Module 5: LINEN ROOM

Key Words: Function, Types of Linen and Uniform, Storage of Linen,

Exchange of Linen, Tailor Room, Indenting from stores or laundry.

The linen room is the central depot for all linen and from it sufficient clean articles, in
good condition, are distributed throughout the house. It serves as the base of operations
for most housekeeping departments. Usually affiliated with linen room are sub-
departments for uniforms and linen repair.
When one considers that even for a small establishment many hundreds of articles are
necessary for the bedrooms alone, thus the linen keeper has a great responsibility for the
control of the stock.
The linen keeper is responsible for issue of all linen, the sorting and dispatch of soiled
linen to the laundry, the checking on its return and for its general standard. He/she keeps
as strict a control possible over the exchange of soiled for clean linen. The linen keeper
should be capable of being firm with the laundry manager over such difficulties as
careless laundering and losses, and should keep the record book accurately and
efficiently.

FUNCTION OF LINEN-ROOM
1. Security of the linen. No unauthorized person should be allowed access to the
linen room but an authorized person should have access to some linen in the case
of emergency outside the normal working hours.
2. Exchange of linen by the rule “cleans for dirty”. This can be done directly on the
counter or listed and bundled, and then exchanged at a set time each day or
dispatched down a linen chute and the floor stock of clean linen made up later in
the day i.e. ‘topping up’ of floor stock.
3. Dispatch – Soiled linen are dispatched to the laundry as soon as possible to avoid
misuse or further staining or getting infected. Badly stained articles should be sent
to the laundry separately from other soiled linen. The time between collection and
delivery of the articles by the laundry is generally 24 – 48 hours.
4. Inspection – Clean linen is removed from the baskets as soon as possible after the
delivery has been made. The articles are counted on the inspection table. ‘Shorts’
are noted and entered on the next day’s laundry list. Ideally after the clean linen
has been counted, and before it is put on the shelves, it should be inspected for:
a. Repairs
b. Stains
c. Very bad creasing
d. Articles belonging to other hotels in case of outside laundry.
5. Storage of linen – After inspection the linen keeper is responsible for storing the
linen in standard conditions required and takes proper care of them till they are
not issued to the concerned areas.
 6. Stock taking – This is the physical verification by counting of stocks of all items
in the cycle at periodic intervals of three or six monthly, so that the overages or
shortages can be found out by a variance in physical balances and the accounts
inventory ledger balances. Stock taking is taken as per three groupings each on a
separate day: (i) Uniforms, (ii) Room linen and (iii) Restaurant linen.

TYPES OF LINEN
1. Bath Rug 24” X 42”
2. Bath Towels 25” X 45”
3. Blanket 72” X 108”
4. Bed Spread 72” X 108”
5. Dusters 22” X 22”
6. Hand Towels 6” X 7 ½”
7. Face Towels 9 ½” X 10 ½’
8. Mattress Protector 64” X 96” (single)
9. Table Napkins 21” X 21”
10. Pillow Slips 24” X 32”
11. Pool Towels 36” X 80”
12. Staff Towels 36” X 62”
13. Bed Sheets 72” X 108”
14. Table Cloths Various sizes
15. Tray Cloth As per size of trays and salvers
16. Waiter’s Cloth 18” X 27”

TYPES OF UNIFORMS
1. Aprons For cooks and utility workers
2. Blouses For housekeeping, front office, lady staff and
hostesses
3. Belt For parking attendant, doorman and lady captain
4. Bell Bottoms For room attendant, Health Club lady staff
5. Bush Shirts For health club, laundry and pool area staff
6. Bows For managers
7. Dungarees For engineering technicians and housemen
8. Caps For parking attendants, drivers, utility workers and
cooks
9. Coats For stewards, cooks, utility workers, captains,
receptionists, gardeners and housemen
10. Churidars For doormen
11. Gloves For stewards
12. Gumboots For Kitchen stewarding, laundry, horticulture and
engineering staff.
13. Jackets For bell captains and restaurant captains
14. Rubber Slippers For the silver polisher
15. Kameez/ Kurta For room attendant and health club masseuse
16. Ladies shoes For room attendants
17. Long coats For the cashier, laundry supervisor, house doctor
and kitchen stewards
18. Woollen Overcoats For security personnel
19. Pullover For security and horticulture personnel
20. Raincoat For doormen, parking attendants and security
personnel
21. Scarf For cooks
22. Saree For hostess, housekeeping supervisors and front
office lady staff
23. Salwaars For room attendants
24. Shoes – Leather For doormen and parking attendants
- Loafers For markers, housemen, security guards, kitchen
personnel, engineering technicians
25. Trousers For cooks, utility workers, stewards, captains,
receptionists
26. Turbans For doormen
27. Turras For doormen
28. Ties For Managers
29. Umbrellas For security personnel, parking attendants and
doormen

LINEN STORE
1. The rooms must be so constructed as to eliminate the possibility of damage by
insects.
2. The room must be well – ventilated, cool and dry.
3. Hot water or steam pipes should not run through the linen and uniform rooms.
The rooms should also be protected against dampness, sunlight and chemical
fumes.
4. Properly designed racks should be used so that rust and white ants do not get to
the materials. The last shelf of the rack should be at least six inches above the
floor.
5. The room should have only one entry/exit for security purposes.
6. The room should be so located as to be easily accessible to all employees as well
as the laundry.
7. The room should have a counter for the exchange of linen/uniforms.
8. The rooms should be periodically subject to pest control schedules.

Some storage tips and practices

1. Uniforms of better quality materials should preferably be hung in cupboards.
2. Uniforms made of cheaper materials should be separated size-wise and stacked in
racks.
3. Restaurant and room linen should be arranged by size and neatly stacked in
shelves with heavier items in lower shelves.
4. Small items like gloves, caps, ties, bows, etc, should be kept in closed cupboards.
5. Soiled uniforms and linen should always be dumped into hamper.
 6. Cotton items like sheets, pillow cases, table cloths, etc, should not be stored for a
long time unless they are washed to remove starch.
7. Coloured embroidery should be laundered before storing to avoid discolouration.
8. For long term storage, wrap items in plastic foils or pack in paper lined cartons
after washing. Wrap loosely to permit air to circulate in fabric.
9. Woolen items must be washed before storage. They should be wrapped and sealed
in air-tight plastic foil.

INVENTORY CONTROL

Since uniforms and linen are heavy investments it is necessary to keep a close control on
this very important asset. Effective control is possible through the following practices:
a) Control on misuse, shortages and mix-ups.
b) Proper storage.
c) Regular stock-taking.
d) Spot checks.
e) Proper supervision.

To prevent damage of linen and uniforms the following tips to be kept in mind.
1. Check for faulty linen chutes, carts, baskets, washers, etc. which might tear linen
and uniforms.
2. Losses of small pieces of linen can be avoided by keeping mesh bags at strategic
points for passing employees.
3. Put restrictions on the misuse of linen by inspecting employee locker rooms or
fining them for misuse.
4. Laundry should be careful not to put excessive amount of bleach powder.
5. Linen should be exchanged strictly on one to one basis.
6. Damp white linen/ uniforms should not lie on concrete or iron.
7. Employees must not wipe spilled medicines or other spillages with white linen.
8. Laundry should load washing machines properly.

EXCHANGE OF LINEN AND UNIFORMS

Room linen exchange procedure
1. Floor supervisor physically counts each soiled item on the floor and enters the
figures into the room control sheet.
2. Two copies of the room linen control sheet are sent with the hamper of soiled
linen to the linen room.
3. The Linen keeper recounts the soiled linen brought down and verifies with the
room linen control sheet. The concerned supervisor then stamps ‘Received’ after
the tally and returns one copy while the third copy is retained.
4. Against the room linen control sheet the lien keeper issues fresh linen on a one to
one basis. In case the linen room is short of fresh linen at the point of time then
the balance due on the room linen control sheet is mentioned and shortfall is
issued in the next lot.
Floor No. __________________ Time _____________ Date _______

Articles Sent by Floor Received By Sent to floor Balance

laundry
Sheets
Pillow Slips
Bath Towels
Face Towels
Bath Mats
Face Cloth
Night Spread
Mattress Protector
Bed Spreads
Sofa Covers
Shower Curtains
Blankets
Bath Rugs
Dusters
Signature

Signature

Signature

Room Linen Control Form Signature

Uniform exchange procedure

1. In case of a new employee, uniforms are issued against a specific authorization
letter received from the personnel department.
2. For regular employees ensure that they have arrived at stipulated time.
3. Check uniforms for damages.
4. Issue fresh uniforms strictly on a one to one basis ensuring the uniform is of the
correct size and name, if uniform is specially tailored for a person.

NOTE: If the soiled uniform received is damaged and can be mended, warn the
employee. If the uniform cannot be mended report the matter to the supervisor. If the
employee is a chronic offender the amount can be charged to his personal account.

Restaurant linen exchange procedure

1. Make sure that the person exchanging linen has come in the stipulated time.
2. Check soiled linen received for damages.
3. Count every item, verify with the food & beverage linen exchange form.
 4. Enter the figures into a linen exchange register especially kept for food and
beverage outlets.
5. Give the same number of fresh items in exchange and enter the figures in the
linen exchange register.
6. Forward the soiled linen to laundry for washing.

Exchange of Linen/Uniforms with Laundry

Sending Soiled Uniform/ Linen The uniforms/linen are sorted/separated as per size,
department, quality, kind and physically counted in
the presence of the laundry supervisor and handed
over. Uniforms for dry cleaning are submitted
against a Daily Delivery of Uniform Form, room
linen against the Linen Control Sheet and restaurant
linen against the Soiled Linen Exchange Register.
In all cases the Laundry Supervisor’s is taken.
Receiving Fresh Linen 1. Room linen is received on the basis of figures
shown in the copy of the Room Linen Control Sheet
received and stamped by the Laundry Supervisor.
2. Restaurant linen is received on the basis of
figures in the Linen Exchange Register earlier filled
in when exchanging with the restaurant staff.
3. Uniforms for dry cleaning are received with the
help of figures shown in the Daily Delivery of
Uniforms Form filled earlier when giving
uniforms for dry cleaning.
4. Linen is received from the laundry in lots as and
when is ready. Each type of linen is totaled and
filled in the Inventory of Room Linen Form.
The difference in items due from the Laundry is
established by comparing the totals of the above
with the totals in the second copy of the Linen
Control Sheet (for room linen) and the Linen
Exchange Register (for restaurant linen). These
two figures are noted down in a register for
every item every day. On closing day of the
month the total shortage from the laundry is
worked out. The Linen and Uniform are
segregated and stored in their respective places.
 Items Total To From Balance
Balance Laundry Laundry
B. F.
Housekeeping
Ladies shirts
Ladies Trousers
Saris
Dungarees
Food & Beverage
Chef Coat
Chef Trouser
Chef Cap
Chef Apron
Chef Skarf
Waiters shirt
Waiters Trousers
Waist Coat
Daily Delivery of Uniforms Form

INDENTING FROM STORES OR LAUNDRY

Indenting for new linens from linen stores or laundry is made on the consideration of the
par stock. Par stock is the minimum linen and uniforms required to meet the daily
demands so as to ensure smooth operations.
Importance of par stock
1. To make correct and efficient investment of capital.
2. To prevent overstocking and thereby avoid chances of spoilage during storage,
storage space problems, etc.
3. To ensure proper supply at all times.
4. To help in effective budgeting.
5. To simplify inventory taking.
6. To bring about manageable control.
How to establish Par Stock
Linen Determine the requirement of each guest room and
restaurant per shift. This is multiplied four times as per
cycle mentioned below:
One change in circulation
One change in the housekeeping stores
One change in the laundry
One change in the linen room

Uniforms The par stock of uniforms is decided on the basis of

(a) cloth material;
(b) job position and nature of jobs.
Four changes are kept for uniforms changed daily such as
steward’s coats, utility workers’ uniforms etc. on the
following basis;
 One change in circulation
One change in the laundry
One change in the uniform room
One change in the housekeeping store
Three changes are kept for uniforms changed on every alternate day. Terry cotton and
woolen uniforms have two changes kept as par stocks.

TAILOR ROOM
This room is kept for house tailors who attend to the stitching and mending work of
linen and uniforms.
For economy, mending should be carried out before laundering, but dealing with
soiled and perhaps wet articles is not pleasant so mending is done in the clean linen.
Due to the high cost of labour little hand sewing is done but a great deal of machining
takes place. Good light for machining is essential as well as the necessary tools and
equipment, such as needles, scissors, cotton and a suitable chair.
Any article not quite up to standard for guests’ use in a hotel marked for staff or
renovated and last use of all linen is for rag, which will be used for many cleaning
purposes. Thin places, small holes and cuts frequently occur in towels, table and bed
linen, and these are repaired by machine darning. Machine markings may be carried
out in the tailor room in linen room or labels may be sewn or ironed on to articles to
denote the name of the establishment or department.

Racks
ks
Rac
Hanging Racks

Hanging racks

Hanging Racks
Cupboards
Uniform Store
Racks

Tailor Desk
Room
Employee exchange counter

Linen room layout

REFERENCE:
1. Hotel, Hostel and Hospital Housekeeping, fifth edition, Branson and Lennox,
ELBS.
2. Hotel Housekeeping Training Manual, Sudhir Andrews, Tata McGraw Hill
Publishing Company Limited.