Linen room notes

2.1. Introduction

The linen and uniform room is a central depot for all the hotel linen and it is a place where all the clean articles of linen are stored and distributed to inter-intra departments (i.e. throughout the establishment) for different uses. Usually there is a uniform section in the linen room which takes care of all the uniforms of the rooms.

However, in large organization where each uniform is specially designed, they have a separate uniform room. In such hotels, linen room exists in close association with the uniform room. Linen room comes association with the uniform room. Linen room comes under the control of a supervisor who is responsible for the issuance of fresh and receiving soiled linen. It is a place where all linen are maintained in small manner at central point.

Hotel linen and uniforms plays a very important role in terms of providing clean and comfortable linen to the hotel staff and the hotel guests. Hotel linen in housekeeping department is the second large expense.

Hotel linen is expensive to replace and if it is well maintained, correctly laundered and properly stored its life can be extended. Soiled, worn or creased linen leave a bad impression of the cleaning standard of the hotel. Efficient hotel linen and laundry management ensure that the large volume of soiled linens are washed, and treated so as to look, neat, smell fresh, and feel crisp that they are distributed at the right time at right place.

LINEN ROOM ORGANIZATION:

There are primarily two types of linen rooms:

1. Centralized Linen Room: In this system, linen from all floors are collected and sorted in one central areas. The linen room supervisor has complete control over the linen room. All linen issues and receipts go out from here. This system is useful for small or medium size establishments which are not spread over large area.
2. Decentralized Linen Room: In this system, each floor maintains its own par stock of linen. As and when necessary, these are replenished from the main linen room. The linen par is stored in floor pantries and the floor supervisors are responsible for maintaining the par level. This system works well in hotels that have a large number of floors. The system is also used in resorts, where rooms are spread across a large expanse of area.

2.2. Location of Linen Room

• Adjacent to the laundry if on-premises, usually with an interconnecting door between the rooms.
• Near the service entrance if the laundry is off-premesis.
• Near the servive elevator for the easy transportation to various unis.
• Away from the food production area to avoid fire hazards as well as prevent linen from absorbing food odours, smoke, soot and dampness.

2.3. Function of Linen room

The following are the functions or activities of linen room:

1. Collection of soiled linen:
   Various soiled linens and uniforms are collected from different areas and departments (i.e. units) like floor pantry, food and beverage service, food production, etc to the linen and uniform rooms. Such process can be faciliated through the usage of chutes, canvas bags, trolleys, collapsible wire carts, laundry skips, etc. Also, guest laundry may be collected.
   [Note: Laundry skips is an elasticized net bag which is used to carry laundry linens and uniforms. And, Linen chutes is a vertical tube like structure from which soiled linens ae thrown straight to laudry from floor pantries.]
   
2. Counting and sorting of linen:
   Linen is sorted according to the size and what kind of treatment will be done on it in laundry. Linen is also sorted as wet and dry. Linen is counted on 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.
   
3. Packaging of soiled linen for laundry:
   Soiled linens are placed in hampers after sorting to avoid mix-ups and to prevent linen damage. Linens requiring repairs or heavily soiled are put into different bags colour coded respectively.
   
4. Dispatch of soiled linen to laundry:
   Dispatch of soiled linen to laundry after sorting and counting and packaging. A list of soiled linen is sent to laundry along with dirty linen. A duplicate copy is kept in the linen room (information like date, time, items, number of soiled and signature).
   
5. Receipt of fresh linen from the laundry:
   After the linen is linen is properly washed, cleaned, dried and ironed; fresh linens are brought back to the laundry room.
   
6. Checking and inspection of fresh linen:
   After receiving linen from the laundry checking the quantity to ensure that the amount of laundered tallies amount of soiled linen items sent. Inspection of quality of wash i.e. stains and dirt removed, no damages, no loss of shape or colour, no blue streaks or patches fom optional brighter, properly ironed.
   It is also important because we need to check the articles belonging to other hotel have been in advetently delivered, if the hotel is using commercial laundry.
   
7. Storage of fresh linen:
   Linen room stoage depends on the size of the hotel, frequency of wash, change, type of operation, linen coverage (i.e. par), storage should have a good space, shelves clean and safety factors being attacked by pests. It should be well ventilated and inaccessible to pests.
   • Arrange linen by size i.e. heavy on bottom and lighter on top as to maintain balance.
   • Small items should be kept in cupboard to reduce pilferage (i.e. the action of stealing things of little value.)
   • Soiled linen should be put in separate hampers so to avoid mixing.
   • Woolen items should be washed or dey cleaned before storage. They should be wrapped and sealed in air-tight plastic foil. For example: Blankets
     
8. Distribution to units:
   One on one basis is mostly practiced to exchange the linen items where fresh linen is given and soiled one is received.
   
9. Monogramming:
   name and logo of the establishment is put onto the linen item for identification, advertisement and discouraging pilferage. This can be stiched, sticked with wax, printed, open stiches, loose buttons and can be stitched or darned.
   
10. Stitching, Repairing and Alternations:
    Linen items are repaired in the linen (sewing room) in case of damages (wear and tear), loose stitches, open stitches, loose buttons and can be stitched or daned.
    Damaged items care mended by stitching or daning. Alteration of uniform for correct fit is usual. COndemned when is converted into useful items called cut-downs or make-overs.
    [Note: Condemned linen refers to those linens items which are officially declared unfit items for use and are no longer usable due to damage, stains, or wear & tear, henc it must be removed from circulation. However, it could be used for making cleaning items like dusters.]
    
11. Stock taking and Records maintenance:
    Many records are entered on a day-to-day basis for the exchange of linen between the linen room’s laundy and floors. Purchase records are essential and records of condemned linen and make overs are usually maintained.
    Periodical stock taking is carried out and the annual stock taking is carried out and annual stock taking is recorded in the stock register, there by providing the value of linen as an asset.
    Stock records also help to generate purchase orders for replacement of los or condemned articles.
    

2.4. Linen Room Staff Duties & Responsibilities

Job Description for Linen & Uniform Attendant:

Job Title: Linen and Uniform Attendant Reports: Linen Room Supervisor Position Summary: The Linen and Uniform Room Attendant is responsible for maintaining the inventory and cleanliness of all linens and uniforms used in the hotel. This position involves collecting and control movement of soiled linen and then issuing them to the appropriate departments. The attendant is also responsible for keeping the linen and uniform room clean and organized, ensuring that all items are properly labeled and stored.

Duties and responsibilities:

• Collect soiled linens and uniforms from various departments, such as housekeeping and food service, and transport them to the laundry area.
• Sorting and counting of linen items and record the number of items soiled & damaged.
• Do routine inventory checks to make sure there is a sufficient supply of uniforms and linens.
• Examines laundered items to ensure proper cleanliness and serviceability.
• Deliver any damaged items to the seamstress so it can be mend.
• Stores laundered linen and uniforms on shelves after verifying numbers and types of articles.
• Issue linen and uniforms, which are both to be exchanged on clean-for-soiled basis only.
• Counts and records linen to fill requistions.
• Check periodically the condition of hotel linen and uniforms for ensuring smooth service.
• Should know some basic tailoring works for mending tear and torn items.
• Ensure that linens and uniforms are stored with proper arrangement and well-stacked.
• Provide the job training for newly joined staffs.
• Receives, sorts, and thoroughly inspects the state of all linen and uniforms, records all outgoing and incoming from the laundry throughly before storing and issuing.
• Inspect any linen or uniform thoroughly, if it need repair or special treatment s/he immediately send it to repair unit (i.e. tailor) or laundry manager accordingly.
• Any potential issues that may arise lower on the chain of command should be reported to the senior supervisor.
• When stock levels approach the minimum for an order purchase, notifies the uniform or linen room supervisor.
• Assist linen room / uniform supervisor in checking quality and quantity of all new incoming tetiles to ensure incoming stocks with accurate stamps.
• Ensures the high standard of cleanliness and hygiene in the Linen and Uniform department.
• Responsible to understand and strictly follow the Hotel Employees’ Rules and Regulations.
• Responsible to report for duty punctually with proper grooming at all times.
• Follow all safety procedures and maintain a clean and safe work environment.

Job Description for Linen & Uniform Room Supervisor:

Job Title: Linen and Uniform Room Supevisor Reports to: Assistant Executive Manager or Laundry Manager Position Summary: The Linen and Uniform Room Supervisor is responsible for overseeing the inventory, maintenance, and cleanliness of all linens and uniforms used in the hotel. This position also involves supervising a team of lower level staffs (i.e. attendants), ensuring that all laundry operations are carried out efficiently and effectively, and maintaining the protocol of hotel. The supervisor is also responsible for ordering supplies, tracking inventory levels, and coordinating with other departments to ensure that all linen and uniform needs are met according to requirements.

Duties and Responsibilities:

• Manage overall daily operation of the Linen room.
• Ensure quality controls are in place for all linen process, rejecting any exceptions.
• Responsible for maintaining cleanliness of linen area.
• Maintain a clean and organized linen and uniform room, ensuring that all items are properly labeled, stored and recorded.
• Assist the laundry manager on his day today duties.
• Coordinate with other departments in hotel to ensure that linen and uniform needs are met properly as per their requirements.
• Ensure linen and laundry supplies are ordered and controlled in line with business and event.
• Ensure a clean and tidy linen room at all times and report to the management if any items have been damaged (linen as well as uniform).
• Report to laundry manager in case any uniforms need to be discarded or replenished.
• Ensure that the proper procedure is followed when linen or uniform needs to bed discarded.
• Ensure that all uniforms are ready for special events as well as for any seasonal events.
• Ensure proper loading and unloading of dryers, and also setting proper temperature for different items that require drying.
• Receive records and oversee sorting of clean uniform from laundry andd arrange them properly on the shelves and racks.
• Ensure team members adhere to all Health and safety regulations.
• Keep and update the laundry or linen productivity report on daily basis.
• Take linen which is spotted out and placce separate for re-washing or special treatments.
• Any linen which is torn is placced separately and returned to the the linen room after repair.
• Keeps linen for all different departments separate.
• Issue linen to food and beverage outlets as per requistions.
• Issue uniform to all employees and maintain uniform records.
• Supervise a team of linen and uniform room attendants, ensuring that all tasks are completed accurately and efficiently.
• Oversee the issuing of linen via hotels requistion system.
• Check all uniform for any looose buttons and hems and give to the tailor for mending.
• Attends and participates in in-service education classes, on-the-job training programmes, etc.
• Schedules preventative maintenance of laundry equipments and co-ordinate with the engineering department for any circumstances issues.
• Train new linen and uniform room attendants and ensure that all staff members follow safety procedures.
• Recommedns equipment, linen and chemical puchasing needs to department head in budget preparation.
• Assist in standardizing the method in which laundry tasks will be performed.
• Makes recommendations or report any issues or concerns to the laundry manager or executive housekeeper.
• Manage customer service issues quickly and effectively.

2.5. Layout of the Linen Room

Like the planning of any other operational area, the following things must be considered while making a layout of linen room:

1. Architectural features:
   Architectural aspects are the space’s actual physical properties, such as size, shape, and layout, which must be highly considered when selecting where to locate equipment and storage spaces as it has high effect in determining the working conditions or workplace.
2. Hygiene and Safety Aspects:
   In a linen room, where cleanliness and the prevention of cross-contamination are essential, hygiene and safety concerns are crucial. As a result, the design of the space must support good hygiene procedures and guarantee that staff may operate in safety and comfort.
3. Activity Area:
   The activities that will take place in the linen room, such as sorting, washing, drying, folding, and storing, are referred to as the activity area. The arrangement of the room must be created to facilitate the effective and secure completion of these duties, with enough area for each activity, the right tools, and convenient storage options.
   

Following are the essential factors to be kept in mind while planning for a linen room:

1. Location:
2. Space Allocation:
3. Entrance:
4. Lightining and Ventilation:
5. Floors and Walls:
6. Linen Storage Area:
7. Linen Exchange Counter:
8. Uniform Storage Area:
9. Inspection Area:
10. Soiled Linen Area:
11. Guest Laundry Area:
12. Sewing Room:
13. Linen Room Supervisor Desk:
14. Fire and Safety Precautions:

Layout of the linen room varies from hotel to hotel but above points are always taken into considerations while planning for a linen room.

2.6. Equipments used in Linen Room

1. Trolleys
2. Racks
3. Hangers and Rails
4. Tailors Sewing Machine and accessories
5. Step Ladders
6. Inspection or Work Tables
7. Exchange Counter
8. Computer or Telephone
9. Plastic bags
10. Folding tables
11. Hampers
12. Linen Bags
13. Desk
14. Wash basin
15. Iron and Ironing board

2.7. Linen Purchase

Linen is the most important recycled inventory item in the housekeeping department. It is also the biggest expense next to salaries and wages of the house-keeping staff.
Efficient purchasing practices can make a significant contribution to theexecutive housekeeper’s role in controlling expenses. The housekeeping depatments co-ordinates with the purchase department for all its purchase.

Principles of Purchasing: There are 5 primary principles of purchasing that need to be upheld by the housekeeping department and the purchase department; right quality, right quantitiy, right place, right time and right source/medium of supply.

It is an economy to buy good material for any establishment because of the great use and the frequent laundering to which the linen is subjected. It is laundering to which the linen is subjected. It is advisable to get prices and see samples from more than one source, and weigh up the merits of each against the cost. The largest quantity possible should be ordered at one time in order to get the cheaper rates, and so that exact requirements may be met orderes should be placed early.

Linen articles may require replacement due to wear and tear of initial purchases of items getting lost in the course of use. Linen articles that may need to be frequently replaced include bed and bath linen. The inventory records of linen are a tool to help establish how long the existing stock will last. To ensure that the purchased linen is worth the money spent, the executive housekeeper mmust consider;

1. The suitability of the products
2. The expected useful lifespan of the linen
3. The purchasing price
4. The cost of laundering

Linen Lifespan:

The cost of maintaining linen over its useful life is usually much greater and more i,portant than its initial purchase price. Thus, cost per use should be calculated in order to evaluate linen purchases, usuing the following formula:

Cost per use= (Purchase cost+ Lifespan laundering cost) ÷ Number of lifespan launderings

where,

Life span laundering cost= Item weight * laundering cost per kg * Number of laundering

Purchase of linen is generally done by the purchase department and the requirement by the housekeepimh departments. There are chiefly 3 areas which should be looked properly:

1. Quality:
   Includes strength, color fastness and other aspects
2. Quantity:
   Depends on the size of the establishment and the par stocks established
3. Size

Quality:

The best quality linen must be selected withing the available budget with value for money product. To select the good quality items/linens, it is necessary to guve due importance to:

1. Thread Counts:
2. Abrasion resistance:
3. Shrinkage resistance:
4. Flame resistance:
5. Thermal insulation / power:
6. Comfort:
7. Strength:
8. Color:
9. Pattern and Texture:
10. Resistance to pest:
11. Amount of dressing:
12. Durability of fabric:

Quantity:

The amount of linen purchased is largely dependednt on the following factors:

• Size of the establishment
• Standard of the organization (will determine the frequency of change)
• Turnover or occupancy
• Laundering facility:
  Laundering cost comes next to labour costs. Synthetics require lesser temperatures and shorter programmes for laundering when compared to cotton.
• Par stock established
• Storage Space
• Number of staff employed

Generally, a hotel should have a minimum of 3 sets of linen. Linen coverage is a term used to refer to the total number of sets maintained by the hotel and their distribution. The number of sets of linen in the inventory is also referred to in terms of par.

Size:

Purchasing linen should be of right size is extremely important as wrong sizes can affect appearance and even hamper operations, besides avoidable wastage and loss of money.

Imporant points to be considered for linen purchases:

1. Estimate for the purchase of linen should be accurate so that the items are not purchased in excess. 2. Accurate specifications must be provided when placing orders, especially with sizes. 3. Look for a firm smooth weave and strong selvedge. 4. Machining should be strong (1- to 15 stitches per inch). 5. Obtain samples and test for laundering effects i.e. shrinkage, loss of shape, color, etc. 6. Check the amount of dressing that falls out from the fabric when rubbed together. 7. Orders should be placed well in advance so that specifications may be met with the requirements. 8. Buy in bulk to avail discounts. 9. Storage space should be checked for quantity order. 10. A good rapport with the supplier is essential with regard to credi facilities. 11. Mode of transport should be checked with the supplier. 12. In case the quality of the linen is not accurate, proper dealing of replacement of linen with no extra payment should be the part of contract. 13. Select as supplier on the same level as your organization, preferably with a reliable referance. 14. A purchase Index card must be maintained for every linen item in stock. Some hotels use computers for convenience. The purchase of a purchase index card is to: – indicate purchase between current and previous stocktaking – provide a record of condemned articles – act as a ready reference for ordering, also indicating the level of reserve stock – provide a means of judging the life span of linen article

2.8. Par stock of Linen

The par-stock quantity of linen is also reffered to as “house setup”. This refers to the amount of each type of linen equired to make up all guestooms of the hotels at a given time, or it is the minimium quantity of clean linen that must be on hand at any time for the smooth operation.

Importance of maintaining par stock:

1. To make efficient use of capital 2. To prevent over-stocking 3. To make optimum use of space 4. To ensure proper supply at all times 5. To help in effective budgeting 6. To simplify inventory taking 7. To bring about control 8. To identify the purchase quantities

A number of factors outlined below go into the setting up a par stock for linen:

1. The Laundry Cycle:
   Does the hotel have its own laundry? If yes, the number of sets can be reduced as the linen is washed the same day. If a cotract laundry handle the linen, the delivery period has to be taken into account and extra stocks kept on hand for the interim period.
   
2. Occupancy Level and Usage:
   How busy is the hotel? What are the peak periods? The summer season and humid climates necessitate mpire frequent changes of towels whether lowering the par would lead to overuse of each linen article, leading rapid deterioration and condemnation, is also to be taken into account.
   
3. Replacement:
   The general rule of thumb is to store one full par stock quantity of new linen on an annual basis as replacement for worn-out, damaged, lost or stolen articles.
   
4. Emergency:
   A power failure or equipment damage may shut down the hotel laundry operations and interrupt the movement of the laundry cycle. One par stock of linen is kept on hand for such emergency situations.

Thus, a par number has to be set-up to maintain the par stock. The ‘par-stock’ is a multiple of the ‘one-par’ or set-up quantity required to support daily housekeeping functions. Thus two pars of linen comprise the total number of each typeof linen needed to outfit all guestrooms twice. In the same way, three pairs of linen is the total number of each type of linen needed to outfit all guestrooms three times and so on. In most deluxe hotels, the par number is kept at 5 times the setup. For instance, in a 300-bed property with an OPL, there may be around 1,500 sheets so that

• 300- first par would be in circulation “today”
• 300- 2nd par, by way of ‘yesterday’s’ linen’, would be in the on premise laundry
• 300-3rd par comprise linen to be stripped from the guestroom beds ‘today’ and meant for laundering tomorrow.
• 300- 4th par being the emergency linen in the linen room
• 300- 5th par, of replacement linen stored in the linen room

In a hotels where the soiled linen is washed on the same day they are stripped away, 3-4 pars of linen may be maintained. Where contract laundries handle the linen, 6 pars of linen may have to be maintained.

2.9. Storage & Inspection of Linen

Make sure that linen are completely dry before you store them in a cool and dry closet. More so, line the cabinet, drawer or container with acid-free tissue paper to avoid discoloation or yellow stains. Meanwhile, avoid storing linens in plastic, because it can promote the growth of mildew.

1. The store room must be so constructed to eliminate the possibility of damage to insect.
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.
4. The room should be protected against dampness, sunlight and chemical fumes.
5. Properly designed racks should be used so that rust and white ants don’t get into materials.
6. the last shelf’s of the rack should be atleast 6 inches above the floor.
7. The room should have only one entry and exits points for the security reasons.
8. The room should be located as to easily accessible to all employee as well as laundry.
9. The room should have a counter for the exchange of linen and uniforms.
10. The rooms should be periodically subject to pest control schedules.
11. While in storage, linen must be kept free from dust. It is inevitable that where linen is handled, dust and fluff will be present. Therefore all fresh linen should be stored under cover.
12. Linen may be covered by curtains drawn across the shelves or they may be stored in cupboards with slatted siding doors.
13. The linen stock should be rotated in order on FIFO (First In, First Out) order.
14. Heavier linen should be placed on lower shelves.
15. Smaller articles such as face towels and serviettes are placed in bundles of 5-10.

2.10. Discarded Linen

Discarded or condemned linen items are those which are no longer useful in their present condition due to some irreverside damage such as a permanent stain or simply wear and tear.

Cutting down / re-use of discards / Make over:
An important part of linen keeping is the use of discarded linen. “Cutting down” refers to the using of any discarded materials for some purpose.

Linen supervisor has many uses for discards:

• used as cleaning cloths for cleaning.
• turn into rags for polishing.
• large discarded sheets can be used as dust sheets.

Whatever norm, all discads should be accounted for and prope records should be maintained.

2.11. Linen Movement

Most Important Questions

1. Define:

• Par stock
• Sorting
• Upholstery linen
• Linen
• Par level
• Centralized linen room

2. Draw the neat layout of the linen room. Explain the functions of linen room.
3. How the linen and uniform par is established. Explain.
4. Explain the linen condemnation.
5. How linen par is established?
6. Draw the neat layout of linen room and explain the duties and responsibilities of linen keeper and linen room attendant.