Housekeeping Laundry Gate Pass | Returnable Gate Pass | Non-Returnable Gate Pass

In hotel operations, especially within the housekeeping and laundry department, controlling the movement of linen, uniforms, and materials is essential. A Laundry Gate Pass is a critical control document used to track items moving in and out of the hotel premises, ensuring accountability, preventing losses, and maintaining operational discipline.

What Is a Housekeeping Laundry Gate Pass?

A Housekeeping Laundry Gate Pass is an authorized document issued when hotel linen, uniforms, or materials are sent outside the hotel premises—usually to a commercial laundry, vendor, or repair unit. It records item details, quantities, dates, and approval to ensure proper tracking and return.

Importance of Laundry Gate Pass in Hotels

• Prevents linen and uniform loss

• Ensures accountability of housekeeping staff and vendors

• Maintains audit and inventory control

• Supports security and gate verification

• Helps track vendor performance and turnaround time

Types of Housekeeping Gate Passes

1. Returnable Gate Pass

A Returnable Gate Pass is used when items sent outside the hotel are expected to return in the same or usable condition.

Common Items Sent on Returnable Gate Pass:

• Bed sheets, pillow covers, duvet covers

• Towels and bath linen

• Staff uniforms

• Curtains, table linen

• Mats and runners

Uses:

• Tracks quantity sent and quantity received

• Ensures quality and timely return

• Supports reconciliation with vendor invoices

• Acts as proof in case of shortage or damage

2. Non-Returnable Gate Pass

A Non-Returnable Gate Pass is used when items leaving the hotel will not return.

Common Items Sent on Non-Returnable Gate Pass:

• Condemned or damaged linen

• Waste material

• Scrap items

• Items sent for disposal

• Complimentary giveaways or discarded materials

Uses:

• Prevents misuse or pilferage

• Records permanent removal of inventory

• Supports audit and loss prevention

• Ensures security clearance

Standard Housekeeping Laundry Gate Pass Format

A. Returnable Gate Pass Format

Hotel Name & Logo

Returnable Gate Pass – Laundry

Gate Pass No.: __________

Date: __________

Department: Housekeeping

Vendor / Laundry Name: __________________

Sr. No	Item Description	Quantity Sent	Expected Return Date	Remarks

Total Quantity Sent: __________

Prepared By (Housekeeping): __________

Checked By (Security): __________

Approved By (Manager): __________

Signature & Stamp

B. Non-Returnable Gate Pass Format

Hotel Name & Logo

Non-Returnable Gate Pass – Housekeeping

Gate Pass No.: __________

Date: __________

Department: Housekeeping

Purpose of Removal: __________________

Sr. No	Item Description	Quantity	Reason	Remarks

Prepared By: __________

Approved By: __________

Security Clearance: __________

Signature & Stamp

Role of Departments in Gate Pass Control

Housekeeping

• Prepares gate pass

• Ensures accurate item count

• Maintains records

Security

• Verifies gate pass details

• Checks items physically

• Records movement in security register

Accounts / Stores

• Cross-checks vendor bills

• Updates inventory records

• Handles loss or shortage adjustments

Best Practices for Laundry Gate Pass Management

• Use serially numbered gate passes

• Maintain vendor-wise records

• Reconcile returnable items daily

• Attach damaged or shortage reports

• Store records for audit purposes

• Integrate with PMS or inventory software

Benefits for Hotel Operations

• Strong linen and uniform control

• Reduced operational losses

• Improved vendor accountability

• Smooth security coordination

• Enhanced compliance with SOPs

A well-maintained Housekeeping Laundry Gate Pass system, including both returnable and non-returnable gate passes, is essential for effective hotel operations. It ensures transparency, inventory protection, and seamless coordination between housekeeping, security, and vendors.

Implementing proper gate pass documentation helps hotels maintain professional standards and protect valuable assets.