Who this is for: owners, general managers, and housekeeping staff at hotels, hotel groups, resorts, motels, hostels, and B&Bs who track linen stock and replacement needs.
This template tracks linen specifically: sheets, towels, and other soft goods. It's not a general supply inventory tracker. Our hotel inventory management guide covers broader supplies like toiletries, minibar stock, and maintenance parts.
What's Included in This Template
- A core linen inventory tracker covering stock levels and reorder flags
- A daily issue register for tracking linen movement in and out
- A laundry return log for in-house or vendor laundry cycles
- A replacement tracker for cost and lifecycle history
- A monthly summary rolling up stock across all linen types
Key Template Sections
- Linen Inventory Tracker: the core stock levels by item, size, and location.
- Daily Linen Issue Register: what left the linen room and what came back.
- Laundry Return Log: what went to laundry and what actually returned.
- Linen Replacement Tracker: cost and reason behind every replacement purchase.
- Monthly Linen Summary: the rollup view across all linen types.
Linen Inventory Tracker
| Item | Size | Location | Opening Stock | Received | Issued | Damaged | Lost | Closing Stock | Minimum Stock | Reorder Required |
|---|---|---|---|---|---|---|---|---|---|---|
| Bath Towels | Large | Linen Room | ☐ | |||||||
| Hand Towels | Standard | Linen Room | ☐ | |||||||
| Face Towels | Standard | Linen Room | ☐ | |||||||
| Bath Mats | Standard | Linen Room | ☐ | |||||||
| Bed Sheets | Single | Linen Room | ☐ | |||||||
| Bed Sheets | Queen | Linen Room | ☐ | |||||||
| Bed Sheets | King | Linen Room | ☐ | |||||||
| Pillowcases | Standard | Linen Room | ☐ | |||||||
| Duvet Covers | Queen | Linen Room | ☐ | |||||||
| Duvet Covers | King | Linen Room | ☐ | |||||||
| Blankets | Queen | Linen Room | ☐ | |||||||
| Mattress Protectors | Queen | Linen Room | ☐ |
Daily Linen Issue Register
| Date | Department/Room | Item | Quantity Issued | Quantity Returned | Damaged | Lost | Staff Initials |
|---|---|---|---|---|---|---|---|
Laundry Return Log
| Date | Laundry Vendor/In-house | Items Sent | Items Returned | Missing | Damaged | Verified By |
|---|---|---|---|---|---|---|
Linen Replacement Tracker
| Item | Purchase Date | Quantity | Unit Cost | Total Cost | Reason for Replacement | Next Review Date |
|---|---|---|---|---|---|---|
Monthly Linen Summary
| Item | Opening Stock | Total Received | Total Issued | Damaged | Lost | Closing Stock | Variance |
|---|---|---|---|---|---|---|---|
| Bath Towels | |||||||
| Hand Towels | |||||||
| Bed Sheets | |||||||
| Pillowcases | |||||||
| Duvet Covers |
How Do You Use This Template?
Treat it as a running record, not a once-a-month snapshot.
- Set a minimum stock level for each linen type, based on your par level plus a buffer.
- Log every issue and return daily, not just during a weekly count.
- Record laundry sent and returned separately, so missing items don't go unnoticed.
- Track replacement cost and reason, so you can spot patterns like early wear.
- Run the monthly summary before reordering, so purchases match actual variance.
Reporting Shortages and Damage
A linen shortage often surfaces mid-shift, not during a scheduled count.
Flagging it right away, through roommaster's housekeeping software, routes the issue to whoever handles reordering. That's faster than waiting for the next physical count to catch it.
Common Mistakes to Avoid
- Counting linen only during a scheduled audit, missing shortages in between.
- Mixing damaged and lost items into one combined number.
- Skipping the laundry return log and assuming everything comes back.
- Setting minimum stock levels without accounting for backup sets.
- Reordering by guesswork instead of checking the monthly variance.
Linen Inventory Templates by Property Type
Linen inventory genuinely changes by property type, unlike a general cleaning checklist. Room count, bed configuration, and program size all affect what's worth tracking.
This applies at full detail to Independent Hotels, Hotel Groups, and Resorts. Use the tracker above as-is for those three. Hostels need a bed-based version instead. Motels and B&Bs can use a simplified version further down. Parks typically don't run a linen program. If they offer cabins, the motel version applies instead.
Hostel Linen Inventory Tracker (Bed-Based)
| Item | Size | Location | Opening Stock (Per Bed) | Received | Issued | Damaged | Lost | Closing Stock | Minimum Stock (Per Bed) | Reorder Required |
|---|---|---|---|---|---|---|---|---|---|---|
| Bunk Sheets | Standard | Linen Room | ☐ | |||||||
| Bunk Pillowcases | Standard | Linen Room | ☐ | |||||||
| Bath Towels | Standard | Linen Room | ☐ | |||||||
| Blankets | Standard | Linen Room | ☐ |
Motel Linen Inventory Tracker (Simplified)
| Item | Opening Stock | Issued | Closing Stock | Reorder Required |
|---|---|---|---|---|
| Bath Towels | ☐ | |||
| Bed Sheets | ☐ | |||
| Pillowcases | ☐ |
Bed & Breakfast Linen Inventory Tracker (Simplified)
| Item | Opening Stock | Issued | Closing Stock | Reorder Required |
|---|---|---|---|---|
| Bath Towels | ☐ | |||
| Bed Sheets | ☐ | |||
| Pillowcases | ☐ | |||
| Blankets | ☐ |
Frequently Asked Questions
1. How often should linen inventory be counted?
Do a full physical count weekly or monthly. Log daily issues and returns in between counts.
2. What's the difference between par level and minimum stock?
Par level covers everything needed to fully stock every bed, plus backups. Minimum stock is the reorder trigger point.
3. Should damaged and lost linen be tracked separately?
Yes. Damaged items suggest a quality or laundry issue. Lost items suggest a different problem, often theft or misplacement.
4. Does this replace a general hotel supply inventory tracker?
No. This covers linen specifically. Our hotel inventory management guide covers broader supplies.
5. Can a small property skip some of these sections?
Yes. Motels and B&Bs can use the simplified tracker above instead of the full version.
