What to buy first

Start with average daily usage and multiply by the number of days between deliveries plus a 20 percent safety margin. For a 300-room hotel this often means 2,200 to 2,800 bath towels on hand. Update the calculation quarterly as occupancy patterns change.

• Calculate stock using daily usage times laundry cycle plus 20 percent buffer.
• Compare mill-direct versus distributor landed cost.
• Lock in consistent GSM and dye lots across shipments.
• Negotiate 2/10 net 30 terms and annual volume rebates.
• Reserve 15 percent of budget for seasonal spikes.
• Track actual replacement rate monthly.

How to plan quantities and reorders

Mill-direct pricing saves 15 to 25 percent but requires larger minimums and longer lead times. Distributors offer faster replenishment and smaller lots. Run the numbers on your annual volume to decide which route yields the lowest landed cost.

Request that every shipment come from the same mill and dye lot when possible. Ask for GSM and thread-count certificates with each order. Inconsistent quality creates guest complaints and increases replacement rates.

Selection notes

Most wholesalers offer 2 percent 10 net 30 terms. Larger annual commitments can earn quarterly rebates of 3 to 5 percent. Put the rebate agreement in writing and track purchases against the target to collect what you are owed.

Reserve 15 percent of annual budget for unexpected events such as conventions or weather-related demand spikes. Keep this stock in sealed cartons to protect against dust and moisture until needed.