This is a ready-to-use spreadsheet for tracking bed and bath linen stock against par levels. It is built for housekeeping managers and supervisors at independent hotels, hotel groups, motels, resorts, B&Bs, and hostels who need to know exactly how much linen is clean, in use, at the laundry, and due for reorder.
What's Included
- One row per linen item (sheets, towels, pillowcases, and any specialty linens)
- Par level column so you know your target stock for each item
- Split counts for clean on-hand, in rooms/in use, and at laundry
- A damaged/discarded column so write-offs do not distort your live count
- Auto-calculated variance and reorder quantity fields
- Storage location, count date, and staff sign-off fields for accountability
The Linen Inventory Spreadsheet
How to Use It
- List every linen item your property stocks (bed, bath, table, and any specialty linens) and set a par level for each based on occupancy and turnaround time.
- Do a physical count on a fixed schedule (weekly is common), splitting the count across storage, rooms in use, and items currently at the laundry.
- Enter counts into the sheet and let variance calculate automatically (Total Count minus Par Level).
- Flag any item with a negative variance for reorder, and note damaged or discarded pieces separately so they do not skew future par calculations.
- Review the sheet monthly to see if par levels still match real occupancy and turnover, and adjust before shortages happen.
Common Mistakes to Avoid
- Only counting storage shelves and skipping linens currently in rooms or at the laundry, which understates true stock and triggers unnecessary reorders.
- Setting one par level and never revisiting it as occupancy or turnover frequency changes seasonally.
- Not separating damaged or stained items from usable stock, so the count looks healthy on paper but is not in practice.
- Counting by hand one by one instead of by weight or by standard stack size, which slows down large counts and increases errors.
- Leaving the sheet with no owner, so no one is accountable for keeping counts current.
Filled-In Example
A sample week's count for a mid-size independent hotel:
By Property Type
The counting method stays the same across property types. The item list, par sizing, and terminology are what change. Use the version below that matches your property.
Independent Hotels
Hotel Groups
Multi-property groups typically standardize par levels across the brand and roll individual property counts up to a group total.
Motels
Motels usually carry a shorter linen list with no specialty items, and often use an outside laundry vendor rather than in-house laundry.
Resorts
Resorts add linen categories beyond the guest room. Pool towels, spa robes, and cabana linens each need their own par level.
Bed & Breakfast
Smaller room counts mean smaller par levels, and laundry is often done on-site rather than sent to a vendor.
Hostels
Hostels count by bed/bunk rather than by room, since a single dorm room can require far more linen sets than its room count suggests.
How roommaster Fits In
If you are tracking linen stock in a spreadsheet but still juggling a separate system to know which rooms are dirty, clean, or inspected, that gap slows housekeeping down. roommaster PMS keeps room status updated in real time as part of front desk and housekeeping operations, so your team always knows which rooms need fresh linen next, without cross-checking two different tools. The result is fewer admin tasks and a smoother handoff between front desk and housekeeping.
Frequently Asked Questions
1. How do I inventory linen?
Count every linen item across three locations: clean storage, rooms currently in use, and laundry. Log the total against your par level so shortages show up before they become a problem.
2. Is there a free linen inventory sheet template?
Yes. Use the table above as your working template and copy the columns into a spreadsheet or Google Sheet. No cost, and no software required to start.
3. How do I make an inventory spreadsheet for linens?
Set up one row per linen item with columns for par level, current count, and variance. Add a category column if you stock several linen types (bed, bath, table).
4. How do I do a laundry inventory count?
Separate what is in the laundry cycle from what is on the shelf. Many properties speed this up by weighing bulk carts against a known weight-per-item average instead of counting piece by piece.
5. How many linen sets do I need per room?
Most properties use a three-par system: one set on the bed, one in the wash, and one in reserve storage. Higher-turnover properties often keep a fourth set as a buffer.
