MODULE 8: Linen

Management 2
 Linen Procurement
Introduction
Linens may be purchased directly from the mill or through a linen
broker. Order placed with the mill must be for large quantities and may
take considerable time to be delivered. For matter of orders, fast
delivery and dependable serve, lodging properties usually purchase
linens from dependable service; lodging properties usually purchase
linens from local or regional broker who will make frequent scheduled
calls on the property.
Factors to Consider When Purchasing Linens:
 Durability
 Laundry costs
 Purchase price
 TRUE COST OF THE LINEN

The cost for the Cost per Use of Linens

It is computed by multiplying the total number of washings
expected of the linen (its life expectancy) by its weigh in pound,
times its pre-established laundry cost per pound, plus the purchase
price of the article, divided by the same life expectancy.

Cost per Use = Weight in Pounds x Laundry Cost x Life Expectancy + Purchase Cost
Life Expectancy
 For example, the laundry cost of a towel weighing
1.7 pounds has been determined at $ 0.15 per pound.
The towel’s life expectancy is 240 washings and its
purchase price is $ 6.50. The cost per use of the towel is
$ 0.282.

Computation:
(1.7) x (0.15) x (240) + (6.50) = 0.282
240
 Specifications should include:

1. The name of the product: bed sheets

2. The amount to be purchased: 12 dozens
3. The grade or brand desired: 180 threads per
square inch
4. Container size: 3 dozen cartons
5. The unit on which prices are quoted: dozen
6. The specific factors needed to obtain the exact
item:
Made in USA, sanforized, 50/50 blend, queen size etc.
 Establishing Linen Pars

Example 10 rooms with king size beds

10 rooms = maximum 10 rooms
10 king size rooms = maximum 10 king size rooms
1 king size bed per room = maximum 10 king size
beds
2 sleepers per room = maximum 20 sleepers
Each room will require:
• 3 bed sheets x 10 rooms = 30 king size bed
sheets
• 4 pillow cases x 10 rooms = 40 pillow cases
• 2 face towels x 10 rooms = 20 face towels
• 3 hand towels x 10 rooms = 30 hand towels
• 2 bath towels x 10 rooms = 20 bath towels
• 1 bath mat x 10 rooms = 10 bathmats
Par Stocks
What is a Par Stock?
• It is the standard number of inventoried items that
must be on hand to support daily, routine
housekeeping operations
• The amount of linen needed to outfit a property at
100% occupancy
• Levels are determined differently for recycled and
non-recycled inventory
• Consider additional requirements
Ideal par is four and distributed as follows:
• One par in the guest rooms
• One in the floor service stations and carts ready to be
used
• One in the laundry room being washed
• One in reserve

A property operating with a par of four will need

to stock four pieces of every items need to set up one
guest room times every guest room in the property.
Factors that should be considered in Establishing Pars:

Number of rooms based on the average occupancy rates

Type of rooms
Type of beds
Number of sleepers – number of guest per room
Turnover/standard of service
Output capacity of the laundry
Rate of replacement or worn, damaged or stolen linens
Linen Control
Main Causes of Linen Loss (Shrinkage)
• Wear and tear
• Permanent stains
• Theft by guests and employees
• Use of towels, washcloths and napkins for cleaning
purposes
Steps to Minimize Linen Pilfering and Misuses:

1. Provide kitchen and cleaning staff with

sufficient cleaning rags.
2. Establish effective security measures
3. Establish a system of communication between
housekeeping and front desk for missing items
4. Spot count linen issued and received in the
laundry to and from a particular section
5. Provide a record of discarded linens for
inventory and control purposes
Security
• When linen room is closed, the door should
always be kept locked and the key taken to
are responsible person according to house
custom
• No unauthorized person should be allowed
access to the linen room but an authorized
person should have access to some linen in
cases of emergency outside the normal
working hours
Exchange of Linen
The rule of “clean for dirty” is considered the best way of keeping control of
linen with regard to losses and careless use, but it is the only way of
exchange.
This may take place by soiled linen being:
Directly exchange for clean items over the counter – by maid, cleaner,
waiter or house or kitchen porters
Listed and bundled, then taken to the linen room by the maid, house of
linen porter at a set time each day
Collected frequently from the corridors or maids service room by the
linen porter. Then, the floor stock of clean linen made up later in the day
by the house or linen porter
Dispatch
Soiled linen should be sent to the linen room as soon as
possible for dispatch to laundry because to leave it lying
about invites misuse. If it is damp condition, mold and mildew
can occur and both these stains need special treatment for
their removal. Badly stained articles should be sent to the
laundry separately from other soiled linen, so they may
receive special attention.
Inspection
Clean linen and other articles are counted on to
the inspection table. “Shorts” are noted and entered
on the list. In some large hotels, the laundry
department sends a checker to count, with one of
the linen room maids, the soiled and clean linen
going to and returning from the laundry
Inventories
Once proper control of linens has been established,
physical inventories must be regularly conducted.

Purpose of Physical Inventories:

Ascertain linen losses (shrinkage)
Determine the amounts of items needed to bring the stocks
to their original pars
Physical Inventory should be done in the following:
Guestrooms
Laundry rooms
Linen rooms
Floor linen closet
Section housekeeper carts
Soiled linen ready to be laundered
Made up mobile beddings
A Sample Master Inventory Form can be summarized as
follows:

Beginning inventory of each item counted + purchase for the

month
- documented discards for the month = amount that should
exist
Par stock (of each item counted) - total on
hand = amounts needed - amounts on order =
need to order
Daily Par = weekly par____________
Number of days a week
Linen Valuation
The controller will multiply the number of items on
the “losses” line by price to find out the total loss of
linens for the month in dollars. Most properties assign
full market price to new linen in stock but not yet used
and half price to linen in use. The total value of all
linens in stock is determined as follows:

(Linen Use x Original Price) + (New Linen x Market

Price) = Linen Valuation