Uniform and Workwear Inventory

Who this is for

Uniform stock counted by size, and a record of who is wearing it. The top table values what is on the shelf; the second says which garments went out, to whom and when, so the two can be reconciled at the end of a season.

Anyone who buys uniform in bulk and hands it out one person at a time: site supervisors, practice and restaurant managers, school office staff and whoever ends up holding the stock cupboard key.

What this helps you track

• What uniform is held, in which sizes, and where it is stored
• The value of the stock cupboard at the cost per garment you enter
• Which garments have been issued, to whom, and on what date
• How many items are out with staff against how many are still on the shelf
• The sizes that run out first, so the next order is based on a count

How to use it

1. Fill the header with the organisation, the department or site, who is counting and the date of the count.
2. Count the cupboard one garment type at a time. A style in four sizes is four lines, because a size that has run out is the thing you need to see.
3. Enter the cost per garment from your supplier invoice. The line value, the totals and the summary figures are worked out in the browser and the workbook; on paper, multiply across and add up.
4. Use the issue table as garments go out: date, the person's name, what they were given, the size and the quantity, with a tick when they sign for it.
5. When someone leaves, look down the issue table for their name to see what should come back, then add returned items to the next count.
6. Keep the finished sheet with the next order so the quantities you buy match the sizes that actually went.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why count by size rather than by garment?

Because a cupboard holding forty polo shirts is useless if thirty of them are small. Splitting each style by size takes a few extra lines and turns the count into an order.

What should I put in the cost column?

Whatever a replacement garment costs you — usually the unit price on the supplier invoice. The sheet supplies no prices of its own; it totals the figures you enter, so keep the basis consistent down the column.

Is this the same as a PPE issue record?

No. A PPE issue record is about protective equipment given to a named person and the checks that follow. This sheet values a uniform stock cupboard and keeps a simple record of what was handed out from it.

Can staff sign for items on the printed copy?

Yes — the issue table has a signed column, and the sheet has a signature block at the foot for the person who did the count. The browser version records the same information as a tick.