Complete Guide to Purchasing Workwear for German Companies

Here is a complete guide to purchasing workwear for German companies, reflecting the country’s stringent regulations, business culture, and practical considerations.

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Complete Guide to Purchasing Workwear for German Companies

Purchasing workwear in Germany is a process governed by a mix of strict legal requirements, strong worker participation rights, and a deep-seated appreciation for quality, functionality, and brand identity. A well-executed workwear strategy can enhance safety, boost brand recognition, and improve employee satisfaction.

Phase 1: Strategic Foundation & Legal Compliance

1.1 Define the Purpose: “Arbeitskleidung” vs. “Berufskleidung”
This is the most critical first step in the German context.

• Arbeitskleidung (Protective Workwear):

  • Purpose: To protect the employee from job-specific hazards (e.g., dirt, chemicals, fire, sparks, poor visibility).

  • Legal Basis: Governed by the Arbeitsschutzgesetz (Occupational Health and Safety Act) and specific DGUV Vorschriften (German Social Accident Insurance Regulations).

  • Procurement: The employer is obligated by law to provide and pay for this clothing. It remains the company’s property.

  • Examples: Flame-resistant clothing for welders, high-visibility vests for construction workers, chemical-resistant aprons, safety shoes with toe caps.

    

• Berufskleidung (Corporate Fashion/Uniform):

  • Purpose: To represent the company, create a unified brand image, and promote team spirit. It does not primarily serve a protective function.

  • Legal Basis: No legal obligation to provide it. Its provision is a voluntary company benefit.

  • Procurement: The company can choose to pay for it fully, share the cost with the employee, or simply offer it at a subsidized price. If provided, it must meet general safety standards (e.g., no flammable materials).

  • Examples: Branded polo shirts for office staff, tailored suits for bank advisors, embroidered jackets for hotel receptionists.

1.2 Involve the Right Stakeholders (Mitbestimmung)
German law mandates co-determination (Mitbestimmung). You must involve:

• The Works Council (Betriebsrat): If your company has one, the Betriebsrat has a legal right to co-determine on matters affecting employees, including the introduction and design of workwear (§ 87 (1) BetrVG). Engage them early to avoid delays and rejection.

• The Employer’s Liability Insurance Association (Berufsgenossenschaft): For Arbeitskleidung, they are a key partner for ensuring compliance with all safety regulations.

• Employees Themselves: Gather feedback on comfort, fit, and practicality. User acceptance is crucial for success.

  

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Phase 2: Specification & Design

2.1 Define Technical and Quality Standards

• Protective Workwear (Arbeitskleidung): Must carry the correct CE marking and comply with applicable EU Personal Protective Equipment (PPE) Regulation 2016/425. Look for specific product standards (e.g., EN ISO 20471 for high-visibility clothing, EN 14058 for protective cold clothing).

• Corporate Fashion (Berufskleidung): Focus on quality and comfort. Germans value durability.

  • Fabrics: Choose high-quality, breathable, and durable materials. For office wear, natural blends are preferred. For technical roles, consider modern, functional fabrics.

  • Sizing: Offer a comprehensive size range. German suppliers typically provide detailed size charts. Consider the need for a “professional fit” that allows for movement.

  • Branding: German aesthetics tend toward subtlety and quality. Embroidery is often preferred for a premium look. Ensure the logo placement and size are consistent with corporate design guidelines.

2.2 Incorporate Sustainability (Nachhaltigkeit)
Environmental and social responsibility is increasingly important in German procurement.

• Certifications: Look for OEKO-TEX® Standard 100 (ensures textiles are free from harmful substances), GOTS (Global Organic Textile Standard), or Bluesign®.

• Supply Chain: Be prepared for questions about ethical production. German companies are often expected to conduct Due Diligence in their supply chains.

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Phase 3: The Procurement Process (Beschaffung)

1. Supplier Selection (Lieferantenauswahl)

• Specialized German Workwear Suppliers: Companies like Engelbert Strauss, Kübler, or Latz are well-known for high-quality Arbeitskleidung.

• Corporate Fashion Suppliers: Many German textile companies specialize in branded corporate wear.

• Criteria: Evaluate suppliers based on quality, price, service, ability to meet standards, and sustainability credentials.

2. The Tender Process (Ausschreibung)
For larger purchases, a formal tender is standard.

• Create a Detailed Specification Sheet: Include all requirements from Phase 2 (materials, standards, sizes, logos, quantities).

• Request Samples (Muster): This is essential. Test the samples for quality, fit, and comfort. Involve the works council and employees in evaluating them.

• Evaluate Bids Holistically: Don’t just choose the cheapest option. Consider the total cost of ownership, including durability, service, and repair options.

3. The Rental vs. Purchase Decision (Miete vs. Kauf)

• Purchase (Kauf): Standard for Berufskleidung and simpler Arbeitskleidung. The company owns the garments.

• Rental/Service (Miete/Service): Common for industries like heavy manufacturing, food processing, or healthcare. A specialized service provider supplies, cleans, maintains, and replaces the garments. This ensures consistent hygiene and reduces internal logistics.

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Phase 4: Implementation & Management

1. The Roll-Out (Einführung)

• Communication: Clearly communicate the why, when, and how to employees. Explain the benefits and the process for obtaining their kit.

• Fitting Sessions (Anprobe): Organize sessions for employees to try on samples and determine their correct size. This minimizes returns and ensures satisfaction.

• Distribution: Plan a smooth logistics process for handing out the workwear.

2. Create a Clear Policy (Richtlinie)
A written policy is essential. It should cover:

• Definition: What type of workwear is provided and for whom.

• Use Obligations: When and where it must be worn.

• Care and Maintenance: Who is responsible for washing and repairs? For protective wear, improper washing can invalidate safety certifications.

• Replacement: The process for lost, damaged, or worn-out items.

• Return Obligation: What happens to the clothing when employment ends?

3. Tax and Legal Considerations

• Tax Deduction: The cost of Arbeitskleidung is a fully deductible business expense for the company. For Berufskleidung, there are specific rules, but if it is not suitable for private use, it is typically also deductible.

• Wage Tax (Lohnsteuer): If the workwear has a private use component (e.g., a very generic-looking polo shirt), it could be considered a non-cash benefit (geldwerter Vorteil) and subject to wage tax. To avoid this, ensure the clothing is clearly marked with the company logo and not suitable for everyday private wear.

Summary: Key Success Factors for the German Market

1. Law First: Always distinguish between Arbeitskleidung (mandatory) and Berufskleidung (voluntary).

2. Co-Determination is Key: Involve the Works Council (Betriebsrat) from the very beginning.

3. Quality over Price: Germans value durability, functionality, and safety certifications. Don’t compromise on quality for a lower price.

4. Focus on Fit and Comfort: Employee acceptance hinges on clothing that is comfortable and fits well.

5. Clarity through Policy: A clear, written workwear policy prevents misunderstandings and ensures consistent application.

By following this structured and compliant approach, your company can successfully procure workwear that protects employees, represents your brand professionally, and meets the high standards of the German business environment.

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