Chapter 1 :- Linen Room

Linen Room :-  Hotel linen room plays a very important role in terms of providing clean and comfortable linen to the hotel staff and the hotel guests. Linen is the housekeeping department's second largest expense. 

Linen Room Organization- 

There are primarily two types of linen rooms- centralized and decentralized. 

1. Centralized linen room- In this system, linen from all floors are collected and sorted in one central area. 
2. Decentralized linen room- In this system, each floor maintains its own par stock of linen. 

(A.) Activities of the Linen Room:-

• Collection of soiled linen 
• Counting and sorting of soiled linen 
• Packing of soiled linen for the laundry 
• Dispatch of soiled linen to the laundry 
• Receipt of fresh linen from the laundry 
• Checking and sorting of fresh linen 
• Storage of fresh linen 
• Distribution of fresh linen to the floors and other areas 
• Stocktaking for linen and maintenance of records 
• Stitching, repairing,and monogramming of all hotel linen 
• Discarding of unusable linen 

(B.) Layout and Equipment in the Linen Room:-

Equipments in 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 clean linen
• – soiled linen hampers
• – Linenkeeper’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

(C.) Selection criteria for various Linen Items & fabrics suitable for this purpose:-

General Selection Criteria for Fabrics-

• Strength-  The strength of the fabric depends upon the type of fibre used. Synthetic fibres (such as polyester and acrylic) have more strength than natural ones (such as cotton and wool).
• Laundering- Linen and laundering costs come right after labour costs on the list of highest expenditures. Synthetics require lower temperatures and shorter cycles while laundering then cottons.
• Comfort- This depends on the feel,texture,softness,and weight of the cloth. Cottons have very high absorbency compared to synthetics.
• Shrinkage- Synthetics do not shrink ,whereas natural fibres shrink by about 6-8 percent unless they have been sanforized. Wool loses its shape if not carefully laundered. 
• Colour- Pattern,texture,and colour, in fabrics can impart character to a room.
• Pattern and texture- A patterned fabric can hide marks. Abstract patterns will not hide marks as much as mottled patterns. As for texture, a more open texture collects more dust and dirt.
• Flame-retardancy - Wool is naturally flame-retardant. Flame-retardant fabrics can be used for drapery, upholstery, and carpets.
• Thermal insulation- The warmth of a fabric used for coverlets and such is determined by its thermal insulation properties, measured in units called 'togs'. This must be checked for blankets. 

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

1. 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.

2. 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.

(D.) 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.

(E.) Calculation of Linen requirements:-

The housekeeping department of a hotel goes through hundreds of sheets per day. To have enough linen, housekeeping managers maintain par levels of inventory to meet the needs of the hotel.

What Are Par Levels?

Maria, the housekeeping manager at the Coral Beach Hotel, was always running out of linen. At first, she had concerns that the guests were stealing the sheets. But as it turned out, Maria simply did not have enough sheets to make every bed in her 100-room hotel. Searching for help, Maria turned to her general manager for answers. The problem was relatively easy to find. Maria did not maintain a par level for her linen inventory. A par level is a set number of inventory items that a hotel should have on hand at any given time.

How to Calculate Linen Par Levels?

When Maria and her general manager sat down to figure out what is needed to make every bed in the hotel, they came to the following conclusions:

• The hotel has 100 rooms
• Each bed has three sheets, including 1 bottom sheet and 2 top sheets

Here is the calculation:

• 100 beds * 3 sheets per bed = 300 sheets per par number

Now, 300 sheets will be enough to make the beds, but Maria knows she will also need additional sheets on hand. Here is how the par is calculated for the spare sheets:

• One par of linen on the beds is 1 * 300 = 300 sheets
• One par of linen in linen storage area is 1 * 300 = 300 sheets
• One par of dirty in laundry room is 1 * 300 = 300 sheets
• One par of linen for replacement of damaged or stolen items is 1 * 300 = 300 sheets
• One par for emergency situations is 1 * 300 = 300 sheets
• Total number of linen needed is 1,500 sheets
• So the calculation is: 1,500 sheets / 300 sheets/par = 5 par of linen

(F.) Linen Control- procedures and records:-

This is carried out in four phases:-

• Routine checking of linen for appearance and hygiene standards. 
• Quantity control of the daily flow of linen stock/linen exchange procedure.
• Stocktaking or physical inventory of linen. 
• Proper documentation of linen through the master linen inventory control sheet.

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.

(G.) Stocktaking- procedures and records:-

• Stock-taking of linen is a physical verification, by counting, of the stocks of all linen items at all points in the cycle. 
• It is carried out at periodic intervals or at the time of the 'closing of books 'for evaluation purposes. 
• Accurate recording of entries is important during stock-taking so that the overages and shortages can be determined from the difference between the physical count of balances and the balance appearing in the accounts inventory ledger. 
• The physical inventory is done after every 3 months and is known as a 'quarterly inventory'.
• First, all items- including discards- are segregated and grouped. 
• Then items in circulation and items kept in store are counted up separately and the totals are added together. 
• The discards are stamped 'condemned ' and set aside. 
• Now the counted total should tally with the last inventory figure plus the issued items received after that.
• The inventory must be conducted in the presence of the housekeeper, eith stock-taking for uniforms, room linen, and restaurant linen being done on separate days.

Samples of the room inventory form and linen inventory statements are given in Exhibits 17.7 and 17.8.

(H.) Recycling of Discarded Linen:-

• Discarded or condemned linen are items that are no longer useful in their present condition due to some irreversible damage such as a permanent stain or simply wear and tear.
• 'Cutting down ' refers to the using of any discarded materials for some other purpose, such as bed sheets being used as dust sheets or being made into pillow covers. 
• Turning discards into rags is one of the simplest and most common ways of recycling. 
• Large discarded sheets can be cut down for use as crib sheets, aprons, and other such articles. 
• On some properties, discarded linen are sold to hotel staff at reasonable prices. 
• Some properties also denote used linen to charities. 
• Whatever the norm,all discards should be accounted for and properly recorded [see Exhibit 17.10 (a) and (b)].

(I.) 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.

Measurements:- 

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”

Key Terms:-

• Acoustics - Sound absorption quality of certain materials, usually those used on ceilings,walls ,and floors.
• Cutting down- This refers to using any discarded materials for some other purpose, such as bed sheets being used as dust sheets or being made into pillow covers. 
• Damask- A gloossy fabric with intricate, jacquard-woven designs,made from cotton, silk, viscose rayon, or mixtures. It is the preferred fabric for table linen. 
• Discarded or condemned linen- Hotel linen that is officially declared unfit for use.
• Floor Pantry- A service room provided on each floor for GRAs to store cleaning agents, equipment, guest supplies, guestroom linen, and the room attendant's cart.
• Grey goods- Fabrics that have come straight from the loom without having received from finishing. 
• Light linen- This is linen that has,after continuous use,lost its lustre and has become worn out. It can no longer be used for VIPs.
• Linen- Material woven from the fibres of the flax plant;articles made from this material;household articles that were traditionally made from linen material but may now be made of cotton or cotton blends;the term 'linen' Is also used loosely to denote all launderable articles in the linen room. 
• Linen chute- a sloping channel or slide for conveying soiled linen from the upper floors to the laundry, usually situated on the ground floor or in basement. 
• Linen par- A par stock of linen refers to the amount of each type of linen required to make up all the guestrooms of the hotel at a given time. One par of linen is also referred to as the 'house set-up' quantity. 
• Muslin Sheets- These are sheets made of blends in which cotton fibres are carded before spinning. The resultant fabric is rough and looks dull.
• Percale sheets- Sheets made of blends in which cotton fibres are combed before spinning. The resultant fabric is smooth and has a greater tensile strength. 
• Seconds- Sheets that have minor imperfections are called 'seconds' and usually have the manufacturer's tags cut off. 
• Seersucker- A weave in which some warp yarns are held at tension and some loose at frequent intervals while weaving. This produces a fabric with a crinkled effect. 
• Selvedge- The longitudinal, visibly distinct self-border along the length of a fabric, which is closed by loops of weft yarns. The selvedge is usually more empact and stronger than the rest of the fabric. 
• Soft furnishings- These includes curtains, cushions,loose covers,bedspreads, and quilts,but not carpets. 
• Soiled linen- dirty and stained linen that require laundering. 
• Stocktaking- The physical verification by counting of stocks of all linen items anywhere in the linen cycle, taking place at periodic intervals or at the time of the closing of books, for evaluation purposes. 
• Tensile strength- Strength as determined by the amount of weight it takes to tear a 1 inch* 3 inches piece of fabric. 
• Thread count- Indicates the number of warp ends and weft picks per unit measure of a fabric. 
• Togs- Unit of measure for the thermal insulation properties or 'warmth ' of fabrics (especially for blankets).
• Torn-sheet size- The size of a sheet before hemming. 
• Weave- A system of interlacing the warp and weft threads according to definite rules in order to produce the whole or part of a textile fabric.