In the world of vacation rentals, a well-thought-out linen program is crucial to ensuring guest satisfaction and operational efficiency. A properly managed linen program not only enhances the guest experience but also simplifies the day-to-day operations of managing multiple properties.

In this article, Ashley Ching, Founder and CEO at Inhaven shares everything you need to know about creating and managing a successful linen program for your vacation rental properties. Inhaven empowers small business owners with simple inventory management solutions that save them significant time and money, to reach the highest standards, and to generate the greatest value.

What should be included?

When setting up a linen program for your vacation rental, it's essential to include all the necessary items that guests will need for a comfortable stay. Here's a checklist of items that can be included: 

Bedding

• Sheeting: Fitted sheets, flat sheets, pillowcases, duvet covers
  
• Mattress pads & encasements
  
• Pillows and pillow protectors
  
• Comforters or duvet inserts
  
• Blankets
  

Bath linens

• Towels: Bath towels, hand towels, washcloths
  
• Bathmats
  
• Makeup towels
  
• Beach or pool towels
  

Kitchen Linens:

• Kitchen towels
  
• Dishcloths
  
• Potholders
  

By standardizing these items across your properties, you can ensure consistency in quality and appearance, leading to a better guest experience and easier inventory management.

What materials should I consider?

The choice of materials for your linens is critical for both durability and guest comfort. The hospitality standard for bed linens typically involves a T250 cotton/polyester blend, with a common ratio being 60% cotton and 40% polyester. This blend offers several advantages:

• Durability: The polyester content helps reduce wrinkles making turns more efficient.
  
• Comfort: The cotton provides softness and breathability, ensuring a comfortable experience for guests.
• Ease of care: These blends are easier to care for and dry faster, which is crucial in a high-turnover environment like vacation rentals.

For towels, consider 100% cotton, particularly in a 14-pound per dozen weight. This weight provides a good balance of comfort and efficiency, drying quickly and holding up well to repeated laundering.

Beware of 100% microfiber linens. While they may be more cost-effective upfront, they will not last as long as cotton/poly sheeting, as they cannot be washed at high temperatures and cannot hold up to bleaching.

Why all white linens?

White linens are a staple in the hospitality industry, and there are several reasons why they are the preferred choice:

• Perception of cleanliness: White bed sheets give the impression of cleanliness and hygiene, which is essential in the hospitality industry. Guests are more likely to trust the cleanliness of white sheets. This is why hotels use white sheeting.
  
• Ease of cleaning: White cotton/poly blend and 100% cotton sheets can be washed at high temperatures with bleach and other cleaning agents, ensuring thorough disinfection and stain removal.
• Versatility: White sheets are versatile and can easily match various bedding styles and room decors. Fresh linens also give a timeless look.
• Guest satisfaction: Many guests associate white, quality sheets with luxury and comfort, enhancing their overall experience.

Why choose hospitality-grade sheeting over retail?

Your vacation rental sheets are washed more frequently than those in a typical household, making it crucial to select commercial hotel-quality linens. Hospitality-grade linens are designed to withstand up to 100 washings—60% more cycles than sheets you find in retail stores such as Target, Macy’s, and Amazon. Here’s why they’re the better choice:

• Durability: These high-quality linens are built to last, even with frequent washing, saving you money on replacements.
  
• Pre-laundered and pre-shrunk: Hospitality-grade linens often come pre-laundered and pre-shrunk, ensuring consistent fit and reducing the risk of shrinkage over time.

• Color-coded hem threads: This feature makes it easy to identify sizes, which is particularly helpful when managing multiple bed sizes across different properties.

How many sets of sheets and towels should be at each property?

"Linen PAR" refers to the number of sheet sets that a vacation home should have on hand at any given time. The magic number is three. This ensures that while one set is in use, another is in the closet in case the guest needs replacements and a third is in the laundry.

For each bedroom, we recommend:

• Three fitted sheets
• Three flat sheets
• Three pillowcases per pillow

For bath linens, we recommend:

• Three bath towels and washcloths per occupant
• Three hand towels per bathroom
• Two to three bathmats per bathroom

Maintaining this level of inventory helps avoid delays and ensures that your housekeepers can prepare the property quickly and efficiently.

How to clean linens?

Proper care and cleaning of linens are essential to maintaining their quality and extending their lifespan. Here are some best practices:

1. Use proper laundry detergents

• Mild, commercial-grade detergents: Use mild, commercial-grade laundry detergents that are specifically formulated for hospitality linens. These detergents are designed to remove stains and dirt effectively while being gentle on the fabric.
• Avoid Harsh Chemicals: Avoid using harsh chemicals or overly aggressive detergents that can break down the fibers of the linen over time.

2. Pre-treat stains

• Spot treatment: Before washing, pre-treat any stains with a stain remover that is safe for the fabric. Focus on areas like pillowcases and sheets where makeup, oils, or food stains are more likely to occur.
• Non-chlorine bleach: For white linens, non-chlorine bleach or a hydrogen peroxide-based cleaner can be used to treat stains without damaging the fabric. Avoid using chlorine bleach directly on the fabric, as it can weaken fibers and cause yellowing over time.

3. Wash at the appropriate temperature:

• High-temperature washing: Wash white cotton/poly blend and cotton linens at high temperatures (typically 140°F or higher) to ensure thorough disinfection and removal of bacteria, viruses, and dust mites.
• Follow manufacturer guidelines: For colored or delicate linens, follow the manufacturer’s guidelines on washing temperature to prevent fading or damage. This includes 100% microfiber linens that will not hold up to high water temperatures and bleach.

4. Avoid overloading the washing machine:

• Proper load size: Ensure that the washing machine is loaded to about 80% capacity. Overloading can prevent linens from being cleaned thoroughly and can lead to wear and tear due to insufficient rinsing and tumbling.

5. Avoid over-drying:

• Controlled drying: Dry linens until they are just dry, not bone dry, to avoid excessive shrinkage and wrinkles. Over-drying can weaken the fabric and cause it to become stiff and prone to damage.
• Use a cool-down cycle: A cool-down cycle at the end of drying helps relax the fibers and reduce the likelihood of wrinkles and shrinkage.

6. Iron pillowcases and top sheets

• Polished look: Ironing pillowcases and top sheets can give them a crisp, polished look, enhancing the guest experience. However, avoid ironing all linens if time or resources are limited.

7. Store linens properly

• Cool, dry place: Store cleaned and dried linens in a cool, dry place to prevent mildew or mold growth. Ensure they are folded neatly and stored in a way that prevents creasing.

8. Regular inspection

• Check for damage: Regularly inspect linens for signs of wear, such as thinning fabric, fraying edges, or persistent stains. Replace linens as needed to maintain the quality and appearance that guests expect. Do not ask the guests to strip the beds and bathrooms. Placing linens on the floor can make them dirtier and lost linens and stains are harder to find when the linens have been removed or crumpled up.

How to price your linen program?

Standardizing your linen program can offer you bulk, discounted purchasing, uniformity across properties, and simplified inventory management. It can also offer you a new revenue stream. Here is how we see most property managers price their linen services.

• Rent linens to owners by charging a monthly, quarterly, or annual fee for the rental program.
• Charge guests by including the linen program cost as part of the cleaning fee or resort fee.
• Include it in the management fee as part of the overall service provided.

How to transition existing owners to this linen program?

Transitioning existing property owners to a linen program may take time, but the benefits are well worth the effort. Here’s how to do it:

• Share data: Provide data on reduced replacement costs and improved guest satisfaction scores with homeowners who initially chose not to participate.
• Highlight operational efficiencies: Explain how the program can save turn times and reduce operational complexities, leading to cost savings and better guest experiences.

Tips for better turns

Finally, here are some tips to make your turnover process smoother and more efficient:

• Reduce your program item count: Use king flat sheets for queen beds and standardize pillow sizes across all beds to simplify inventory management.
• Don’t have guests strip the beds: This can lead to dirtier linens and make it harder to identify stains that need immediate treatment.
• Proactively avoid stains: Provide guests with makeup towels or wipes, and supply pool or beach towels to prevent bath towels from being taken offsite.

Next steps: How to get started

Ready to take your vacation rental business to the next level with a well-defined linen program? Reach out to the team at Inhaven to schedule a meeting. Inhaven specializes in helping property managers:

• Define their linen program tailored to your specific needs, including sending samples for your review.
• Model pricing strategies that align with your business goals.
• Manage inventory efficiently to keep operations smooth and cost-effective.
• Create owner marketing materials to successfully transition existing properties into your linen program.

By partnering with Inhaven, you’ll gain access to expert guidance and high-quality products that will enhance both your operational efficiency and your guests' experience.