Free Linen Inventory Template
A ready-to-use template to control hotel and hospital linen, laundry and uniforms. Track every item by department across in circulation, in wash and in stock, and put a real number on losses and wash cycles. Import into Excel or Google Sheets and start today.
- Stock split: in circulation, in wash, in stock
- Loss tracking by item and department
- Wash-cycle count for end-of-life planning
- Auto OK / REORDER status
Get the linen inventory template
Tell us where to send it. The Excel/CSV file downloads as soon as you submit, and we email you a copy.
Why a dedicated linen inventory matters
Linen is one of the largest re-usable assets a hotel, hospital or laundry owns — and one of the hardest to keep honest. Unlike normal stock, it is never in one place: at any moment a big share is in circulation on beds, on guests or on staff, another share is in wash, and only the rest is on the shelf. Count only the shelf and you will think you are short, over-order, and never see where the real loss is going.
A proper linen control spreadsheet follows the whole pool, not just the shelf — so you can right-size par levels, retire worn linen on a wash-cycle schedule, and finally attribute losses to a department. That is exactly what this template does.
What the template fixes
Linen disappears without a number
Towels and sheets walk out with guests, get binned by laundry or vanish between floor and linen room. Without a per-item count, the loss is invisible until the budget blows.
Stock-outs at the worst moment
Housekeeping runs out of king sheets at turndown, or the ward has no patient gowns at admission. Tracking in-stock against the par level flags the shortage before it happens.
Over-buying to feel safe
Teams over-order par stock to avoid running out, freezing cash in linen that sits in storage. A clear in-stock and in-wash split right-sizes the par level.
No idea what is in the laundry
A huge share of linen is in wash at any moment. With no in-wash column, that stock looks lost and gets re-bought needlessly.
Linen failing on the floor
Sheets and towels reach end of life and tear in front of a guest or patient. A wash-cycle count drives planned retirement instead of embarrassing surprises.
Loss never gets attributed
Without a department column, shrinkage cannot be traced to a floor, a shift or a laundry. The losses figure stays a mystery no one owns.
What is inside the linen inventory template
The model comes pre-structured with the columns a real linen and laundry operation needs. You fill in the counts; the sheet keeps the picture. These are the columns:
| Column | What it is for |
|---|---|
| Item | The linen, towel, uniform or textile being tracked (e.g. bath towel, king bed sheet, chef jacket, patient gown). |
| Department | Where the item belongs or is issued — housekeeping floor, F&B, spa, ward, operating theatre. Lets you count and reconcile by area. |
| Total Qty | The full par stock you own for that item across all states. Your baseline for loss and replacement. |
| In Circulation | Items currently in use on the floor, on beds, on staff or with guests — out of the linen room but not yet soiled and collected. |
| In Wash | Items in the laundry cycle: collected, being washed, dried or pressed, and not yet back in stock. |
| In Stock | Clean, folded items sitting in the linen room ready to issue. The number that tells you if you can make beds tonight. |
| Losses | Items written off in the period — lost, stolen, torn, stained beyond use or condemned. The figure that quietly drains the budget. |
| Wash Cycles | How many launderings the item has been through. Drives end-of-life planning before linen fails in front of a guest or patient. |
| Status | Automatic flag — OK or REORDER — comparing what is in stock and in circulation against the par level, so reordering stops being guesswork. |
The download ships with sample rows for hotel, hospital and uniform linen so you can see the structure, then clear them and enter your own.
How to use the linen inventory template
Five steps take you from a vague feeling that linen is going missing to a controlled, reorder-on-time operation with a real loss figure.
- 1
List your items and departments
Enter each linen, towel, uniform and textile, and the department it is issued to. Do it once and keep it as your master list.
- 2
Set the total (par) quantity
Record the full stock you own for each item. This par level is what every other number is measured against.
- 3
Split the stock by state
Fill in how much is in circulation, in wash and in stock. The three should reconcile to the total — gaps point straight to losses.
- 4
Log losses and wash cycles
Each period, record items written off and update the wash-cycle count. This is where the real cost of linen finally becomes visible.
- 5
Act on the status flag
Use the OK / REORDER status to reorder on time and to spot the departments and items bleeding the most stock.
Want the file now?
Fill the short form above and the Excel/CSV template downloads instantly — no waiting.
When to move from a spreadsheet to RFID linen tracking
A template is the right first step — fast, free and enough for a single site. But manual counting has a ceiling. As volume grows, the count drifts, losses climb and the spreadsheet stops matching reality. These are the signs it is time to move up:
At that scale, UHF RFID laundry tags — waterproof, heat-resistant and good for 200+ wash cycles — let you read hundreds of items at once through a portal, with no line of sight. The count stays live and auditable, and losses finally get caught at the door. CPCON has 30+ years in RFID asset tracking and supplies the tags and readers as well as running the full engagement.
Related asset and inventory resources
RFID Linen & Uniform Tracking
Waterproof RFID tags that survive industrial laundry and count linen in seconds.
Open →Fixed Asset Register & RFID
Build an accurate, IFRS-ready asset register with RFID tagging and reconciliation.
Open →Talk to CPCON
Discuss linen control, inventory and RFID for your hotel, hospital or laundry.
Open →Linen inventory template — FAQ
Is the linen inventory template really free?+
Yes. The CPCON linen inventory template is free. You enter your name and work email, and the file downloads immediately in CSV format that opens in Microsoft Excel, Google Sheets and LibreOffice Calc. We also email you a copy.
What does the linen inventory template track?+
It tracks each item by department with total (par) quantity, how much is in circulation, in wash and in stock, plus losses, wash cycles and an automatic OK / REORDER status. It works for hotel and hospital linen, laundry operations and staff uniforms.
Does it work in Excel and Google Sheets?+
Yes. The template is delivered as a CSV file, so it imports directly into Microsoft Excel, Google Sheets and LibreOffice Calc. The columns are already structured for linen, laundry and uniform control; just import and start entering your stock.
Can I use it for hotel linen, hospital linen and uniforms?+
Yes. The Department column lets you separate housekeeping, F&B, spa, wards and operating theatres, and the item rows cover towels, bed linen, table linen, gowns, scrubs and uniforms — so a hotel, a hospital and an industrial laundry can all use the same model.
How is a linen inventory template different from a normal inventory sheet?+
Linen never sits still. At any moment a large part of your stock is in circulation or in the wash, not on the shelf. A generic inventory sheet only shows what is in stock; this linen template splits stock across in circulation, in wash and in stock, and adds wash cycles, so you see the whole pool, not just the shelf.
When should we move from a spreadsheet to RFID linen tracking?+
A spreadsheet is the right first step for smaller operations. When you handle thousands of pieces, multiple sites or a commercial laundry, manual counts drift and losses climb. At that point UHF RFID laundry tags — readable hundreds at a time through a portal — keep the count live and auditable. CPCON supplies the tags and readers and runs the full engagement.
Get the free linen inventory template
Start today with a ready-made Excel/CSV model for hotel, hospital and laundry linen. When you outgrow the spreadsheet, CPCON moves you to RFID linen tracking.
Get the template