HOTEL STORE SOPs-Standard Operating Procedures

To ensure accurate, safe, and efficient receiving, storing, and issuing of all hotel materials while maintaining inventory control, cost efficiency, and compliance with safety and hygiene standards.

2. Scope

Covers all activities in:

• Receiving Area

• Dry Store

• Chilled & Frozen Store

• Engineering Store

• Housekeeping Store

• Issuing Counters

• Inventory & Documentation

  
  

3. Responsibilities

Storekeeper

• Receive, verify, and store all goods.

• Maintain stock levels and record transactions.

• Ensure FIFO/FEFO implementation.

• Prepare daily, weekly, and monthly reports.

• Maintain cleanliness and safety standards.

Receiving Clerk

• Check delivered goods against purchase order.

• Inspect quality, expiry, temperature, and packaging.

• Log all deliveries.

Cost Controller / Finance

• Review daily receiving reports.

• Approve variances.

• Conduct periodic stock audits.

4. Receiving SOP

1. Verify Delivery Documents

   • Match Purchase Order (PO) with:

     Delivery Note

     Invoice

     Supplier details

   • Ensure the quantity and item codes match.

2. Quality & Specification Checks

   • Packaging intact

   • Correct brand, size, grade

   • No damage, leakage, or contamination

3. Temperature Checks (for food & beverage):

   • Frozen: –18°C or below

   • Chilled: 0–4°C

   • Dairy: 2–4°C

   • Meat: 0–2°C

   • Reject if not compliant.

4. Expiry & Production Dates

   • Reject expired or near-expiry goods.

   • For FEFO items (e.g., dairy), note batch dates.

5. Weighing & Counting

   • Use calibrated scales.

   • Cross-check with PO quantities.

6. Documentation

   • Stamp “Received” with date and time.

   • Record delivery in receiving log.

   • Forward documents to Finance/Cost Control.

7. Rejection Procedure

   • Fill Supplier Rejection Form.

   • Photograph evidence.

   • Inform Purchasing immediately.

5. Storage SOP

General Storage Rules

• No personal items allowed.

• Maintain cleanliness and pest control.

• Store items by category (food, beverage, chemicals, linen, engineering items).

• Follow FIFO (First In First Out) and FEFO (First Expiry First Out).

Dry Store

• Temperature: 18–25°C

• Humidity: 50–60%

• Keep items 15 cm above ground, 10 cm away from the wall.

• Label all shelves clearly.

Chilled Store

• Temperature: 0–4°C

• Separate raw and cooked foods.

• Cover all items and label with date and receiver’s signature.

Frozen Store

• Maintain below –18°C

• Minimize door opening to preserve temperature.

Housekeeping Store

• Segregate chemicals from linen.

• Ensure MSDS sheets are available for all chemicals.

Engineering Store

• Tag all tools and spares.

• Hazardous materials stored in designated areas.

  
  

6. Issuing SOP

Issue Timings

• Set standard issue hours for all departments.

• Emergency issues must be approved by Store Manager/Finance.

Issuing Process

1. Department submits Material Requisition Form (MRF).

2. Storekeeper verifies:

   • Approval signatures

   • Availability of stock

3. Items are picked, rechecked, and issued.

4. Storekeeper updates inventory software immediately.

5. Department signs receiving copy.

Return Policy

• Only unused, sealed items can be returned.

• Record returns in the Return Log.

7. Inventory Control SOP

• Daily stock update in PMS/ERP.

• Weekly cycle counts.

• Monthly stock-taking with Finance.

• Investigate variances >2%.

• Maintain min/max stock levels.

8. Safety & Hygiene SOP

• Use PPE during receiving (gloves, safety shoes).

• No food or drinks inside the store.

• Regular pest control routines.

• Fire extinguishers must be accessible.

• Follow MSDS guidelines for chemicals.

9. Reports Required

• Daily Receiving Report

• Daily Store Issue Report

• Slow Moving / Non-Moving Items Report

• Expiry Report

• Monthly Inventory Report

• Variance Report

10. Forms & Templates (Available Upon Request)

I can generate ready-to-print templates for you:

• Purchase Order

• Receiving Log

• Temperature Check Sheet

• Rejection Form

• Material Requisition Form

• Inventory Count Sheet

• Supplier Delivery Checklist