Dress Code and Uniform Policy
A clear dress code and uniform policy removes ambiguity about workplace appearance, prevents inconsistent enforcement, and protects your business from discrimination claims. Without one, standards become subjective and disputes become inevitable.
This guide helps you create that video. It covers what to include, how to structure your recording, and the questions your team will ask after watching it.
Key Takeaways
- State the business reason: Open your video by linking every dress code requirement to a clear rationale — safety, hygiene, brand consistency, or professionalism — so enforcement is easier and challenges are harder
- Use gender-neutral standards: Describe acceptable clothing categories that apply to everyone, and explain where health and safety requirements make certain items non-negotiable
- Build in accommodations from the start: Cover religious dress, disability accommodations, and gender identity considerations as part of the standard rules rather than treating them as exceptions
- Cover uniform costs clearly: Explain who pays for, maintains, and replaces uniforms so there are no surprises for new starters
- Communicate before enforcing: Make clear that employees will receive reasonable notice of any new or changed dress requirements, so no one is disciplined for a rule they did not know about
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Why your team needs this policy
The hospitality and service sectors face particular challenges around dress codes. Front-of-house roles often require a specific look for brand consistency, while kitchen and operational roles have genuine safety requirements — closed-toe shoes, hair coverings, no loose jewellery near machinery. A well-communicated policy distinguishes between these different needs and explains the reasoning behind each requirement, so staff understand it and managers enforce it consistently.
What to cover in your policy video
Explain the business reason behind every dress code requirement. Cover whether each requirement exists for safety, hygiene, brand consistency, or professionalism. A clear rationale makes the policy easier to enforce and harder to challenge. Avoid vague terms like "professional appearance" — instead, define what is and is not acceptable while leaving room for reasonable variation. For example, specify acceptable footwear types rather than just saying "appropriate shoes."
Describe dress requirements in gender-neutral terms wherever possible. Instead of separate sections for men and women, describe acceptable clothing categories — tailored trousers, collared shirts, closed-toe shoes — that apply to everyone. Where health and safety requirements exist (PPE, closed-toe shoes, hair coverings), make clear that these are non-negotiable and explain why.
Address how your organisation accommodates protected characteristics. Religious dress, medical requirements, and gender identity all require accommodation. Explain that these are built into the policy from the start, not treated as exceptions. Address hair and grooming too — policies that restrict natural hairstyles have been found discriminatory in multiple locations.
Cover tattoos and body modifications. Explain whether your organisation restricts visible tattoos and piercings, and state the reasoning behind any restrictions. Be clear about what is and is not acceptable so there is no room for inconsistent enforcement.
Cover uniforms in detail if your organisation provides them. Explain who pays for uniforms, how they should be maintained, and what happens when an employee leaves. Make clear that uniforms are available in a full range of sizes, including larger sizes and maternity options. Address religious and medical modifications to uniforms, and explain the process for returning uniforms on departure.
Explain how accommodation requests are handled. When an employee requests a dress code accommodation — whether based on religion, disability, or gender identity — explain that every request is taken seriously and handled with respect and confidentiality. Make clear that approved accommodations are documented and applied consistently.
Cover how the dress code will be communicated and enforced. Explain that employees will always receive reasonable notice of any new or changed requirements. Make clear that enforcement is consistent — selective enforcement creates risk. Minor breaches warrant a conversation, not a formal warning, and the policy is reviewed regularly to ensure it remains current.
How to structure your video
Keep it under five minutes. Dress code is a visual topic that benefits from brevity. Aim for three to five minutes covering the key requirements, the reasoning behind them, and how to request an accommodation.
Show examples. This is one of the most visual policies in your handbook. If you have uniforms, hold them up or wear them on camera. If certain items are not acceptable, describe them clearly. Showing what you mean takes seconds and eliminates ambiguity that written descriptions cannot.
Have the right person present. This should come from the operations manager or general manager — someone who enforces the dress code day-to-day. If different roles have different requirements, consider having the relevant manager for each area explain their specific standards.
Group requirements by role. If front-of-house, kitchen, and back-of-house teams have different dress codes, address each group separately. Staff need to know what applies to them, not wade through rules for other roles.
Close with the accommodation process. End your video by explaining how employees can request a modification and who to speak to. This signals that the policy is firm but fair.
Common questions your team will ask
After watching your video, these are the questions that will come up. Anticipate them in your recording or be ready to answer them via messaging:
- \u201CDo I have to pay for my own uniform?\u201D \u2014 State clearly who pays for the initial uniform, replacements, and maintenance. Check the rules for your location on deductions from wages.
- \u201CCan I wear my religious head covering?\u201D \u2014 Explain that religious dress is accommodated and describe the process for confirming this if needed.
- \u201CAre visible tattoos allowed?\u201D \u2014 State your position clearly and explain the reasoning. If the answer differs by role (front-of-house vs kitchen), say so.
- \u201CWhat if the uniform doesn\u2019t come in my size?\u201D \u2014 Explain that uniforms are available in a full range of sizes and how to request a size that is not in stock.
- \u201CCan I wear trainers?\u201D \u2014 Specify acceptable footwear for each role and explain whether the requirement is safety-based or appearance-based.
- \u201CWhat happens if I turn up wearing the wrong thing?\u201D \u2014 Explain that a first breach is addressed with a conversation, not a formal warning, and that persistent breaches follow the normal disciplinary process.
- \u201CI have a medical condition that affects what I can wear \u2014 what do I do?\u201D \u2014 Explain the accommodation request process and reassure staff that medical needs are handled confidentially.
Official guidance
The rules on dress codes and workplace appearance vary by location. Before recording your video, check the official guidance for your jurisdiction:
| Location | Source |
|---|---|
| United Kingdom | Dress code guidance — ACAS |
| European Union | EU Employment Equality Directive — EUR-Lex |
| United States | Religious Garb and Grooming in the Workplace — EEOC |
| Canada | Canadian Human Rights Act — Justice Laws |
| Australia | Workplace discrimination — Fair Work Ombudsman |
How Pilla helps
Pilla turns your dress code and uniform policy into a living part of your employee handbook:
- Record your policy video — Film a short video explaining your dress code and uniform policy, what employees need to know, and how it works in your organisation. Staff watch on their phone, and you track who has seen it.
- Onboarding integration — Include the dress code and uniform policy as part of your onboarding checklist, so every new starter acknowledges it during induction.
- Policy updates — When your policy changes, push the updated video to all staff and track who has watched the new version.
- Audit trail — Every video view, policy acknowledgement, and onboarding completion is recorded with timestamps, ready for any compliance review.
- Messaging — Use in-app messaging to answer questions about dress code directly, keeping sensitive conversations out of group chats.