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Top 7 Mistakes Hotels Make When Buying Linens in Bulk
July 17, 2025
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Buying hotel linens in large quantities is a major decision. It affects cost, comfort, and long-term quality. Many hotels make the same avoidable mistakes. This guide explains these mistakes and offers clear solutions.
Quick Overview — Common Mistakes and How to Avoid Them
| Mistake | What Goes Wrong | What to Do |
|---|---|---|
| Only comparing prices | Cheap linens wear out fast | Look at cost-per-use |
| Ignoring fabric specs | Poor texture or weight | Understand GSM, thread count, and blends |
| Incorrect sizing | Sheets and covers do not fit | Check finished sizes after washing |
| No sample testing | Quality issues after delivery | Test in real laundry process |
| Skipping certifications | Guest complaints or safety risks | Ask for trusted certifications |
| Unclear lead times or MOQs | Missed deadlines or over-ordering | Confirm all terms early |
| Weak supplier support | No help with returns | Ask about after-sales service |
Related reading: What Is Hotel Linen?
Mistake 1 – Focusing Only on Price
Low-cost linens often use lower quality materials. They may feel rough or wear out quickly. This leads to frequent replacements and higher costs over time.
What to Do
- Ask suppliers to provide product specifications
- Test samples through regular washing
- Compare the number of washes each product can handle
Sheets that last longer are usually more cost-effective in the long term
Mistake 2 – Misunderstanding Fabric Specs
Many buyers assume high thread count means higher quality. This is not always true. Some fabrics use weak fibers to boost thread count. GSM, used for towels, is often ignored.
What to Do
- Choose 200–300 thread count for sheets
- Select 450–600 GSM for towels
- Ask suppliers to explain the material composition in simple terms
Understanding fabric types helps match the right product to the hotel’s needs
Mistake 3 – Not Confirming Sizes and Shrinkage Rates
A hotel may order the correct size, but after washing, the linen shrinks and no longer fits the bed. This leads to replacement costs or extra work for housekeeping.
What to Do
- Measure mattress size including toppers
- Confirm the finished size after washing
- Ask about expected shrinkage rates (often 3–5% for cotton)
- Test samples before placing large orders
Testing can prevent costly errors
Mistake 4 – Skipping Certifications and Safety Checks
Some linens may contain chemicals or dyes that are not safe for frequent use. In some regions, certain products must meet fire safety rules or environmental standards.
What to Do
- Ask for OEKO-TEX® Standard 100 certification to confirm textile safety
- Ask if the supplier follows ISO 9001 standards for quality management
- For bedding in commercial spaces, ask if fire-retardant treatment is included
Certification helps ensure safety, comfort, and product consistency
Recommended reading: Hotel Linen Management Practices
Mistake 5 – Ordering Without Testing Samples
Photos and descriptions can be misleading. A product that looks soft in pictures may feel rough or lose shape after washing.
What to Do
- Always ask for samples
- Wash samples three to five times in actual laundry settings
- Check for softness, shrinkage, and color fading
Sample testing is a small step that protects against larger problems
Mistake 6 – Not Clarifying MOQ and Lead Times
MOQ means minimum order quantity. Many suppliers require buyers to order a certain amount. Delays can also occur if production or shipping times are not clear.
What to Do
- Ask about the minimum order for each product
- Confirm production and delivery time in writing
- Allow extra time before major events like hotel openings
Planning early helps avoid stock shortages
Mistake 7 – Overlooking After-Sales Policies
Some suppliers offer no support after delivery. If products arrive with defects, replacements may not be available. This creates risk for the hotel.
What to Do
- Ask suppliers if they accept returns or exchanges for faulty products
- Confirm how they handle customer complaints
- Ask whether they can support reorders for specific items
Clear service policies build trust and reduce long-term risk
FAQs
Q: Should the linens be 100% cotton or a cotton blend?
A: Cotton feels softer and is ideal for premium rooms. Blends with polyester are stronger and dry faster. These are better for busy hotels.
Q: How many sets are needed per bed?
A: Most hotels prepare three sets. One is in use, one is in laundry, and one is backup.
Q: Should a laundry service choose the linen type?
A: It is better for the hotel to test and decide. Laundry services may focus more on ease of washing than guest comfort.
Q: Should we choose bleach-safe fabric?
A: Yes, if the laundry process uses bleach. Always confirm this with the supplier in advance
Conclusion
Bulk linen purchases are not just about cost or quantity. They are about quality, fit, service, and how the linens support the guest experience.
Testing samples, confirming product specs, and understanding service terms can prevent many of the common problems hotels face during linen procurement
Choosing the Right Hotel Linens
We supply hotel-grade bedding and towels with clear product details, consistent quality, and support for commercial buyers. Feel free to contact our team or browse our Hotel Bedding Linens to get started!
Conclusion
Buying hotel linens in large quantities is a major decision. It affects cost, comfort, and long-term quality. Many hotels make
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Jul 17, 2025 
