Linen Room

Introduction

                      Linen is the housekeeping department’s second largest expense. Linen is expensive to replace, and it if is well maintained, correctly laundered and properly stored, its life can be extended. Soiled, worn or created linen leave a bad impression of the cleaning standards in a hotel.

                      The linen and uniform room is a central depot for all hotel linen and this is the place from where clean articles of linen are distributed the establishment. The uniform room almost always exists ion close association with the linen room. The bulk of clean linen and uniforms awaiting reuse are stored here.

Linen Room Organization

There are primarily two types of linen rooms :

a. Centralized

Linen from all floors are collected and sorted in one central area. The linen room supervisor has complete central over the linen room. All linen issues and receipts go out from here.

b. De-centralized Linen room

                      In this system, each floor maintains its own par stock of linen. 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.

                      In Linen room having various aspects such as layout, inventory maintenance and nits functioning, supply of various linen items to the guest rooms, their retrieval after use, their laundering and their recycling will be presented in detail.

Classification of Linen

a.   Guest room Linen :

i. Bed Linen

ii. Bath Linen

It’s considered of bed & bath linen and other linen items to be provided. In all the hotels have their name and logo embroidered into the Linen, for identification and standardization – This called monogramming.

Types and sizes of Guest room Linen :

1. Sheets

Small Single            = 72” x 108”

Standard Single       = 80” x 117”

Double                    = 90” x  108”

Queen Size             = 108” x 117”

King Size                = 117” x 126”

2. Crinkle Sheets

Single                    = 72” x 108”

Double                    = 90” x 108”

3. Pillow Cases

Standard                          = 20” x 30”

King                       = 20” x 36”

4. Blankets

Single                    = 70” x 100”

Double                    = 90” x  100”

Queen Size             = 100” x 117”

Mattress Protector    = 64” x 96” (Single)

5. Duvet Covers

Single                    = 55” x 80”

Double                    = 70” x  75”

6. Bath Linen

Bath Sheets                      = 40” x 70”

Bath Towels                      = 30” x 54”

Face Towels                      = 20” x 40”

Hand Towels                      = 15” x 24”

Wash Towels                      = 12” x 12”

Bath Towels                      = 24” x 36”

b.   F & B Linen

These are linen used in restaurant’s and banquet halls, F & B linen are table cloths, Napkins, Silk cloths, under lay’s ()or) table cloth, fruits, runners, tray mat’s and waiter’s cloth etc…..

Table cloths :- (Various sizes and shapes)

i.   Square                   =   36” x 36” (2 Seater)

                                  =   54” x 54” (4 Seater)

                                  =   63” x 63” (6 Seater)

                                  =   72” x 72” (8 Seater)

ii.  Oblong                   =   52” x 72” (6 Seater)

                                  =   90” x 72” (8 Seater)

iii. Napkins / Serviettes  =   18” x 18”

                                  =   24” x 24”

iv.  Tray Cloth               =   16” x 27”

     Salvar à There is not correct size for the mat frills and satins etc……

c.   Health – club Linen

This category includes a few limited types of linen. In an luxury hotel, the health club linen may include some bath towels, a few bath sheets and some hand and face towels along with a few sheets for the massage tables.

d.   Uniforms

There are garments of a specified materials colour and design for Staff provided by the establishments. The house keeping department is custodian of uniforms for all hotel employees.

The linen are classified into that four major parts and involved in the hotel operations.

Selection of a Linen

                      Linen takes up a major part of hotel. Every hotel must long good quality linen because they have to undergo great use and regular laundering. Yearly budget for a very large hotel is excessively large which means a huge investment. So before purchasing linen, the hotels must decide the quality of the materials to be purchased through the survey of the market. Before buying, quotations should be invited and the samples should be checked and compared.

                      After short-listing the suppliers has to decide about the supplies who will provide the right materials (quality & quantity) fulfilling the Hotel’s quantity of linen and then It can be bought from mills directly. Order the largest quantity possible to get cheaper rates. All samples must be tested before placing on order.

Samples are tested by :

i.          Rubbing the materials between hands or over a darker surface to see the amount of trussing or starch falling from it.

ii.         Looking at the materials under a magnifying glass to see the closeness and smoothness of the weave.

iii.        Checking the salvage and corners.

iv.         Laundering the samples a number of times and checking the quality.

v.          Samples may be sent for chemical treatment also.

Advantages of buying Linen

                      The advantages of choosing the quality, size and colour of the linen. It may also have its monogram printed, woven or stitched on the linen.

Disadvantage of buying linen

                      Buying a large quantity of that a large sum of money has to be invested initially. Replacement of old and damaged linen should be made when remained. Mandatory or repeating has to be arranged by the hotel of its our cost and a large space is required to store them.

Activities of linen room

1.  Operation            :   Should be open during morning and evening hours for smooth running.

2.  Security              :   As the items are costly, unauthorized entry should be prevented. There should be an exchange counter, which prevents unauthorized entry. Doors should be fitted with self locker.

3.  Marking               :   All the linen items should be marked before storing.

4.  Storing of Linen   :   The linen is stored in cub boards with working tours and should be stored with folded edge outwards.

5.  Issuing                :   issuing of linen is done after receiving dirty linen, same time the operation timing are fixed for issue of linen.

6.  Exchange of Linen   : Clean for dirty. The linen can be thrown from the floor level after recording and sorting out balance.

7.  Sorting                :   Done before sending to the laundry, according to Colon, type, soil, repairs. Very dirty should not be circulated.

8.  Dispatch              :   Soiled linen should be displaced to the laundry as soon as possible after sorting and recording for convenience of the laundry and to prevent bad odor in linen room.

9.  Inspection &

     Receiving            :   When clean linen is received from the laundry it is inspected before circulation for torn or stained ones and the balance should be recorded.

10. Storage               :   Linen and uniforms should be stored property. Efficiency is increased by labeling each racks / shelf or by keeping the uniforms of different department separately and storing as per size and area of work.

11. Repairs               :   Damaged items care mended by stitching or darning. Alteration of Uniforms for correct fit is usual. Condemned when is converted into useful items called cut-downs / make overs.

12. Stock taking &

     Records               :   Many records are entered on a day-to-0day basis for the exchange of linen between the linen room’s laundry and floors / debarments. Purcahse 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 generate purchase orders for replacement of lost or condemned articles.

LOCATION OF THE LINEN ROOM

Located :

·      Adjacent to the laundry if on – premises, usually with an interconnecting door between the rooms.

·      Near the service entrance

·      Near the service elevator for easy transportation to various units.

·      Away from the food production area to avoid fire hazard as well as prevent linen from absorbing food odours, smoke, soot and dampness.

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

·      Trolleys for transport of clean linen

·      Linen keeper’s desk and storage space for records.

·      Telephone and computer

·      Step ladder

·      Wash basin

·      Storage for materials required to clean the room.

·      Sink and drying rack (optional0

·      Iron and ironing board.

·      Area for accumulation of soiled

·      Area for receiving laundered linen.

·      Area for sorting and counting of linen.

·      Sewing Section.

·      Work tables

·      Traffic lane to laundry

·      Traffic lane to uniform room.

Planning the layout of linen room

Like the planning of any other operational area, then following must be considered.

1. Architectural features,
2. Hygiene and safety aspects
3. Activity Area

SELECTION OF CRITERIA FOR LINEN ITEMS

Each individual piece of linen requires special consideration in terms of quality, type and size, besides cost.

Bed Linen

i.   Bed Sheets

Should be 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 tree from static. They should be easily laundrable and the fabric should not fade in colour under repeated washes.

Superior quality bedsheets made from linen are expensive and not easily available. More frequently used are combinations of natural and man-made fibres like polyester cotton or terry-cot. The introduction of a man-made fibre increases durability and makes laundering easier and 65% of cotton and 35% man-made combinations are the best. 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.

ii.  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.

iii   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 fibre (acrylic) and the percentage of woolen fibre is mentioned on the label. A less durable alternative is made from nylon fibres. 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.

SOFT FURNISHING

i.   Duvet’s have become increasing popular n poise’s 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 I 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 fibres. 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 labour, it is advisable to provide a covering sheer in conjunction with the duvet cover.

ii   Bedspread / Bedcover / Counterpane

                     These are purchased with due consideration for appearance, durability and size. The colour and print should match the decor, 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.

iii.  Curtains / Draperies

                 Those are also purchased considering appearance, durability and size. Sheer curtains I net curtains I 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 I 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.

iv. Cushion Covers and Upholstery

                 Like the rest of the soft furnishings, these must also match the decor. 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 colour easily.

Cushion covers should be laundrable 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.

BATH LINEN

Requires to be gentle on the skin, with a high degree of absorbency and lint-free. Linen or cotton are the fibres 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 of the 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. Coloured and patterned towels may be selected for public areas like the swimming pool, health club or beauty parlour, largely for identification. White towels are preferred to coloured ones, especially for the bath rooms. Napery

i.   Table Linen

The fabric selection is largely dependent on its laundrability. Stain removal should be possible and it must have the ability to retain colour and shape. As far as appearance is concerned, it should match the decor and have a lustre for a good finish. Linen is better than cotton but very expensive.]

Starched cotton casement is commonly used. Tablecloths should hang 9” over the e of the table. Sizes vary according to the size of the table.

ii.  Moultans

Where the dining tables, do not have a baize top attached, baize cloth such as multans may be used.

iii.  Banquet Frills (Juponé)

These are coloured 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.

PURCHASE OF LINEN

There are three major factors to be considered when purchasing linen:

1. Quantity

The quantity of linen purchased is largely dependent on the following factors:

·      Size of the establishment

·      Standard of the organization (will determine 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:

·      Fibre selection and quality of yarn

·      Thread count - the total number of warps & wefts in lsq. 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.

Rules for Linen Purchase

i)     Look for a firm smooth weave and strong selvedge.

ii)    Check for the amount of ‘dressing’ that falls out from the fabric when rubbed together.

iii)   Machining should be strong (10 to 15 stitches per inch).

iv)   Obtain samples and test for laundering effects i.e. shrinkage, loss of shape, colour, etc.

v)    Buy in bulk to avail of discount.

vi)   Stagger supply to overcome / avoid storage problems. vii) Large orders should be marked or monogrammed by the supplier.

viii) Select a supplier on the same level as your organization, preferably with a reliable reference. ix) Accurate specifications must be provided when placing orders, particularly with reference to size. x) Orders should be placed well in advance to give time so that the specifications may be met with.

xi)   A good rapport with the supplier is essential especially with regard to credit facilities

xii)   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.

LINEN CYCLE

Control of Linen

Control of linen falls in three areas of activity:

1. Hygienic standard and appearance of linen.

2. Daily routine exchange of linen between floo,s and departments, linen room and laundry.

3. Purchase records, inventories, stock-taking and stocktaking records.

Handling linen from purchase to use to laundering and storage before it is used again is a difficult task requiring much expertise as well as close supervision. Each system has its own merits and linen control must be balanced against saving time and wages / money.

Primarily, purchase records must be correctly maintained as they form the basis of stocktaking. Daily records keep a track of linen on a day-to-day basis. It is also necessary to maintain a record of condemned linen and any remakes from these discarded items to provide a clear picture during stocktaking.

Stock Taking

Stock taking is counting what you have (actual or physical stock) and comparing it with what you are supposed to have (book or recorded stock). It is an essential activity that must be carried out at regular intervals. Any discrepancies should be accounted for and adjusted in the records. It is an operational necessity in order to be able to predict future requirements. Stocktaking acts as a control measure by highlighting discrepancies, thereby prompting investigation. It also acts as a deterrent against pilferage. It also ensures rotation of stocks as well as helps to generate purchase orders as replacements to cover shortages.

Procedure for Linen Stock Taking

Departments concerned must be intimated at least one day in advance. All linen must be counted on the same day or at least the similar type linen is counted at a time (Room Linen is separated from F & B Linen), so as to prevent ‘borrowing’ to make up deficiencies. A convenient time is chosen when all linen movement can be halted without causing too much of a problem to the operations.

LINEN HIRE

Hiring linen is uncommon in India, but many hotels in other parts of the world do not purchase linen, and prefer to hire laundered linen from a hiring company. Linen hire companies supply clean linen to hotels on a rental basis on contract. The system has both

advantages and disadvantages.

Advantages:

·      Initial purchase investment is eliminated.

·      No laundering of linen is necessary.

·      Less storage space.

·      Less staff which means fewer salary cheques to pay.

·      No need to order linen, so linen purchase function is eliminated.

·      No repairing of linen by the hotel / small tailoring department.

·      It is ideal for spasmodic trade such as seasonal hotels, by avoiding capital expenditure and the need to store seldom / sparingly used linen.

·      Linen hire charges may be no greater than the combined depreciation and laundering costs.

Disadvantages:

·      No individuality.

·      Choice is limited — the linen specifications, sizes and standards may be different from those required by the hotel.

·      No cut-downs or makeovers possible.

·      Damages have to be paid for, usually at a higher rate.

·      The hotel is totally dependent on the hiring company

·      There is no control over the inability of wash

·      If low occupancy, there is a loss due to unused linen.

·      Excess / emergency requirement is charged at the current rate.

·      Guest laundry will have to be dealt with or coordinated with a commercial laundry.