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WashSage · Free printable worksheet · Page 1 of 2

Linen inventory stocktake

One count boundary, one timestamp and one state per item. Use another copy for more item groups.

Property or shared pool

Count date, time and time zone

Counter / person checking laundry

Locations and supplier records included

1. Count each type and size once

Leave unknown quantities blank and investigate them. Write 0 only after confirming zero. Count shared-pool stock once. Do not count both complete sets and their component pieces.

Physical stock snapshot — transfer row numbers to page 2
Row	Item type and size	Clean	In use	Dirty	In laundry	Unavailable	Accounted total
1
2
3
4

Accounted total = all five state counts, only when all are known. Clean means received, inspected and usable. In laundry means actually dispatched or in an active process; verify it against current records. Unavailable means physically held but unusable. A missing item is a difference to investigate, not an extra unavailable item.

2. Check the next arrival separately

Keep expected returns out of clean stock until received and inspected.

Clean-readiness check for the same item groups
Row	Item type and size	Clean now	Arrival demand	Protected clean reserve	Clean gap
1
2
3
4

Clean gap = max(0, arrival demand + protected clean reserve − clean now). Calculate only with all inputs known. Reserve is clean stock you choose to retain after this setup; do not add it again to a target that already includes the same contingency.

Arrival preparation deadline / time zone

Demand confirmed from / checked by

Use the stocktake guide and browser worksheet. Supplier context: Vision Linens’ item and size checklist.

WashSage · Linen stocktake · Page 2 of 2

3. Reconcile against your records

Property / pool and count timestamp

Reconciled by / review date

Use the same scope and timestamp as page 1. Bring the ledger forward using documented receipts, disposals and transfers before comparing it with the count.

Reconciliation — matching row numbers from page 1
Row	Item type and size	Ledger expected total	Accounted total from count	Difference (+ / −)	Evidence / explanation
1
2
3
4

Difference = accounted total − ledger expected total. Positive means surplus against the ledger; negative means shortfall. Example: counted 18 − expected 20 = −2. Leave the difference blank if either total is unknown. Investigate and retain the reason before correcting a record.

4. Assign the next action

Follow-up register — include stock differences and clean-readiness gaps
Row	Gap / item and size	Action and evidence needed	Owner	Deadline / status
1
2
3
4

Final checks

Count clean, in-use, dirty, in-laundry and unavailable items once each.
Match supplier dispatch quantities and actual receipts.
Inspect dryness, stains, tears, seams and elastic before approving clean stock.
Keep physically present unavailable items separate from missing/unreconciled items.
Reconcile differences with receipts, disposals, transfers and earlier counts.
Compare serviceable inventory with the chosen minimum target.
Compare clean stock with next arrival demand and any protected clean reserve.
Record the person responsible for every unresolved action.

Reviewed by / date and time: __________________________________________________

A reviewed stocktake is a snapshot. Confirm required quantities and preparation again before arrival. Use product labels, actual records and exact appliance instructions.

Next steps: turnover checklist · dated Linen Forecast · all linen management guides.