A seasonal guide to outfitting your landscaping crews

Outfitting your crews isn’t just about uniforms, it’s about safety, morale, and brand visibility. Branded hats, shirts, and jackets can do double duty as uniforms and marketing tools, building loyalty and showing off your company culture.

Here’s a simple seasonal guide to help you with your outfitting spend, and check request access to our Outfitting Calculator Template for landscaping and snow!

Early Fall (September/early October): Prep for winter & next Spring

Restock winter gear: Audit and order insulated jackets, gloves, boots, and reflective outerwear before shortages hit.
Spring forward: Review and prep orders for Spring season’s core uniforms to lock in pricing and secure supply.
Employee feedback: Ask crews what worked this year and use it to refine your next order.
Holiday gifts: Purchase branded jackets, hoodies, or beanies as thank-you gifts, doubling as uniform pieces.

Late Fall/Early Winter (November/December): Lock in Spring purchases & issue cold gear

Inventory & feedback: Do a final stock count and gather input on preferred items and quality.
Cold-weather transition: Issue branded beanies, lined jackets, or reflective vests for winter work.
Lock in Spring: Secure orders for high-vis shirts, gloves, safety glasses, boots, and other core items for spring. Many suppliers discount now!

Winter (Jan/Feb): Mid-season ordering

Plan reward apparel: Order premium items (polos, hoodies, caps) early to get bulk pricing.
Bundle deals: Ask vendors about co-branded packages to stretch your marketing budget.

Early Spring (March): Kickoff & distribution

Uniform launch: Distribute new shirts, hats, and PPE at a kickoff meeting. Issue upgraded gear (polos or jackets) for supervisors or client-facing staff.
Inventory summer: Consider any summer-specific needs like UV-resistant, long-sleeve breathable reflective working shirts, etc.
Incentive kickoff: Announce a simple reward program—e.g., “Crew of the Month” earns a premium jacket or hat.

Mid-Season (July): Refresh & recognition

Mid-year refresh: Replace worn-out T-shirts and PPE to keep crews sharp through late summer and fall.
Reward apparel: Hand out branded hats, UV shirts, or lightweight jackets to standout employees—boosting morale and visibility.

Why branded apparel matters

Brand recognition: Consistent, high-quality gear projects professionalism and makes crews recognizable.
Employee pride: Premium branded items reward tenure, safety, or great customer reviews.
Free marketing: Off-duty wear turns staff into walking billboards.

Quick procurement tips

Order extras: Keep 10–20% more stock than headcount for new hires and replacements.
Use local printers: Small embroidery/screen-printing shops are great for fast, small runs.
Segment by role: T-shirts for crews, polos for supervisors, premium jackets for recognition.
Track inventory: Use a simple sheet or management tool to see what’s issued, what’s backstock, and when to reorder.

FAQ

How much extra inventory should I keep?: For core items (hats, shirts, vests), plan a 20–30% buffer. For winter jackets or long lead-time items, consider ~30%.
What counts as “backstock” vs. “in use”?: Backstock is unissued inventory in storage; in use is already issued to employees.

When should I place winter orders?: Early fall before supply tightens and lead times increase.

Do branded items really help marketing?: Yes. Quality, consistent branding improves client perception on-site and drives off-duty impressions when staff wear gear outside work.
What’s the simplest formula to calculate totals with a buffer?: Total = Employees × Per-Person × (1 + Buffer%) (round up to whole units).
How do I set different buffers for different items?: Use a global buffer for most items and a higher line-item buffer for jackets or long lead-time gear. Your calculator can apply row-by-row overrides.
How often should I audit inventory?: At least mid-season (July) and late fall (Nov). Add a quick early-fall check before winter procurement and in March for hotter months ahead.
What size mix should I stock?: Review last year’s issue data. Keep a small overage in common sizes (e.g., M–XL) and at least one run of edge sizes, especially for jackets and vests.
Any tips on embroidery/screen-print timelines?: Plan 4 weeks for typical runs; longer in peak seasons. Place winter and spring orders early fall and late winter, respectively.
How do I handle seasonal worker returns?: Spell out return expectations in your handbook. Collect company-owned items at season’s end; launder, inspect, and restock as backstock.