Module 3 lessons 1 & 2 linens and uniforms

MODULE 3
MANAGING INVENTORIES
HM 405: Elec. Housekeeping Operations
Prepared by:
Prof. Rowena R. De Leon

Prof. Rowena R. De Leon HM 405: Elec. Housekeeping Operations
3.0 MANAGING INVENTORIES
One of the primary responsibilities of the Executive Housekeeper is Managing
Inventories.
The two type of Inventories that must be managed are:
• Recycled Inventories: linens, uniforms, guest loan items
• Non-Recycled Inventories: cleaning supplies, small equipment items, and guest
supplies and amenities.

LESSON 1
Prepared by:
LINENS

1.1 INTRODUCTION
Linens are the most important recycled inventory item under the executive housekeeper’s
responsibility. They are also considered the second highest cost to this department. Effective
policies and procedures must be in place to monitor and control the hotel’s linen inventories.
Linen, in a technical sense, is the stem fiber extracted from the cultivated plant called flax,
which is spun into yarn and woven into fabric. However, in a commercial sense, the present
day usage of the term linen includes all fabrics that are used in the hospitality industry. Well
laid out and stocked up linen room satisfies the needs of the guests with comfortable and
pleasing room furnishing.
In this lesson, we will be looking into various aspects of the linen room layout, inventory
maintenance and its functioning. Supply of various linen items to the guest rooms, their
retrieval after use, their laundering and their recycling will be presented in detail.

Detailed information relating to selection criteria for linen, various linen items that go into
bed spreads, blankets, pillow cases, upholstery, curtains, bath room accessories including
towels of various kinds and sizes will be presented, covering their purchase, stock-up, supply
and cleaning.
In this regard, involvement of the linen room in the operational logistics relating to the
management decision whether to invest to buy linen material or to rent it from outside hiring
agencies and the relative merits of these two systems have also been discussed.
Another responsibility of the linen room will be selection, procurement, stock-up,
distribution and laundering of uniforms of appropriate sizes and styles befitting the employees
of the establishment, details of operating procedures for uniforms are also discussed in this
lesson.

1.2 STAFF OF LINEN ROOM
• Supervisor – monitor the process in linen room
• Laundry attendant - washing, drying and folding cloth and
linen
• Linen attendant – to issue linen
• Uniform attendant – take care of uniform
• Seamstress - ironing and stitching the linen

1.3 LINEN ROOM
The linen room is the center stage 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 center for clean linen.
There are two types of linen rooms:
1.Centralized linen room
Linen from all floors are collected and sorted in one central area (main
linen rooms).
2.Decentralized linen room
Each floor maintains its own par stock of linen in floor pantries. Floor
supervisor are responsible for maintaining the par level.

Cont’d……
1.3.1 Activities of the Linen Room
The following are the activities of the linen room:
Figure 1 Activities of the Linen Room

2. Sorting and Counting
1. Collection andTransportation
Activities of the Linen Room
It is an essential activity when laundry services
are on outside contract and is facilitated through
chutes, canvas bags, trolleys, collapsible wire
carts, skips etc. Guest laundry are also collected
and appropriately marked for sending off-
premises for cleaning.
Sorting is carried out primarily to make counting
easy as well as for streamlining laundry
procedures and to tally the exchange of linen
between the linen room and thelaundry.

4. Dispatching
3. Packaging
Linen is packed in canvas bags to prevent
damage on transit 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 time for off-premises laundry dispatch is
usually anytime between 13:00 hrs and 16:00 hrs
so that servicing of rooms is over by then and
guest laundry will have been collected.

6. Checking and Inspection
5. Deliveries
Clean linen is delivered back in the morning
hours and evening deliveries are usually for
guest laundry.
Checking the quantity to ensure that the amount
of laundered linen tallies with the amount of
soiled linen articles sent and as well as
inspection of the quality of wash.

8. Repairs and Alteration
7. Storage
The amount of space to be allocated for
storage depends on the size and type of
operation and the quantum of linen supplies.
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.
Damaged items are mended by stitching or
darning. Alteration of uniforms for correct fit is
usual. Condemned linen is converted into useful
items called cut-downs / makeovers.

10. Stock-taking and Records
9. Distribution to Various
Departments
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. In some hotels specific
timings are fixed for issue of
linen.
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 stocktaking is carried out
and the annual stocktaking is recorded in the
stock register, thereby providing the value of
linen as an asset. Stock records also help
generate purchase orders for replacement of lost
or condemned articles.

11. Security
It is important that the access to the linen
room is restricted so as to prevent misuse and
pilferage and to guard against fire breakouts.
Linen room is strictly a non- smoking area.

1. 3.2 Hours of Operation
This varies from one organization to
another but is usually from 7 a.m. to 7 p.m.
or at least for 10 hours in the day. In the
event of an urgent requirement of linen
during the night, the Duty Manager or the
Night Houseperson may supply the items
from an emergency store or from the main
Linen Room and leave a note with details
of what has been removed.

1.2.3 Location of the Linen Room
The linen room is generally located:
 adjacent to the laundry if on-premises,
usually with an interconnecting door
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 odors, smoke,
soot and dampness.

1. 3.4 Linen Room Requirements
The following are the requirements of
the linen room:
 storage shelves both open and closed
 hanging space
 reserve Stock storage
 drop counter for exchange of linen
(stable-type door)
 trollies for transport of clean linen
 soiled linen hampers
 Linen keeper’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

1. 3.5 Planning the Layout of Linen Room
Like the planning of any other
operational area, the following must be
considered:
 Architectural features
 Hygiene and safety aspects
 Activity areas.

1.3.6 Planning the Linen Room
Consideration for an efficient linen room:
1. LOCATION – the linen room should be accessible for receipt and dispatch of
linen from the back entrance of the hotel. It should be situated near the
service elevator.
2. SPACE – the minimum space requirement for a linen room is 6 sq ft for a
small hotel. Space is required for linen storage areas, linen exchange counter
and soiled linen collection area.
3. ENTRANCE – should be at least 4 feet wide to ensure easy movement of
heavy trolley.
4. FLOORS AND WALLS - Floor tiles should be avoided as
they tend to chip. Tiles walls are ideal.
5. LIGHTING AND VENTILATION – adequate ventilation is important to prevent
growth of mildew. The air must be free of humidity and maintained at a
temperature 20’C

Cont’d….
Consideration for an efficient linen room:
6. STORAGE – linen storage should be designed for
maximum utilization of space.
7. SOILED LINEN AREA – should be close to the entrance and must be large
enough to accommodate all the soiled linen.
8. LINEN EXCHAGE COUNTER – usually a window without any grilles, wide
enough to pass bundle of linen through.
9. UNIFORM STORAGE AREA – Uniforms are
normally hung on hangers, segregated
according to designation and department.
10. GUEST LAUNDRY AREA – space must be
allocated for storing, marking and recording
soiled guest articles before they are sent to the
laundry.

1.4 TYPES OF LINEN
Bathroom Linen
Bath rug/ Bath mat 24”x42”/20”x30” - to protect guest from cold floor and to avoid
slips.
Bath towel 25”x45”/ 24”x50” (large)
20”x40” (standard)
Hand towel 6”x71/2”/ 16”x26”
Face towel 9 1/2x 101/2
Wash Cloth 12”x12”
Pool Towel 36”x80”
Staff towel 36”x63”

cont’d….
B. Bedroom Linen
Blanket 72”x108” - acts as insulator to keep the body warm
Bed spread or Bed Cover 72”x108” - to add beauty to the bed and keep the linens from
becoming dirty.
Bed Pad - acts as padding between the mattress and the sheet
and used to protect the mattress from all types of stain.
Bed sheet 81”x104(Double) - used as an extra layer of warmth and softness to
the bed. 90”x110”(Queen) it also protect the blanket or comforter from
getting dirty.
108”x110”(King)
Duvet - from the French “down” also known as a “doona” in
Australian English, or a continental “quilt” in
British English ,or a “comforter” in American
English.
Pillow slips 20”x30” (standard) - covers the pillow and adds beauty to the bed.
20”x40” (large)
Bed Runner Cloth - it adds beauty to the bed.

cont’d…
Restaurant Linen
Moulton
Table Napkins
Tea Napkins
Table Cloths
Table Runner
Skirting Cloth
Tray Cloth
Waiter Cloth
Dusters
Chair Cloth

1.5 SELETION CRITERIA FOR LINEN ITEMS
Each individual piece of linen requires
special consideration in terms of quality,
type and size, besides cost.
a. Bed Sheets
Should have a good finish, usually with a slight luster, 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 laundry and the
fabric should not fade in color under repeated washes.
Superior quality bed sheets made from linen are expensive and not easily
available. More frequently used are combinations of natural and man-made fibers
like polyester cotton or terry-cot. The introduction of a man-made fiber increases
durability and makes laundering easier and 65% of cotton and 35% man-made
combinations are the best.
1. Bed Linen

Cont’d….
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. Fitted
sheets are unpopular as they have more
disadvantages than advantages. A sheet
should be large enough to be tucked in
securely all around the mattress.
b. Pillowcases
These are generally made from the
same fabric as that of the bed linen. The
housewife tuck-in type is now rapidly being
replaced by the longer bag-type which is
folded in at the open end.
c. 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 or expensive. To cut costs,
improve launderability and prevent attack by
insects, wool is often blended with a synthetic
fiber (acrylic) and the percentage of woolen
fiber is mentioned on the label. A less durable
alternative is made from nylon fibers. This is
suitable for those who are allergic to wool.
Electric blankets are uncommon in Indian and
are difficult to maintain and anchor to prevent
pilferage.

2. Soft Furnishing
a. Duvet
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 of polyester fibers. 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.
It is essential for the duvet to have an outside cover. To save
laundry costs and labor, it is advisable to provide a covering sheer in
conjunction with the duvet cover.

b. Bedspread/ Bedcover/ Counterpane
These are purchased with due
consideration for appearance, durability
and size. The color and print should match
the décor, and soil should not show easily.
The fabric should drape well and not
crease easily. 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 meters.

c. 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. A heavy fabric is usual for public
areas and a lighter one in the guest rooms.

d. Cushion Cover 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 sagging. 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 color easily.
Cushion covers should be laundryable
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.

3. Bath Linen
Requires to be gentle on the skin, with
a high degree of absorbency and lint-free.
Linen or cotton are the fibers from which
the towels are made. Bath towels are
invariably made from Turkish toweling
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 to find out how close the basic
weave is. Colored and patterned towels
may be selected for public areas like the
swimming pool, health club or beauty
parlor, largely for identification. White
towels are preferred to colored ones,
especially for the bath rooms.

4.Napery
a. Table Linen
The fabric selection is largely
dependent on its laundryability. Stain
removal should be possible and it must
have the ability to retain color and shape.
As far as appearance is concerned, it
should match the décor and have a luster
for a good finish. Linen is better than
cotton but very expensive.
Starched cotton casement is
commonly used. Tablecloths should hang
9” over the edge of the table. Sizes vary
according to the size of the table.
Table Cloth Table Runner
Table Napkin

Cont’d….
b. Moulton
Where the dining tables, do not have
a baize top attached, baize cloth such as
Moulton may be used.
c. Banquet Frills
These are colored and lustrous,
usually made from 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 with the height of
the table.

1. 6 PURCHASE OF LINEN
1. Quantity The quantity of linen purchased is largelydependent on the following factors:
 Size of the establishment
 Standard of the organization (willdetermine frequency of change)
 Turnover or occupancy
 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 of linen in the inventory is also referred to in terms of ‘par’.
2. 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:
 Fiber selection and quality of yarn
 Thread count - the total number of warps & wefts in 1sq. in. of gray goods fabric. The total thread
count should be above 150.
 Finishes especially colour fastness
 reputed manufacturers.
It is advisable to obtain samples and launder them to observe the effects of laundering before placing
a purchase order.
3. Size Purchasing linen of the correct size is extremely important as wrong sizes can affect appearance and
even hamper operations, besides avoidable wastage and loss of money.
There are three major factors to be considered when purchasing linen:

Cont’d….
1. 6.1 Rules for Linen Purchase
1. Look for a firm smooth weave and strong
selvedge.
2. Check for the amount of ‘dressing’ that
falls out from the fabric when rubbed
together
3. Machining should be strong (10 to 15
stitches per inch).
4. Obtain samples and test for laundering
effects i.e. shrinkage, loss of shape, color,
etc.
5. Buy in bulk to avail of discount.
6. Stagger supply to overcome / avoid
storage problems.
7. Large orders should be marked or
monogrammed by the supplier.
8. Select a supplier on the same level as
your organization, preferably with a
reliable reference.
9. Accurate specifications must be
provided when placing orders, particularly
with reference to size.
10. Orders should be placed well in
advance to give time so that the
specifications may be met with.
12. A good rapport with the supplier is
essential especially with regard to credit
facilities

Rules for Linen Purchase Cont’d….
A Purchase Index Card must be
maintained for every linen item in stock.
Some hotels use computers for
convenience The purpose of a purchase
index card is to:
 Indicate purchases 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.

1.7 STORAGE OF LINEN
1. Linen must be kept free form dust
2. All fresh linen should be stored under cover
3. The linen stock should be rotated in
order on FIFO basis
4. Heavier linen should be placed on lower shelves
5. Smaller articles such as face towels and serviette
are placed in bundles of 10
6. Table linen and bed linen should be arranged by
size, types and neatly stacked on the shelves
7. Uniforms should be separated according to size
and department

1.8 LINEN EXCHANGE
Linen is provided for rooms and F&B areas following
one of these four procedures:
1. FRESH-FOR-SOILED – fresh linen is provided only if an equivalent soiled
linen is given back
2. SET AMOUNT – a set amount of fresh linen is provided on a daily basis
3. TOPPING UP – bringing up the stock to the optimum level
4. REQUISITION – a requisition form is filled in, on the basis of which
linen is provided, mostly used by banquet linen

LESSON 2
Prepared by:
UNIFORMS

2.1 INRODUCTION : UNIFORM
Providing uniforms for hotel staff is one way of ensuring proper grooming, thereby
reflecting the standard of the hotel and creating a good impression on the guest. Having an
uniform and enables the guest to identify staff and their position in the organization. To the
employee, it is a status symbol, creating a sense of belonging and thereby boosting employee
morale. Apart from the aesthetic appeal, uniforms are frequently designed to suit the task that
is carried out.
Uniforms may be of standard sizes or made-to-measure. Made-to-measure uniforms look
smart and are essential for senior staff. Standard sizes lower the total requirement of uniforms
but may be ill-fitting and do not look as smart. The number of sets of uniforms provided is
dependent on the nature of the tasks being performed and whether the organization has an
on or off-premises laundry. Uniforms are a large investment and the cost does not end with
purchase. Maintenance and replacement also have to be considered. When designing an
uniform, the functional, comfortable, practical as well as the aesthetic aspect, durability and
laundrability must be considered. The uniform must harmonize with the décor.

Uniform cont’d…
The usual system for exchange is clean-for-dirty and the timings. Some hotels have
specific days for different departments to facilitate streamlining laundry and uniform room
operations. When planning the layout of the Uniform Room, it must be borne in mind that
some uniforms will be kept on hangers while others will be folded. Consequently the storage
space must include hanging space as well as shelves. The uniforms must be segregated
according to the department. The Uniform Room usually incorporates the sewing section and
in some organizations both these areas are sections in the Linen Room due to their inter-
related functions. It is advisable to have a trial room that may double up as an emergency
changing room if the need arises. For operational convenience, space must be allocated for
uniform attendants to be positioned at the exchange counter, where they can enter the
necessary records. Adequate hampers into which soiled uniforms can be segregated and
deposited, as well as trolleys for hanging and folded uniforms are also an operational
necessity.

Uniform cont’d….
Uniforms play a very crucial role in establishing and reinforcing the image of a hotel or
restaurant. After all, other aspects of housekeeping are inanimate, material things. It is the
people who bring warmth and friendliness into these spaces and these people
are the employees of the hotel. Ill-conceived, and poorly co- ordinated uniforms worn by hotel
staff can create a jarring note in the entire image projected by the hotel.

2.2 THE UNIFORM ROOM
Large properties may have an
independent uniform room because of the
sheer numbers of personnel involved. An
investor may believe that the investment in
space for this activity is unavoidable.
Medium to small hotels will combine the
linen and uniform room to be space
efficient. The conditions of storage of
uniform rooms are similar to those as linen
rooms as stated earlier.

2.2 UNIFORM ROOM EQUIPMENT AND ACCESSORIES
Ladders to reach the higher shelves of racks (same as in linen
room).
Racks to store fresh heavy uniforms in circulation e.g.
dungarees, cooks jackets and trousers, kitchen stewarding wear,
etc.
Cupboards to store quality uniforms (same as in linen room)
Hampers to dump soiled uniforms (same as in linen room)
Linen bags to segregate uniforms being sent to the laundry
(same as in linen room)
Plastic bags to pack uniforms when in the uniform store.
Table to fold fresh uniforms (same as in linen room)
Mobile trolleys to transport fresh uniforms hung on hangers.
Hanging racks to hang uniforms that cannot be folded and
stored.
Hangers to hang uniforms.
Coat brushes to brush of coats.

2.3 TYPES OF UNIFORMS
Doormen & Parking Attendants
Top Hats
Headwear
Bush Shirt (A)
Jacket(B)
Trousers (A+B)
Overcoat
Belt
Umbrella
Uniformed Services
Senior Bell Captain Jackets
Bell Captain Jackets
Bell Boy Jackets
Trousers
Belts
Headwear

Cont…
Receptionists & Restaurant Hostesses
Blouses
Trousers
Skirts
Head Dress/Headwear
Kitchens
Aprons
Chef’s Jackets
Chef Trousers
Cook Jackets
Cooks Trousers
Chef Caps
Cook Caps
Kitchen Stewarding
Gumboots
Stewarding short sleeves shirt
Stewarding coats
Stewarding Trousers
Leather/Cloth Long Apron

Food & Beverage Service
Formal Restaurant
Captains Jackets
Trousers
Tunics
Skirts
Headwear
Gloves
Bow Ties
Coffee Shop
Tunics
Trousers
Skirts
Shirts
Blouses
Bars
Trousers
Skirts
Bartender Apron
Barmaid Dress
Barmaid Apron
Bow Tie
Gloves

Cont’d…
Business Lounge/ Cocktail Lounge
Tunics
Bows
Shirts
Skits
Trousers
Grill Room
Skirts Trousers
Long length aprons
Bow Tie
Tunics

Engineering
Dungarees
Security
Jackets
Shirts
Trousers
Pullovers
Belts
Umbrellas
Woolen overcoat
Health Club, Recreation, Laundry, Pool
Staff, Gardeners
Bush Shirt
Trousers
Gumboots
Coach Jackets
Coach shorts
Coach Caps

Management
(A) Woman’s Black Jackets
Women’s Jacket for other
departments
White Blouses
Tie/Bow
Trousers/ Skirts
(A) Men’s Black Coats
Men’s Jacket for other departments
Trousers
Ties
Supervisors Dress
Housemen Shirts
Trousers
Blouses
Loafers
Headbands
Butler Tunics
Butlers Ties/Bows
Butler Shirts
Long Sleeves
Room Attendant Dress
Housekeeping

2.4 UNIFORM EXCHANGE PROCEDURE
Newly employees are issued uniforms upon the authorization of the Personnel
Department. They would be measured for sizes and either given standard uniforms like
dungarees, stewarding trousers etc. of general use of tailor made for specific front house
positions like the Lobby Manager, concierge, receptionist etc. Once issued, the employees
keeps his/her uniform in a locker provided in a locker room. The hotel provides locker rooms
separately for men and women with showers and toilets. Employees of various departments
are given specific times to exchange their uniforms When the employees returns for
exchange of a new set the Uniform Room Supervisor :
1. Ensure that the staff has arrived at the stipulated time.
2. Check uniforms for damage.
3. Issue fresh uniforms strictly on a one-by-one basis ensuring that the uniform is of correct
size. Tailor-made uniforms will have name tags sewn inside the collar or trousers flap in
indelible ink. The supervisor will make sure that the uniform with correct name tag is
issued to the right person.

Cont’d..
Note: If the soiled uniform is damaged and can be mended, the supervisor will warn the
employee. If the uniform cannot be mended, she should report the matter to her superior
who will inform the Human Resources Department to deduct the uniform cost from the
employee’s salary if s/he is a chronic offender.

THE END
HM 405: Elec. Housekeeping
Operations

Module 3 lessons 1 & 2 linens and uniforms

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