Hotel Housekeeping Inventory SOPs – Ensuring Control, Accuracy & Smooth Operations

Housekeeping is one of the most resource-intensive departments in a hotel. From linens to guest amenities, cleaning supplies to chemicals, the Housekeeping department handles large quantities of items daily. To maintain consistency, cost control, and operational efficiency, a strong Housekeeping Inventory SOP is essential.

1. Purpose of Housekeeping Inventory SOPs

• To maintain accurate stock levels

• To prevent misuse, wastage, and pilferage

• To ensure timely availability of supplies

• To maintain quality standards for guest rooms

• To control departmental costs

• To streamline coordination between Housekeeping & Stores/Purchase

2. Types of Inventory in Housekeeping

2.1 Linen Inventory

• Bed sheets

• Pillow covers

• Duvet covers

• Towels (bath, hand, face, pool)

• Curtains and upholstery

2.2 Guest Supplies & Amenities

• Soap, shampoo, conditioner

• Dental & shaving kits

• Slippers, laundry bags

• Tea/coffee sachets

• Stationery

2.3 Cleaning Supplies & Chemicals

• Mops, dusters, brushes

• Detergents, disinfectants

• Air fresheners

• Floor cleaners and surface cleaners

2.4 Equipment Inventory

• Vacuum cleaners

• Scrubbing machines

• Ironing machines

• Laundry trolleys

3. Housekeeping Inventory SOPs (Step-by-Step)

3.1 Indent & Requisition SOP

• Supervisors prepare daily/weekly requisitions based on room occupancy

• Indents must be approved by Housekeeping Manager

• Submission to Stores must follow hotel purchasing policy

• Emergency indents should be processed separately

3.2 Receiving Goods SOP

• Check quantity and quality of delivered items

• Match items with Purchase Order (PO) and Delivery Challan

• Inspect for damages, expiry dates, and packaging quality

• Acknowledge and sign GRN (Goods Received Note)

3.3 Storage SOP

• Store linen, supplies, and chemicals in designated areas only

• Maintain FIFO (First In, First Out) system

• Maintain FEFO (First Expired, First Out) for guest amenities & chemicals

• Chemicals must be stored in safe, ventilated, and locked areas

• Keep inventory area clean and pest-free

3.4 Issuing Procedure SOP

• Issue items only against a signed requisition

• Record date, time, quantity, and receiver name

• Maintain separate logs for:

  • Linen

  • Amenities

  • Chemicals

  • Equipment

• Issue chemicals in measured quantities to avoid wastage

4. Linen Management SOP

• Maintain par stock (minimum stock required):

• Hotels should maintain 3–5 par for linen

• Daily linen count to be done during shift handover

• Send soiled linen to laundry with proper count sheet

• Record linen damage and send for repair/condemnation

• Receive fresh linen with proper counting

5. Inventory Checking & Auditing SOP

Daily Checks

• Room boy & supervisor checks usage of daily amenities

• Monitor consumption vs occupancy

• Report discrepancies immediately

Weekly Checks

• Physical verification of stores

• Check chemical usage logs

• Linen room inspection

Monthly Audits

• Detailed stock audit

• Compare physical stock vs recorded stock

• Report shortages, pilferage, or damage to management

6. Cost Control SOP

• Use standard quantity charts for amenities per room

• Track monthly consumption patterns

• Identify variances and take corrective actions

• Employ bulk purchasing for cost savings (where applicable)

7. Documentation & Records

Housekeeping must maintain:

• Daily requisition forms

• Stock registers

• Linen movement register

• Chemical usage log

• Inventory audit reports

• Damaged/condemned item reports

• Vendor quality feedback

Accurate documentation ensures transparency and prevents losses.

8. Common Mistakes to Avoid

❌ Issuing items without proper documentation

❌ Over-stocking or under-stocking

❌ Mixing different chemicals together

❌ Not maintaining par levels

❌ Ignoring expiry dates of chemicals and amenities

❌ Poor record-keeping and manual errors

A well-implemented Housekeeping Inventory SOP ensures smooth room operations, cost efficiency, cleanliness, and overall guest satisfaction. With disciplined inventory management, the Housekeeping department can prevent shortages, control costs, and maintain high service standards throughout the hotel.