LINEN ROOM

The linen room is the centrestage for the supporting role that the Housekeeping
Department plays in the hotel. Most linen rooms are centralized and act as a storage
point and distribution centre for clean linen. Usually, a par stock is maintained on
each floor or at each unit to suffice immediate requirements. Although the term
‘linen’ originally referred to those fabrics made from the fibre derived from the stem
of the flax plant, linen in this context means all launderable articles and often
includes pillows, mattresses, shower curtains, fabric lampshades and upholstery that
are also handled by the linen room.

LINEN ROOM ACTIVITIES:

Collection and Transportation

This is facilitated by chutes, canvas bags, trolleys, collapsible wire carts, skips. It is an
essential activity when laundry services are on contract. Guest laundry may also be
collected, and billing and marking are undertaken, should the laundry be off-
premises.
Sorting and Counting
Sorting is carried out primarily to make counting possible as well as for streamlining
laundry procedures. Linen is counted in order to make a record so that issuing to
departments may be accurate and it is possible to tally the exchange of linen
between the linen room and the laundry and a basis for billing exists.
Packaging
Linen is packed in canvas bags to prevent damage to the linen articles. Those articles
that need mending and those, which are heavily stained, may be segregated and put
into separate canvas bags. The use of colour coding in this respect is useful.
Despatch
This obviously refers to the off-premises laundry. The time for despatch is usually
anytime between 1300 hrs and 1600 hrs so that servicing of rooms is over by then
and guest laundry will have been collected. It is possible that soiled linen from the
F&B outlets will also have been collected.
Deliveries
Clean linen is delivered in the morning hours and evening deliveries are usually for
guest laundry.
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Checking and Inspection
Checking the quantity to ensure that the amount of laundered linen tallies with the
amount of soiled linen articles sent. Inspection of the quality of wash i.e. stains and
dirt removed, no damages, no loss of shape or colour, no blue streaks or patches
from the optical brightener, properly ironed. It is also possible that articles belonging
to other hotels have been inadvertently delivered, so checking for this is essential.
Storage
The amount of space to be allocated for storage depends on the size and type of
operation and the linen coverage
When designing the storage space for linen it is necessary to consider the type of
shelves required, the method of storage as well as hygiene and safety factors.
Distribution to units
This is generally done on a clean-for-dirty basis. Some hotels use other systems of
exchange such as topping up or a fixed issue based on expected occupancy. Still,
others may use a package system. Linen may be colour-coded for convenience.
Whatever the system, it must be practical and serve the purpose of control. In some
hotels, specific timings are fixed for issue of linen.
Monogramming
The name or logo of the establishment is put onto the linen item for identification.
The supplier may do this or the establishment, by embroidering, printing or
embossing either directly on the fabric or on labels which are attached to the linen
article. In special cases, the logo/name may actually be incorporated in the weave by
the manufacturer. To judge the life span of an article, the date that it was first put
into circulation may also be indicated on the article.
Repairs and Alteration
Damaged items are mended by stitching or darning. Alteration of uniforms is usual
and condemned linen is converted into useful items called cut-downs/ makeovers. It
is important to maintain a record of the condemned articles and the makeovers, so
that they can be adjusted in the stock records.
Stock-taking and Records
Many records are entered on a day-to-day basis for the exchange of linen between
the linen room, laundry and floors/departments. Purchase records are essential and
records of condemned linen and makeovers are usually maintained. Periodical
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stocktaking is carried out and the annual stocktaking is recorded in the stock register,
thereby providing the value of linen as an asset.
Security
It is important that the access to the linen room is restricted so as to prevent misuse
and pilferage. Also, linen is prone to fire breakouts so precautionary measures are
taken to prevent this and the linen room is strictly a non-smoking area.

Hours of Operations
This varies from one organization to another but is usually from 7a.m. to 7 p.m. or at
least for 10 hours in the day. When locked, the keys are kept with the Security or the
Resident Manager or the Housekeeper. In the event of an urgent requirement of
linen during the night, the Duty Manager or the Night House person may remove
items from an emergency store or from the main Linen Room and leave a note with
details of what has been removed.
LAYOUT OF LINEN ROOM
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LOCATION OF THE LINEN ROOM
• – Adjacent to the laundry if on-premises, usually with an interconnecting window
between the rooms.
• – Near the service entrance if the laundry is off-premises.
• – Near the service elevator for easy transportation to various units.
• – Away from the food production area to avoid a fire hazard as well as prevent linen
from absorbing food odours, smoke, soot and dampness.

LINEN ROOM REQUIREMENTS – Equipment and Areas

• – storage shelves both open and closed
• – hanging space
• – Reserve Stock storage
• – drop counter for exchange of linen (stable-type door)
• – trollies for clean linen
• – soiled linen hampers
• – Linenkeeper’s desk and storage space for records
• – telephone and computer
• – stepladder
• – washbasin
• – storage for materials required to clean the room
• – sink and drying rack (optional)
• – iron and ironing board
• – area for accumulation of soiled linen
• – area for receiving laundered linen
• – area for sorting and counting of linen
• – sewing section
• – work tables (with table tops in contrast to white)
• – traffic lane to laundry
• – traffic lane to uniform room
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PLANNING THE LAYOUT OF THE LINEN ROOM

While Planning the following must be considered
1. Architectural features
2. Hygiene and Safety aspects
3. Activity areas

Essential features to be kept in mind while planning for a

linen room
Location: close to the housekeeper’s office. Close to the service elevators. Easy
accessibility to the OPL or the hotel back entrance in case of a commercial laundry.
Away from the food production area as food smells can get absorbed by linen.
Space allocation: 6 Sq ft per room is the minimum space requirement. The area
should be large enough for the necessary work to be carried on without
overcrowding.
Entrance: Ideally the linen room should have only one entry/ exit point for security
reasons. A stable type door is recommended which could deter unauthorized
persons from walking in. The entrance must be at least 4 ft wide without a threshold
for an easy threshold for easy movement of trolleys.
Lighting: Since most of the area in the linen room is used for storing, the amount of
natural light will be very little. Hence adequate, shadowless, glare-free lighting is
required. The lighting should preferably be white fluorescent lights.
Heating and Ventilation: The linen room must have ventilation provided by fresh air
vents. Moreover, the air must be humidity free and maintained at around 20-degree
centigrade.
Floors: Must be easily cleaned and sturdy enough to take the movement of loaded
trolleys. Also, the floor must not be too noisy or slippery. Most suited is Kota stone.
Walls: Should be light coloured washable paint with matt finish i.e. should be easily
cleaned the walls should not have any dampness.
Linen storage area: shelves should be designed using maximum utilization of space.
Shelves can reach up to the ceiling with a 6-inch clearance at the bottom. Shelves
must be slatted for adequate ventilation. Items which are stored for a long period of
time must have shelves with the sliding doors and curtains to prevent dust from
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settling in. The depth of the shelves should be about 18 – 20 inches if against the
wall; if accessible from both sides it could be about 38-40 inches. Maybe metal/
wooden storage of condemned and to be condemned linen must also be thought of.
Linen exchange counter: is normally a window without any grills and wide enough to
pass bundles of linen. The window normally opens download forming a counter. The
area below this counter can be used to park trolleys to collect soiled linen. When not
in use the counter should be kept bolted. The 1st one connecting the laundry and
linen room and the second for the exchange of linen with F&B and housekeeping.
Have a wash basin with soap and towel as most of the articles dealt with are white.
Should have an ironing board with an iron for minor finishing if required.
Inspection area/ Table: The inspection table should be large enough to
accommodate the freshly washed linen which needs to be inspected. A 100 rooms
property could perhaps make do with a table size 10ft X 6ft. This need not be one
solid piece but could be separated if required. The colours of the inspection table
should contrast with the linen since this utilizes a lot of space. The underneath of the
table can be utilized for storage.
Soiled linen area: Should be close to the entrance and must be large enough to
accommodate all the soil linen. There should be enough space to sort and count the
linen, move and park trolleys. Floor and storage units of this area should be of a
surface which does not stain the damp linen. A separate adjoining room for new
linen.
Supervisor’s desk: should be located in such a way that he/ she has a good view of
the entire linen room especially the transaction points. Drawers, desk must be
designed to accommodate files records etc.
Fire and safety precautions: They should be well planned as the linen in highly
combustible and a large amount of finance has been put into it. Hot water or steam
pipes should not run through the linen room.

Selection criteria for fabrics

Cost of buying and maintenance
Laundering cost comes next to labour cost. Synthetics require lesser temperature
and shorter programs for laundering when compared to cotton. “No iron blends” do
not require ironing.
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Durability of the fabric
The life expectancy of the fabric should be substantial. This can be achieved by
keeping the following in mind:
1. Thread count: It is the measure of the number of warps and wefts per square inch of
a fabric. Warp is the thread stretched longitudinally along the length of the loom.
The weft is the thread stretched across the width of the loom and is interwoven into
the wrap. They are also called the filling. In a high thread count, the shrinkage is
considerably reduced and the fabric is comparatively finer and is more durable. Note
– fabrics must not only retain their appearance throughout their life but also must be
serviceable, easy to maintain and long lasting.
2. Tensile strength: It is defined as the number of pounds of pressure that a strip of
fabric measuring 3” in length and 1” in width can withstand under controlled
conditions of humidity and temperature before it breaks. A higher tensile strength,
therefore, implies more stability.
3. Amount of dressing: It is the starch applied to a material. The even loosely woven
material gives the appearance of being firm when starched. To test the amount of
starch keep fabric on a dark surface and rub it with both hands. The starch will fall
like flakes. Higher the amount of flakes poorer the fabric.
4. Elasticity and Resilience/ Crease resistance: Elasticity of fibre is the ability to come
back to its original length after tension is removed. Resilience is the ability of the
fibre to provide crease resistance. The resiliency of fibre is its ability to resist
compression. Both elasticity and resiliency will provide some sort of crease
resistance to a fabric.
5. Abrasive resistance: It is the resistance of the fabric to surface wear and tear and it
can be measured by the number of rubs that a particular fabric can take before
weakening.
6. Shrinkage resistance: It is how much the particular fabric shrinks after the first/
second wash the shrinkage resistance should be high for all the fabrics. The
preferable shrinkage should be 1-2 % and in cotton 5 %.
7. Colour: The following points should be taken care of:
• Bleeding of colour – When colour runs on coming in contact with water or
chemicals.
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• Cracking- When colour runs onto a surface due to friction. In both the cases problem
arises due to the usage of non-fast colours/dyes or due to improper methods of
dying. Fabrics dyed at the yarn stage (VAT Stayed) are definitely more colour fast
than one dyed at the fabric stage. Dyed natural fibres will fade after several
washings. Fabrics must be checked for dye stability. Colourfast fabrics must be used
which do not fade away on exposure to sunlight/chemicals and whose colours do not
bleed/run or crack.
* Dark colour fabrics show dust and light colour fabrics show dust and stains easily.
These will be less apparent in a medium toned fabric.
* Colours chosen must be easily available when replacements are required.
* In hotels and hospitals normally white coloured bed linen is used a give a better
appearance of cleanliness and as easy to maintain and sterilize.
8. Method of construction: The fabric can be knitted, woven or bonded. A woven fabric
is most durable and most common. The method of construction, the type of surface,
appearance and fall of the fabric are to be considered while selecting the fabric. The
closer the weave lesser will be the shrinkage. The weave must be balanced one
example 96/94. 96/70 is an unbalanced weave and it shows that is a loose weave.
9. Weight of the fabric: Lighter the fabric. Easier to handle and takes less time to dry.
This is particularly true for bed and table linen as these are handled and worked
frequently. For soft furnishings, the heavier fabric is preferred as they are better for
durability, texture and fall. The weight of the fabric may be expressed in ounces/yard
or pound/yard. Example Bed linen is 36 ounces/yard.
10. Width of the fabric: 4 standard widths i.e. 1 meter (36”) 1.3 meter (48”) 1.5 meter (54”)
and 1.6 meters (60”) are widely used out of which 48” is the most commonly used.
11. Thermal properties: Whether the fabric is cool/ warm, the criteria are taken in mind
depending on the area and purpose of use. It also gives an indication of the
laundering temperature.
12. Flames retardancy: Wool is a naturally flame retardant. Synthetic fibres which are
made flame retardant are available. They can be used for drapery, upholstery and
carpets.
13. Resistance to pests: Mildew is a type of fungus that causes stains especially on
cotton and linen. Moth larvae, on the other hand, eat into the cloth so cloth should
be resistant to these pests.
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All samples must be tested before placing an order. Samples are tested by:
• Rubbing the material between hands or over a darker surface to see the amount of
starch falling from it.
• Looking at the material under a magnifying glass to see the closeness & smoothness
of the weave.
• Checking the selvedge & corners.
• Laundering the samples a number of times & checking the quality.
• Samples may be sent for chemical treatment.

Selection criteria for various Linen Items

Each individual piece of linen requires special consideration in terms of quality, type
and size.

BED LINEN
Bedsheets
• Should have a good finish, usually with a slight lustre, and be made from a non-
crease fabric so as to retain its appearance. For comfort, the texture should be soft
and smooth, absorbent and free from static. They should be easily launderable and
the fabric should not lose colour in repeated washes.
• Superior quality bedsheets made from linen or union (a combination of cotton and
linen) are expensive and not easily available. Cotton is absorbent, less expensive and
is capable of withstanding extremely hot washes. Cotton may be Percale or Muslin.
More frequently used are combinations of natural and man-made fibres like
polyester cotton or terry-cot. Blending with man-made fibres offsets the
disadvantages of the natural fibre. The introduction of a man-made fibre increases
durability and makes laundering easier, but some of the absorbency is lost. 65% of
cotton and 35% man-made combinations are the best. Blended no-iron sheets must
be folded while still warm from the tumbler to eliminate creasing.
• The crinkle sheet or night sheet is made from cotton seersucker.
• A sheet should be large enough to be tucked in securely all around the mattress. The
width of the fabric is dependent on whether the bed is single or double. When
cutting the length of fabric for the bedsheet, it is necessary to make a provision for:
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• Fitted sheets are unpopular as they have more disadvantages than advantages.
Pillowcases
• These are generally made from the same fabric. The housewife tuck-in type is now
rapidly being replaced by the longer bag-type which are folded in at the open end. In
order to calculate the amount of material required to stitch a pillowcase, it is
necessary to measure the circumference of the pillow and add on 2 to 4 inches to
allow for shrinkage and a perfect fit.
Blankets
• These need to adhere to the body in order to provide warmth. In order to be
comfortable, they should be soft, smooth and resilient and not too heavy. Though
expensive, pure woollen blankets that are napped are ideal in this respect, but they
are difficult to launder and are attacked by insects. To cut costs, improve
launderability and prevent attack by insects, wool is often blended with a synthetic
fibre (acrylic) and the percentage of woollen fibre is mentioned on the label. A less
durable alternative is made from nylon fibres electrostatically flocked on
polyurethane (fibre lock)
This is suitable for those who are allergic to wool. Electric Blankets are uncommon as
they are difficult to maintain and anchor to prevent pilferage. Moreover, persons
who suffer from phobias would opt for the ordinary blanket.
SOFT FURNISHINGS
Duvets
• Duvets have become increasingly popular in hotels and are fast replacing the
blanket, especially on double beds. They consist of a filling sandwiched or stitched in
a fabric case with a changeable cover.
• The fillers may be duck/goose down, a feather mix or a combination of the two. The
down feathers are the small, fluffy feathers from beneath the wings and the breast
of the fowl. Goose down is superior and lightweight because of the hollow quills. The
well-known Eider goose and Siberian goose down are the best. Although they are
warmer, professional cleaning is necessary and they are heavier and more expensive
than their synthetic counterparts. The synthetic filling is usually polyester fibres.
These duvets are lighter and can be washed in large-capacity washing machines.
Casings can be cotton cambric or synthetic fabric but must have a close weave to
keep the filling in place. The higher the tog value or rating, the warmer the duvet will
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be. 10.5 is the average tog rating. While the polyester fibre-filled duvets have a tog
between 8 and 11, the best down duvets have a count between 11 and 14. The tog
rating is generally printed on the duvet. Even if the establishment uses natural fillings
to provide the best degree of comfort, a small stock of duvets filled with man-made
fibres should be made available for anyone who has an allergy to the natural
product.
• It is essential for the duvet to have an outside cover. Changing a duvet cover is a skill
which is developed with practice. To save laundry costs and labour, it is advisable to
provide a covering sheer in conjunction with the duvet cover. Though it is common
to have all of them in white, the duvet cover, the bottom sheet and valance could be
part of the colour scheme of the guest room.
• Using a duvet in hotel bedrooms has advantages and disadvantages
Bedspread/Bedcover/Counterpane
• These are purchased, considering appearance, durability and size. The colour and
print should match the décor, and soil should not show easily. The weave should not
be susceptible to snagging. The fabric should drape well and not crease easily
(quilted for this purpose). The durability of the fabric is judged by the effect of
laundering and constant use. The life expectancy may be totally disregarded in order
to meet with a certain decorative colour scheme. Readymade bedcovers lack
individuality so they are usually stitched and a number of styles are possible.
Bedcovers should be interchangeable wherever possible. The amount of fabric
required to stitch a single bedspread is approx. 8 metres.
Curtains/Draperies
• These are also purchased considering appearance, durability and size. Sheer
curtains/net curtains/glass curtains combined with heavy draperies are usual in a
guest room. This combination allows light to pass through and facilitates privacy as
well. Sheer curtains are generally made from synthetic/blended net or lace or from
plain nylon or terylene. It is advisable to use a fire-resistant finish or fabric for these
curtains. Draperies are usually lined. Lined curtains are thicker, fall better and allow
less light to pass through. They are less likely to fade, soil-less easily and thereby last
longer. When selecting the curtains, the appearance is judged by ensuring that the
colour and pattern match the décor; viewing the fabric hanging and gathered in
folds; viewing the fabric with daylight behind it; viewing the fabric with artificial light
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falling on it. It is also advisable to select patterns which are repetitive after shorter
lengths to reduce wastage when stitching wide curtains. The amount of material
required is dependent on the window treatment and 15 metres is the average
requirement. A heavy fabric is usual for public areas and a lighter one in the guest
rooms.
Cushion Covers and Upholstery
• Like the rest of the soft furnishings, these must also match the décor. It is also
important that they are resistant to dirt, accumulation of dust and snagging. The
fabric should be non-slip without being rough and free from static so that it does not
cling to customer’s clothes. It also should not lose lint or colour easily.
• Cushion covers should be launderable and non-crease. Upholstery fabrics should not
stretch after they have been fitted. In both cases, the fabric should be firm with a
close weave. This, however, is more applicable in the case of upholstery and in most
cases, the fabric has a jute backing.
BATH LINEN
Requires being gentle on the skin, with a high degree of absorbency and lint-free.
Linen or cotton are the fibres from which the towels are made. The weave may be a
Dobby weave which is used to make a fabric called Huckaback, that is often used for
face towels and sometimes hand towels. Bath towels are invariably made from
Turkish towelling using a pile weave known as the Terry weave.
The loops of the towels should be at least 1/8” high for good absorbency. When
selecting Turkish towels hold them against the light out find out how close the basic
weave is. Coloured and patterned towels may be selected for public areas like the
swimming pool, health club or beauty parlour, largely for identification. White towels
are preferred to coloured ones.
NAPERY
Table linen
The fabric selection is largely dependent on its launderability. Stain removal should
be possible and it must have the ability to retain colour and shape. As far as
appearance is concerned, it should match the décor and have a lustre for a good
finish. The fabric should be preferably non-slip, as all restaurant tables do not have a
baize top. Linen is better than cotton but very expensive. Starched cotton casement
is commonly used. The fabric considered ideal for table linen is Damask. The pattern
is highlighted by using lustrous yarns. Blends are unsuitable as the linen cannot be
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starched for the ‘crisp’ effect. Also, the resins present in blends attract grease,
making oil stains difficult to remove and often these resins break down when
exposed to the heat in the tumble dryer. Tablecloths should hang 9” over the edge of
the table. Sizes vary according to the size of the table. If they are to be stitched, then
an allowance should be made for 5% shrinkage along the length. Although is seems
that it is only necessary to hem tablecloths at the ends that unravel, it is preferable
to hem all four sides so that the article retains its shape.
Moulton’s
Where the dining tables, do not have a baize top attached, this length of baize cloth
may be used.
Banquet Frills (Juponé)
These are coloured and lustrous, usually made of satin or rayon which may be plain
or patterned. The pleats may be stitched or pleating may be done when draping the
table. Varied styles may be used when draping which will affect the length of fabric
required. The width of the fabric must correspond to the height of the table.

PURCHASE OF LINEN:

Sources of purchase
• Direct from manufacturer
• From wholesale store
• Sales representative
An individual hotel may buy linen as per Housekeeper’s decision or in case of a group
hotel, it may be ordered by Central Purchase.

There are three major factors to be considered when purchasing linen:-

• Quantity
• Quality
• Size
Quantity
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The quantity of linen purchased is largely dependent on the following factors:-
• 1. size of the establishment
• 2. standard of the organization (will determine frequency of change)
• 3. turnover or occupancy
• 4. laundering facility
Generally, a hotel should have a minimum of three sets of linen Linen Coverage is a
term used to refer to the total number of sets of linen maintained by the hotel and
their distribution. The number of sets is also referred to in terms of ‘par’.
Quality
The best quality linen must be selected within the available budget.
To select good quality linen, it is necessary to give due importance to:-
1. fibre selection and quality of yarn
2. thread count – the total number of warps & wefts in 1sq. in. of grey goods fabric.
The total thread count should be above 150. The balance between warp and weft is
also important. The warp is higher and the weft should be no more than ten less.
(indicated on fabric as warp no. X weft no)
This balance is especially necessary for stretch recovery during flatwork ironing.
3. finishes especially colour fastness
4. reputed manufacturers
It is advisable to obtain samples and launder them to observe the effects of
laundering.
Size
Purchasing linen of the correct size is extremely important as wrong sizes can affect
the appearance and even hamper operations.

STANDARD SIZES OF LINEN ITEMS

Sheets:
• Single 78” x 108” (203 cm. x 274 cm.)
• Double 90” x 108” (224 cm. x 274cm.)
• King size 117” x 108”(295 cm. x 274 cm.)
Pillowcases:
• Standard 20” x 30” (50 cm. x 75 cm.)
• King size 20” x 40” (50 cm. x 100 cm.)
Blanket:
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• Single 70” x 100” (175 cm. x 250 cm.)
• Double 90” x 100” (228 cm. x 250 cm.)
• King size 116” x 100”(290 cm. x 250 cm.)
Towels:
• Bath sheets/Bath Blankets 40” x 70” (100 cm. x 178 cm.)
• Bath Towels 30” x 54” (76 cm. x 137 cm.)
• Medium-sized Towels 22” x 40” (56 cm. x 100 cm.)
• Hand Towels 15” x 24” (38 cm. x 60 cm.)
• Face Towels 10” square (26 cm. square)
• Roller Towels 18” (45 cm.) width in huckaback
• Bath Mat 24” x 36” (60 cm. x 92 cm.)
Table Linen:
• Square Tablecloths: 36”, 54”, 63” or 72” square (91, 137,160. 182 cm. square)
• Rectangular Tablecloths 52” or 90” x 72” (133 or 230 cm. x 183 cm.)
• Serviettes 24” square (60 cm. square)
• Cocktail Napkins 10” square (26 cm. square)
Handling linen from purchase to use to laundering and storage before it is used again
is a difficult task requiring much expertise as well as close supervision. Each system
has its own merits and linen control must be balanced against saving time and
wages.
Primarily, purchase records must be correctly maintained as they form the basis of
stock-taking. Daily records keep a track of linen on a day-to-day basis. It is also
necessary to maintain a record of condemned linen and any remakes from these
discarded items to provide a clear picture during stocktaking.

Calculation of Linen requirements

The housekeeping department of a hotel goes through hundreds of sheets per day.
To have enough linen, housekeeping managers maintain par levels of inventory to
meet the needs of the hotel.

What Are Par Levels?

Maria, the housekeeping manager at the Coral Beach Hotel, was always running out
of linen. At first, she had concerns that the guests were stealing the sheets. But as it
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turned out, Maria simply did not have enough sheets to make every bed in her 100-
room hotel. Searching for help, Maria turned to her general manager for answers.
The problem was relatively easy to find. Maria did not maintain a par level for her
linen inventory. A par level is a set number of inventory items that a hotel should
have on hand at any given time.

How to Calculate Linen Par Levels

When Maria and her general manager sat down to figure out what is needed to
make every bed in the hotel, they came to the following conclusions:
• The hotel has 100 rooms
• Each bed has three sheets, including 1 bottom sheet and 2 top sheets
Here is the calculation:
• 100 beds * 3 sheets per bed = 300 sheets per par number

Now, 300 sheets will be enough to make the beds, but Maria knows she will also
need additional sheets on hand. Here is how the par is calculated for the spare
sheets
• One par of linen on the beds is 1 * 300 = 300 sheets
• One par of linen in linen storage area is 1 * 300 = 300 sheets
• One par of dirty in laundry room is 1 * 300 = 300 sheets
• One par of linen for replacement of damaged or stolen items is 1 * 300 = 300 sheets
• One par for emergency situations is 1 * 300 = 300 sheets
• Total number of linen needed is 1,500 sheets
• So the calculation is: 1,500 sheets / 300 sheets/par = 5 par of linen
Let’s go through each of the par levels for a better understanding.

Different Par Levels

From the calculation, Maria needs to have 5 par of sheets in the housekeeping
department at all times

Linen control-procedures
Control of linen is an important task to manage the operations, it basically falls into
three areas of activities:-
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1) Hygienic standards and appearance of linen
2) Daily routine exchange of linen between floors and departments linen room and
laundry.
3) Purchase details, inventories and stock taking records.
The following points need to be considered during linen control :
• Regular stocktaking
• Correct laundering procedure
• Purchase only as per requirement
• Proper supervision in the linen room
• Correct storage
• Re-cycling of linen
• Proper exchange procedure
• Controlling misuse
• Monogramming and Marking

STOCKTAKING
Stocktaking is counting what you have (ACTUAL or PHYSICAL STOCK) and comparing
it to what you are supposed to have (BOOK or RECORDED STOCK). It is an essential
activity that must be carried out at regular intervals. Any discrepancies should be
accounted for and adjusted in the records. It is an operational necessity in order to
be able to predict future requirements. Stocktaking acts as a control measure by
highlighting discrepancies, thereby promoting investigation. It also acts as a
deterrent for pilferage and ensures rotation of stock.
Procedure for linen stocktaking
Departments concerned must be intimated at least one day in advance. All linen
must be counted on the same day or at least the similar type linen is counted at a
time (Room Linen is separated from F & B Linen), so as to prevent ‘borrowing’ to
make up deficiencies. A convenient time is chosen when all linen movement can be
halted without causing too much of a problem with the operations.

Master Inventory Control Sheet

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Inventory date____________ Inventory Prepared by________________
Signature of the executive Housekeeper _______________________________________
Signature of the General Manager ____________________________________________

1. Linen item

2.Last inventory data

3. New received

4. Subtotal(2+3)

5.Recorded Discarded

6. Total (4-5)

7. Storage Room

8. Linen Room

9. Laundry

10.On carts

11. In Rooms

12. On rollaway, cribs, etc

13. Subtotal(7+8+9+10+11+12)

14. Loses(6-13)

15. Par stock

16. Amount needed(15-13)

17. Order

18. Need to order(18-19)

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Importance of Stocktaking
Stocktaking highlights stock control issues and areas where a department needs to
improve on in order to be even more profitable. The importance of stock-taking as
follows:
• Stock taking helps Housekeeping executive to find out any thefts in the department.
• A regular stocktaking will also highlight problems with damaged stock, unprocessed
or missing orders, and poor stock control practices.
• Stocktaking will highlight any shortages department weren’t aware of and will
prompt to order more next time.
• Stocktaking acts to improve areas of weakness and loss.
Methods and Principle involved
• Physical counting is done after every three months and is also known as quarterly
inventory.
• All items are segregated and grouped including discards.
• Counting of items in circulation and in-store is separately done and added together.
• Discards are stamped “condemned “and kept aside.
• Counted total should tally with the last inventory figures plus issues received after
that.
• Inventory must be conducted in the presence of the housekeeper, Accounts clerk
and auditor.
• Stocktaking is conducted on three separate days, each for Uniforms, Room linen and
Restaurant linen.

Recycling of Discards
Discarded or condemned linen are items that are no longer useful in their present
condition due to some irreversible damage such as a permanent stain or simply wear
and tear. ‘Cutting Down’ refers to the using of any discarded material for some other
purpose. The examples of it are as follows:
• Bed sheets can be used as dust sheets, double bed sheet to single bed sheet, pillow
cover.
• Easiest way is to discard it into rags and dusters with the marking of condemned
linen so that the purpose of the linen is clear.
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• Bath towel or bath sheets can be cut onto small toweling dusters
• Large discard sheets can be cut down for use as crib sheets, aprons etc.
• Discarded linen is sold to hotel staff at reasonable prices

Linen Hire
Hiring linen is uncommon in India, but many hotels in other parts of the world do not
purchase linen and prefer to hire laundered linen from a hiring company. Linen hire
companies supply clean linen to hotels on a hire basis. Thus it is a contract with a
company which rents and launders linen. The system has both advantages and
disadvantages.

Advantages
• Initial purchase investment is eliminated.
• No laundering of linen is necessary.
• Less storage space.
• Less staff which means fewer salaries to pay.
• No need to order linen so purchase function is eliminated.
• No repairing of linen by the hotel.
• It is ideal for spasmodic trade such as seasonal hotels, by avoiding capital
expenditure and the need to store seldom used linen.
• Linen hire charges may be no greater than the combined depreciation and
laundering costs.

Disadvantages
• No individuality.
• The choice is limited – the linen specifications, sizes and standards may be different
from those required by the hotel.
• No cut-downs or makeovers possible.
• Damages have to be paid for, usually at a higher rate. u
• The hotel is totally dependent on the hiring company.
• There is no control over the quality of the wash.
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• Linen supply may be affected by bad weather or strikes causing a breakdown in
operations.
• If low occupancy, there is a loss due to unused linen.
• The excess requirement is charged at the current rate.
• Guest laundry will have to be dealt with or co-ordinated with a commercial laundry.