Plan hotel linen replenishment before buying fabric

Count stock by product and specification

List sheets, duvet covers, pillowcases and other products separately. Record dimensions, colour, surface, quantity and condition for each line. Different sizes should not be combined simply because they are all white.

Separate items in use, reserve items, items being processed and items needing replacement according to the property's process. Record the stocktake date as a clear reference point.

Define replenishment targets

Set target quantities for each finished-product group during the planning period, then compare usable stock and outstanding orders. Use the difference as a basis for discussing additional production.

Each property should set reserve levels based on its operation and actual needs. There is insufficient data to apply one number of sets per room or one reserve ratio to every hotel.

Convert finished-product requirements into fabric requirements

Send the finished-product list to the workshop to prepare cutting layouts and calculate metres for the chosen width. Check any suitable material already available before confirming new purchases.

List product code, width, colour and surface alongside metres. The same weight alone does not make two material batches interchangeable in a production plan.

How to calculate fabric metres for a sewing workshop →

Plan batches around the required delivery dates

For requirements across several dates, create a separate batch sheet with finished products, completion dates, fabric metres and outstanding questions. Confirm delivery and availability with the parties before finalising the plan.

Do not assume a product is always available or that the next purchase will be identical. Retain specifications and selected samples for replenishment discussions.

Keep a file for each purchasing batch

Keep a requirements sheet, product code, width options, metres, quotation and agreed correspondence. This helps retrieve the correct details when receiving goods or ordering again, rather than relying on abbreviations.

VTEX accepts multiple fabrics in one request. Use additional requirements to describe batch plans when discussing material options.

Submit material requirements for replenishment →