Planning the Linen and Uniform Room
Effective planning of the linen and uniform room is crucial for the smooth operation of any
hospitality establishment, hospital, or large organization. It ensures efficient flow, proper storage,
and extends the life of linen and uniforms.
Key Considerations for Planning:
1. Location:
○ Proximity to Laundry: Ideally, the linen room should be close to the laundry facility
to minimize transportation time and effort.
○ Accessibility: Easy access for staff who collect and drop off linen/uniforms, but
secure enough to prevent unauthorized access.
○ Ventilation: Good air circulation is essential to prevent mildew and odors,
especially for stored items.
○ Size: Adequate space is needed for sorting, shelving, repair, and distribution areas,
as well as office space for the linen room supervisor.
2. Layout and Design:
○ One-Way Flow: Design the layout to promote a one-way flow of linen – from soiled
receiving to sorting, washing (if laundry is onsite), drying, ironing, mending, storage,
and finally, distribution. This minimizes cross-contamination and improves
efficiency.
○ Distinct Areas: Clearly demarcate areas for:
■ Soiled Linen Receiving: A separate, well-ventilated area, preferably with a
chute or direct access from service areas.
■ Clean Linen Storage: Shelving, trolleys, and racks for various types of linen,
categorized for easy retrieval.
■ Uniform Storage: Racks and hangers for uniforms, often separated by
department or individual.
■ Repair/Mending Area: Space for sewing machines, mending supplies, and a
table.
■ Issuing/Distribution Counter: A designated point for staff to pick up and
drop off items.
■ Office Space: For administrative tasks, record-keeping, and supervision.
○ Ergonomics: Consider the comfort and safety of staff. Shelving heights, trolley
designs, and counter heights should be ergonomic.
3. Equipment and Fixtures:
○ Shelving Units: Durable, adjustable, and easy-to-clean shelving (e.g., stainless
steel or heavy-duty plastic) for various linen sizes.
○ Linen Carts/Trolleys: For transporting linen within the facility and to/from laundry.
○ Hanging Racks: For uniforms and specific linen items that need to be hung.
○ Sorting Bins/Hampers: For separating soiled linen by type, department, or level of
soiling.
○ Mending Equipment: Sewing machines, irons, ironing boards, and mending
supplies.
○ Weighing Scales: To track linen usage and laundry loads.
○ Computer/Record-Keeping System: For inventory management, tracking issues,
and returns.
○ Security Measures: Locked doors, surveillance cameras (if necessary), and
controlled access.
4. Security and Pest Control:
○ Access Control: Only authorized personnel should have access to the linen and
uniform room.
○ Pest Management: Implement a regular pest control program to prevent damage
to linen and uniforms.
Storage of Linen
Proper storage of linen is vital to maintain its cleanliness, extend its lifespan, and ensure its
readiness for use.
Principles of Linen Storage:
1. Cleanliness and Hygiene:
○ Only clean and dry linen should be stored. Damp linen can lead to mildew and
unpleasant odors.
○ Storage areas must be kept meticulously clean, dust-free, and well-ventilated.
○ Separate storage for different types of linen (e.g., bed linen, towels, table linen) and
sizes.
2. Organization and Accessibility:
○ Categorization: Store linen by type, size, and department. This allows for quick
identification and retrieval.
○ First-In, First-Out (FIFO): Implement a FIFO system to ensure older linen is used
before newer stock. This prevents linen from sitting unused for extended periods,
which can lead to deterioration.
○ Labeling: All shelves and storage areas should be clearly labeled.
○ Accessibility: Arrange items so they are easily accessible without excessive
reaching or bending.
3. Storage Methods:
○ Shelving: Open or closed shelving units are commonly used. Open shelving allows
for better air circulation.
○ Linen Carts: For temporary storage or transport within the linen room.
○ Covered Racks: For items that need to be protected from dust.
○ Plastic Sheeting/Covers: For long-term storage or to protect stacks of linen from
dust.
4. Environmental Control:
○ Temperature and Humidity: Maintain a cool, dry environment. High humidity can
encourage mildew growth.
○ Light: Protect linen from direct sunlight, which can cause fading and deterioration.
○ Pest Control: Regular checks and preventative measures against insects and
rodents.
Linen Exchange Procedure
The linen exchange procedure dictates how soiled linen is collected and replaced with clean
linen. This procedure varies depending on the type of establishment (e.g., hotel, hospital,
restaurant).
General Steps in a Linen Exchange Procedure:
1. Collection of Soiled Linen:
○ Designated Bins/Hampers: Soiled linen is placed in clearly marked, often
color-coded, laundry bags or bins.
○ Separation at Source: Staff are trained to separate linen at the point of collection
(e.g., by type, heavily soiled, or infectious).
○ Regular Pick-up: Scheduled pick-ups by linen room staff or laundry personnel.
2. Transportation to Linen Room/Laundry:
○ Dedicated Carts: Soiled linen is transported in covered, designated laundry carts
to prevent contamination.
○ Direct Chutes: Some facilities use linen chutes for efficient transfer to the laundry
or soiled linen receiving area.
3. Receiving and Weighing (if applicable):
○ Soiled linen is received, counted, and/or weighed to track usage and reconcile with
laundry invoices.
○ Records are updated.
4. Issuing Clean Linen:
○ Requisition System: Departments or floors submit requisitions for the required
quantity and type of clean linen.
○ Par Stock System: Many establishments use a "par stock" system, where each
area is allocated a specific quantity of linen (e.g., 3 par: one in use, one in laundry,
one in storage). Clean linen is issued to bring the stock back to par.
○ Exchange Cart System: Clean linen is loaded onto carts and delivered to
departments, where soiled linen is exchanged for clean on a one-for-one basis or
based on par levels.
○ Individual Uniform Exchange: Employees drop off their soiled uniform and
receive a clean one, often tracked by employee ID.
5. Record Keeping:
○ Detailed records are kept of all linen issued and returned to ensure accountability
and control inventory. This can be manual or computerized.
Functions of the Uniform Room
The uniform room is a specialized section within the linen department or a standalone unit
responsible for managing all aspects of staff uniforms.
Key Functions of the Uniform Room:
1. Issuing and Receiving Uniforms:
○ Initial Issue: Issuing new uniforms to new employees, often with fitting and sizing.
○ Daily Exchange: Facilitating the daily or regular exchange of soiled uniforms for
clean ones for existing staff.
○ Tracking: Maintaining records of which uniforms are issued to which employee.
2. Fitting and Alterations:
○ Ensuring uniforms fit employees properly. This may involve taking measurements
and coordinating with tailors for alterations.
○ Minor repairs and mending of uniforms.
3. Inventory Management:
○ Maintaining an accurate inventory of all uniforms in stock, including different sizes,
styles, and departmental allocations.
○ Monitoring stock levels and initiating requisitions for new uniform purchases when
needed.
4. Quality Control:
○ Inspecting uniforms for damage, wear and tear, and cleanliness before issuing.
○ Removing damaged or worn-out uniforms from circulation for repair or discarding.
5. Laundry Coordination:
○ Sending soiled uniforms to the laundry and receiving clean ones.
○ Ensuring uniforms are laundered according to fabric care instructions.
6. Record Keeping:
○ Maintaining comprehensive records of uniform issuance, returns, repairs, and
discards.
○ Tracking uniform costs and usage per employee or department.
7. Security:
○ Ensuring the security of uniform stock to prevent theft or unauthorized use.
Functions of the Linen Room
The linen room is the central hub for managing all types of linen used throughout the
establishment, excluding uniforms (which are handled by the uniform room).
Key Functions of the Linen Room:
1. Receiving Soiled Linen:
○ Collecting soiled linen from various departments (e.g., guest rooms, F&B outlets,
healthcare units).
○ Sorting soiled linen by type, fabric, and degree of soiling for efficient laundering.
2. Inspecting and Repairing Linen:
○ Inspecting clean linen for tears, stains, or damage.
○ Performing minor repairs (mending, patching) or sending items for major repairs.
○ Removing unrepairable linen from circulation.
3. Storing Clean Linen:
○ Properly storing clean, dry, and pressed linen on shelves or racks, categorized for
easy access.
○ Implementing FIFO to ensure proper rotation of stock.
4. Issuing Clean Linen:
○ Distributing clean linen to various departments based on requisitions or par stock
levels.
○ Ensuring accurate counting and record-keeping of issued linen.
5. Inventory Control:
○ Maintaining accurate inventory records of all linen in circulation and in stock.
○ Conducting regular physical inventories to reconcile with records.
○ Monitoring linen usage and loss rates.
6. Quality Control:
○ Ensuring the quality of laundered linen meets standards (cleanliness, freshness,
proper pressing).
○ Reporting issues with laundry service or linen quality.
7. Linen Procurement:
○ Assisting in determining linen requirements and specifications for new purchases.
○ Coordinating with purchasing departments for ordering new linen.
8. Record Keeping:
○ Maintaining detailed records of linen received, issued, laundered, repaired, and
discarded.
○ Analyzing data to identify trends, control costs, and optimize stock levels.
Linen Control
Linen control refers to the systematic management of linen to minimize loss, reduce costs, and
ensure an adequate supply of clean linen is always available. It's a critical aspect of cost
management and operational efficiency.
Key Aspects of Linen Control:
1. Inventory Management:
○ Par Stock Levels: Establishing and maintaining appropriate "par stock" levels for
each type of linen in each department. This ensures sufficient supply without
excessive inventory.
○ Physical Inventory: Regular (e.g., monthly, quarterly) physical counts of all linen
items to reconcile with perpetual inventory records.
○ Perpetual Inventory System: A continuous record of linen received, issued, and
returned.
2. Issuing and Exchange Procedures:
○ Strict Requisition System: All linen issued must be based on authorized
requisitions.
○ One-for-One Exchange: For uniforms and sometimes for general linen, a soiled
item must be returned before a clean one is issued.
○ Controlled Access: Limiting access to the linen room to authorized personnel only.
3. Damage and Discard Management:
○ Inspection: Thorough inspection of all linen (both soiled and clean) for damage,
stains, or excessive wear.
○ Repair Program: Establishing a system for repairing minor damage to extend linen
life.
○ Discard Policy: A clear policy for discarding linen that is beyond repair or no longer
meets quality standards. Records of discarded linen are crucial.
○ Repurposing: Exploring options to repurpose discarded linen (e.g., as cleaning
rags).
4. Laundry Management:
○ Laundry Contracts/In-house Laundry Efficiency: Negotiating favorable laundry
contracts or optimizing in-house laundry operations to minimize washing costs and
damage during laundering.
○ Tracking Laundry Loads: Monitoring the weight and type of linen sent to and
received from the laundry to ensure accuracy and identify discrepancies.
○ Proper Washing Procedures: Ensuring laundry procedures are gentle enough to
preserve linen life while still achieving cleanliness.
5. Security Measures:
○ Theft Prevention: Implementing measures to prevent linen theft by employees or
guests (e.g., security cameras, controlled exits, clear marking of linen).
○ Accountability: Holding departments and employees accountable for linen issued
to them.
6. Staff Training:
○ Training staff on proper linen handling, sorting, and storage procedures.
○ Educating employees on the cost of linen and the importance of its care.
7. Linen Marking and Identification:
○ Marking linen with the establishment's logo or a unique identifier to deter theft and
aid in recovery if lost.
8. Budgeting and Cost Analysis:
○ Regularly analyzing linen costs (purchase, laundry, repair, replacement) to identify
areas for improvement and cost reduction.
○ Forecasting linen needs based on occupancy, events, or patient census.
By implementing these control measures, organizations can significantly reduce linen loss,
extend the useful life of their linen inventory, and manage operational costs more effectively.
