed by management.
• Keep all issued items clean, presentable, and in good repair throughout employment.
• Return all issued items in reasonable condition at the end of employment or upon request.
• Report any lost, stolen, or damaged items promptly to their line manager.
• Not make unauthorised alterations, modifications, or additions to uniform garments.
• Comply with this policy and any updates communicated by the HR or Uniform department.

• Uniforms will be issued at commencement of employment or upon a change of role that requires a different uniform set.
• Sizes and quantities will be agreed and confirmed with the employee at the time of issue.
• A signed Uniform Issue Record will be completed for each employee and retained by [HR / Uniform Manager]. A copy will be provided to the employee on request.
• Uniform tracking method used at this property: [Barcode scanning / Digital record / Written log].
• Uniform items remain the property of [Hotel Name] at all times.
• Additional or replacement items may be requested through [HR / Housekeeping / Uniform Room] and are subject to availability and management approval.

• Staff are responsible for returning uniforms in a clean, well-maintained condition, subject to the laundry arrangements below.
• Laundry process at this property: [In-house laundry service provided / Employees are responsible for laundering their own uniforms / External laundry contractor — items submitted via uniform room].
• Laundry frequency or turnaround: [Daily / 48-hour turnaround / As per department schedule].
• Any alterations to uniforms (hemming, resizing, etc.) must receive prior written approval from [HR Manager / Head of Department] and must be completed by [approved tailor / in-house seamstress].
• Damage resulting from negligence or misuse may be treated as a lost or damaged item per Section 6.

• All uniform items must be returned on or before the employee's final working day.
• Items should be returned clean and in the same condition as issued, allowing for fair wear and tear.
• A uniform condition assessment will be completed at the time of return by [HR / Uniform Manager].
• A Uniform Return Receipt will be issued to the employee confirming items returned.
• Damaged or missing items at the time of return may be subject to [replacement cost recovery as per company policy / deduction from final pay subject to applicable employment law / written agreement].
• Failure to return items may result in further action as outlined in [company disciplinary procedure / HR policy reference].

• Any lost, stolen, or significantly damaged uniform items must be reported immediately to [line manager / HR Department / Uniform Room].
• A replacement will be issued where operationally necessary, subject to stock availability and management discretion.
• Replacement cost for lost or damaged items: [as per the current Uniform Replacement Cost Schedule available from HR / no cost to employee for first incident, cost applicable from second incident / cost recovery as per employment contract].
• Costs will be applied in accordance with applicable employment legislation and will not reduce take-home pay below the statutory minimum.

• Laundry is handled by: [in-house laundry team / external provider — [Provider Name] / employees manage their own laundering].
• To submit items for laundering: [drop off at uniform room before [time] / place in designated laundry bag and leave in [location] / arrange with housekeeping supervisor].
• Expected laundry turnaround: [24 hours / 48 hours / next-day return].
• Alteration requests must be submitted in writing to [HR / Uniform Manager] at least [5 working days] in advance.
• Approved alterations will be carried out by [designated tailor / hotel seamstress / approved external provider] at [no cost to the employee / cost shared as per company policy].
• Unauthorised alterations may result in the employee being required to replace the item at their own expense.

• All uniform items must be returned before final pay is processed. HR or the Uniform Manager will confirm receipt.
• A Uniform Return Receipt will be provided as confirmation that all items have been accounted for.
• If an employee is unable to return items on their final day, alternative arrangements must be agreed in writing with [HR Manager] in advance.
• Items not returned within [5 working days] of the final day of employment will be treated as lost items and handled per Section 6.