Checklist, Uniforms
The Complete Branded-Supplies Checklist for Opening a Restaurant or Cafe, with a Timeline Backwards from Opening Day
Opening checklists usually cover licences, equipment, hiring and the menu. The branded side of the business, everything your staff wear and every surface a guest touches, is often left to the final fortnight. That is exactly when lead times catch up with you. This restaurant opening supplies checklist covers every branded category, uniforms, tableware, print, packaging, signage and merchandise, with a timeline that works backwards from opening day.
We make all of these categories at RestroCart, from one studio in Naraina, New Delhi, for restaurants, cafes, bars, bakeries, hotels and cloud kitchens across India. The checklist is written so you can use it with any supplier. If you want quantities per department for uniforms and table items, pair it with our earlier new restaurant uniform checklist; this guide focuses on the full branded system and the order to do things in.
Start here: the brand file kit
Every category below depends on the same few files. Collect them once, put them in one shared folder, and send the same folder to every supplier. Most colour mismatches in new restaurants start with each vendor working from a different version of the logo.
Your brand file kit
- Logo in vector format (AI, EPS, SVG or vector PDF), plus a one-colour version and a small-size version for badges and caps.
- Brand colours as Pantone references and hex codes, including one or two secondary colours.
- Brand fonts, or at least the font names, for menus, signage and print.
- Any pattern, illustration or icon set used in the interiors or on social media.
- Interior photos or renders showing wall colours, furniture, lighting and table tops.
- A one-line concept description and three words that describe the place.
- The name of one person who approves artwork, samples and proofs.
The timeline, working backwards from opening day
Use this as a planning grid. Actual times vary by item and quantity, and your supplier should confirm them with the quote.
| When | What to do | Why then |
|---|---|---|
| Week -12 | Finalise the brand file kit; list every role and headcount; list table count and covers | Everything else waits on these |
| Week -10 | Brief uniforms; request mockups for every role, including winterwear if opening before or during winter | Longest lead time: 2 to 3 weeks design and sampling, 2 to 4 weeks production |
| Week -9 | Brief signage and menu formats (board, folder, clipboard, paper); confirm table-top items | Signage needs site measurements; menu formats need samples |
| Week -8 | Approve uniform mockups; review physical fabric swatches | Delays here push everything |
| Week -7 | Approve uniform samples and collect staff sizes; brief packaging if you deliver | Bulk production starts only after sample approval |
| Week -6 | Approve signage artwork; approve tableware samples (coasters, bill folders, tent cards) | Gives time for production and installation |
| Week -4 | Order packaging and stationery; order name badges once staff names are confirmed | Names and final details are clearer by now |
| Week -3 | Print menu inserts once prices are final | Prices change late; keep print last |
| Week -2 | Uniforms, badges and table items in the building; staff training in full uniform | Training in uniform exposes sizing issues while there is time |
| Week -1 | Signage installed; photograph team and tables for launch content | Your launch photos need the finished look |
| Day +30 | Review what wore out, what was missing, and what guests asked for; plan merchandise and top-ups | Real service shows what you actually need |
Three rules that keep the timeline on track
- Use the in-building date, not the opening date. Every supplier should be working to the day items must physically arrive, which for uniforms is about two weeks before you open.
- Approve in one voice. Most opening delays we see are approvals bouncing between partners, chefs and designers. Name one approver and give them a same-day or next-day turnaround on mockups and samples.
- Decide formats before designs. Choose the menu format, the apron style and the packaging sizes first. Artwork is quick to adjust; changing a format after production starts is not.
If your opening date moves, and it often does, tell every supplier the same day. A delayed opening can turn a rushed order into a comfortable one; an early opening needs a conversation about what can realistically be made in time.
Uniforms
Uniforms come first because they take longest, and because staff need them for training. A good brief saves a full round of revisions; our uniform brief template gives you the exact format.
Uniforms checklist
- Kitchen: chef coats or chef tees, chef caps or skull caps, kitchen aprons, a waterproof apron for the wash area.
- Head chef or sous chef: a distinct coat or contrast detail so the hierarchy is visible.
- Service: shirts, polos or tees, half or bib aprons with pockets for pad, pen and card machine.
- Bar: bib or cross-back aprons in canvas, denim or leather, with towel loops.
- Hosts and managers: a distinct layer, such as a waistcoat, blazer or different shirt colour.
- Housekeeping: tunic and trouser sets, utility aprons.
- Riders, valet and gate staff: branded tees or jackets, caps, rainwear if you open before the monsoon.
- Winter layer for north Indian outlets: hoodies, sweaters, zip jackets or windcheaters.
- Sets per person: three for kitchen roles, two to three for service, plus a buffer for new joiners.
- Name badges for every guest-facing role, plus spares.
Tableware and table-top
Table items are what guests touch and photograph. They also get stolen, chipped and stained faster than you expect, so order spares.
Tableware checklist
- Menus: choose the format first (MDF or wooden board, clipboard, leatherette folder or paper), then design.
- Spare menus for busy nights and for wear and tear.
- Tent cards or table stands for QR codes, specials and Wi-Fi details.
- Coasters in MDF, cork, leatherette or paper, with more than you think you need.
- Bill folders or bill holders, one for every couple of tables.
- Table napkins, placemats or runners in the brand palette.
- Cutlery caddies or condiment holders.
- Captain order pads and kitchen order tickets.
Our guide to QR table stands and tent cards covers sizes and finishes, and the tableware catalogue shows the full range.
Want us to build your opening list? Send your opening date, roles, headcount and table count and we will turn this checklist into a quote with a timeline.
WhatsApp +91 98213 34906 Email info@restrocart.comPrint and stationery
Print checklist
- Menu inserts or paper menus, printed last once prices are final.
- Visiting cards for the owner, manager and head chef.
- Letterhead and invoice formats if you do events or corporate orders.
- Feedback or thank-you cards with a review QR code.
- Table-top flyers for launch offers.
- Stickers for takeaway bags, jars and boxes.
Packaging, if you deliver or do takeaway
If delivery is part of the plan, packaging is part of the brand. It is the only thing a delivery customer sees. Our delivery packaging guide explains what to brand and what to keep plain.
Packaging checklist
- Printed paper bags or carry bags in two or three sizes.
- Food-safe paper sleeves, wraps or butter paper for burgers, rolls and sandwiches.
- Branded boxes or sleeves for your hero items.
- Stickers and tamper-evident seals for containers.
- Cutlery kits or napkin wraps.
- Insulated delivery bags for your own riders.
- Thank-you cards to go inside every order.
Signage
Signage needs site measurements and installation time, and some signage depends on building or mall approvals, so start the conversation early. See the restaurant signage guide for materials and placement.
Signage checklist
- Main entrance sign or name board.
- Opening hours and menu display at the entrance.
- Parking and valet signage.
- Washroom, kitchen and staff-only signs.
- Specials or display boards inside.
- Wi-Fi and QR display cards.
- Any safety or regulatory notices your licences require, in a style that matches the brand.
Merchandise
Merchandise is optional at opening, and usually better after it. Once you know what guests love, a tote bag, a mug or a cap becomes both revenue and advertising. Our guide to restaurant merchandise that sells covers what works.
Merchandise checklist, if you want it at launch
- Launch gifts or influencer kits: a tote, a mug or a small hamper.
- Branded tote bags for bakeries and cafes selling take-home items.
- Mugs or glassware if you sell coffee or cocktails to take home.
- Caps or tees for the team to wear on social media and at events.
What can safely wait until after opening
Order these after your first month
- Retail merchandise, beyond any launch gifts.
- A second colourway of uniforms or seasonal pieces you have not yet needed.
- Large reprints of menus, once you know which dishes stay.
- Premium upgrades, such as leather menu covers or engraved coasters, once you see how guests use the table.
Receiving day: checking what arrives
When the boxes arrive
- Count every item against the packing list the same day.
- Check sizes by staff member, and try on a few pieces from each role.
- Wash one piece of each uniform type before service, to check colour and shrinkage.
- Check logo placement and colour across uniforms, menus and coasters side by side.
- Report anything missing or wrong immediately, while there is time before opening.
- Store spares in one labelled place, not spread across lockers.
Doing all of this with one supplier is not essential, but it removes most of the colour and timing problems in this list. We have written about why ordering uniforms and supplies together saves money and rework.
Opening soon? Share your opening date and we will tell you honestly what can still be made in time.
WhatsApp +91 98213 34906 Email info@restrocart.comGet a quote for your opening kit
Send your brand files, opening date and a rough list on WhatsApp at +91 98213 34906, email info@restrocart.com, or tick off items on our quote builder. We deliver anywhere in India and will plan the timeline backwards from your opening day.
See the real thing: 17 tent cards and table stands we have made
