Laundry Record Form and Guest Laundry Log

Short description

A complete laundry control workbook covering both sides of hotel laundry, namely the daily movement of linen and uniforms to and from the laundry, and the guest garment orders that generate revenue. It switches between outsourced and in house operation with a single dropdown, reconciles pieces out against pieces in, prices every piece automatically, and carries unreturned stock forward to the next day so nothing is quietly written off.

Purpose

Laundry is where linen disappears and where vendor invoices go unchallenged, because the counting happens at a loading dock early in the morning and rarely leaves a paper trail. On the guest side, laundry revenue is frequently lost simply because the charge never reaches the folio before checkout. This workbook addresses both:

1. It records the daily out and in count piece by piece, with the previous day’s unreturned balance carried forward, so a shortfall cannot be absorbed silently across several days.
2. It separates clean returns from rewash and damage, which is the distinction that governs what you should actually pay. Rewashed pieces are excluded from the charge, and damaged pieces are recorded for a claim.
3. It prices the movement automatically, using vendor rates when the laundry is outsourced and internal cost per piece when it is in house, so the same form serves as either an invoice check or a processing cost record.
4. It tracks every guest garment order through to folio posting, with a live count of charges still unposted, so revenue is captured before night audit rather than discovered afterwards.
5. It monitors quality with a rewash rate and a damage rate measured against a target you set, which converts a vague complaint about laundry quality into a number you can present to a vendor.

It suits daily housekeeping and linen room operation, monthly vendor invoice reconciliation, cost control review, guest laundry revenue tracking, and any property moving between an external vendor and an in house laundry.

What is inside the file

Five sheets, namely two working records, a settings and master data sheet, a user guide, and an ownership notice.

1. Laundry Record sheet (the daily form)

• A header carrying the hotel name, record date, and a form number, so each day’s record is individually identifiable for filing and audit.
• A Record Details block holding the laundry operation mode, the vendor or laundry section, the delivery note or internal batch number, pick up and delivery times, the shift, and the names of the person who sent the linen and the person who received it. Every label in this block rewrites itself depending on whether you are running outsourced or in house, so the form never shows vendor language to a property with its own laundry.
• A movement table covering 28 linen and uniform items in five categories, namely Room Linen with ten items, Bathroom Linen with five, F&B Linen with five, Spa and Pool with three, and Staff Uniform with five. Items are drawn from the master list on Settings, so renaming an item once updates the form.
• Thirteen columns per item, organised into five logical blocks:
  • Out and in, covering the balance brought forward, dirty pieces sent, and clean pieces returned.
  • Quality check, covering rewash for pieces returned still stained and damaged or torn pieces.
  • Balance, covering accepted clean pieces fit to return to circulation, and the outstanding balance carried forward to tomorrow.
  • Cost, covering the rate per piece and the calculated amount, where rewashed pieces are deliberately excluded because they should not be billed.
  • Control, covering an automatic status and a remarks field.
• An automatic status per line with four states, namely Complete when everything returned cleanly, Check Quality when everything returned but rewash or damage was found, Pending when pieces are still at the laundry, and Over returned when more pieces came back than were sent, which usually means another outlet’s linen arrived in your batch.
• A totals row across every column, plus a live count of pending lines.
• Two explanatory notes setting out the accepted clean calculation, the carry forward logic, the billing rule, and the four status definitions.
• A Summary and Sign Off block reporting total pieces sent, total returned, outstanding pieces, the rewash rate with an automatic comparison against your target, the damage rate, the total amount, and the number of pending lines, followed by three signature boxes for Housekeeping, the Vendor or Laundry, and the Executive Housekeeper or Cost Control, each with name, position, and date and time fields.

2. Guest Laundry Log sheet (the revenue side)

• A Snapshot strip reporting seven live figures, namely total orders counted by unique order number, total pieces in, pieces not yet returned, express lines, total revenue excluding complimentary items, the value of charges still pending folio posting, and the number of open complaints.
• A running order log with seventeen columns, covering date, order number, room number, guest name, garment, service, speed, pieces in, pieces out, unit price, express charge, amount, time received, time returned, order status, folio status, and remarks.
• Automatic pricing, where the unit price is drawn from the guest laundry price list by matching garment against service, the express charge applies your surcharge percentage, and the amount combines the two.
• Order status tracking through four stages, namely Received, In Process, Returned, and Complaint, alongside folio status tracking through Pending, Posted, and Complimentary, which is what makes the unposted revenue figure possible.
• A piece count check, where pieces out are highlighted when they differ from pieces in, which is how a missing garment is caught on the day rather than at a guest complaint.
• The table expands automatically as you type into the first empty row beneath it, copying every formula down.

3. Settings sheet (master data)

• General settings covering hotel name, currency, the express service surcharge percentage, and the target maximum rewash rate used for quality judgement.
• Seven dropdown lists feeding both records, covering laundry operation, service type, service speed, shift, guest order status, folio status, and item category.
• A linen and uniform item master listing all 28 items with two rates each, namely a vendor rate per piece and an internal cost per piece. The form selects the correct rate automatically based on the operation mode, which means the same workbook produces either a vendor payable figure or an internal processing cost without any rework.
• A guest laundry price list covering 14 garment types priced across three services, namely wash and press, dry clean, and press only, with a price of zero used to mark a service that is not offered for that garment.

4. How to Use sheet

A guide in seven parts, covering the sheet map, the colour code including the distinction between input cells and cells linked from Settings, a dedicated section explaining exactly what changes between outsourced and in house mode, a column by column explanation of the laundry record, a column by column explanation of the guest log, a seven step daily routine running from setting the date through to posting folios before night audit, and troubleshooting for the five problems most likely to arise.

5. Copyright sheet

Ownership and copyright notice covering the design, layout, formulas, and documentation.

What you gain

• A defensible position in front of your laundry vendor, because every piece is counted, priced, and signed for by both parties on the day.
• Correct billing, since rewashed pieces are excluded from the charge by the formula rather than by argument.
• No silent linen loss, because unreturned pieces carry forward and remain visible until they are resolved.
• Guest laundry revenue that reaches the folio, through a live figure showing exactly what is still unposted.
• Quality measured rather than debated, through rewash and damage rates compared against a target you set.
• One workbook for either operating model, which means the file remains valid if the property brings laundry in house or outsources it later.
• A dated, signed record per day, ready for monthly invoice reconciliation and for audit.

Download link:
Laundry Record Form and Guest Laundry Log