A hotel is a small city that never closes. Every night, rooms need fresh linen, bathrooms need amenities, the breakfast room needs coffee, and the front desk needs key cards. Housekeeping, food and beverage, and front office each order from their own suppliers against their own budgets, yet the guest expects the same standard everywhere. This Hospitality Supplies Purchase Order helps department heads order to par, charge the right cost center, and hold suppliers to brand standards, with a design that has the feel of a classic grand hotel.
The Room Key Tag
The template is A4 portrait (210 x 297 mm). Across the top runs a thin burgundy band above a cream header panel with a gold rule beneath it. Hanging from a gold ring at the top left is the design’s signature: a vintage hotel key tag in burgundy, with a gold inner outline, a punched hole, and the words PO, 0719, and Room Supply on its face, just as a room number would appear on an old-fashioned key fob. The tag hangs down past the header onto the page.
Hospitality Supplies is set in Cinzel, an elegant capital-letter serif, with Purchase Order · Housekeeping · Food & Beverage · Front Office in gold and the hotel’s name and address beneath. A burgundy footer with a gold rule carries a bed icon in a gold circle, the delivery hours, and our logo on a white plate. The body, set in Mulish, includes:
- PO Date, Required By, Department, and Cost Center.
- Supplier and Deliver To details, sent to the receiving entrance for the executive housekeeper.
- A 15-row table: Item, Department, Unit, Par, Qty, Unit Price, and Amount, with the ordered quantity in bold.
- A Brand Standards & Notes box, totals, and approvals from the department head and the general manager.
Par Levels in Hospitality
In hotels, par has two related meanings. For linen, one par is enough to make up every bed once. Many hotels plan for around three to five par in total, so that one set is on the beds, one is in the laundry, and the rest are clean on the shelves; the right number depends on your laundry turnaround and occupancy. For other supplies, par is simply the level you want on the shelf after each delivery.
The template’s Par column records that target, and the Qty column records what you are ordering to get back to it. In the sample:
| Item | Unit | Par | Ordered | Amount |
|---|---|---|---|---|
| Bath towels 27 x 54 in | Dozen | 40 | 12 | 888.00 |
| Flat sheets, king | Dozen | 30 | 8 | 1,104.00 |
| Guest amenity kits | Case/300 | 6 | 4 | 384.00 |
| Coffee pods | Case/96 | 20 | 10 | 385.00 |
| RFID key cards | Box/200 | 5 | 3 | 354.00 |
| Laundry detergent, 5 gal | Pail | 8 | 4 | 259.60 |
The subtotal is 3,374.60. Sales tax at 7.75% adds 261.53, and freight is 60.00, making a total of $3,696.13. Calculate your own amounts and type them in; the table stores text rather than formulas.
Brand Standards on the Page
Hotel groups and independent boutique hotels alike set standards for what guests see and touch: towel weight and colour, sheet thread count, amenity packaging, even the roast of the coffee. The notes box keeps these standards in front of the supplier on every order. The sample requires linens to meet specification HK-07 (white, hemmed, no logo) and amenity kits in ocean-blue packaging only. Write your own standards here, and ask suppliers to confirm any substitution in writing before delivery.
Ordering by Department
The Department column lets one PO cover several areas while keeping costs traceable. Housekeeping, F&B, Front Office, and Laundry each appear in the sample. If each department has its own budget, total their lines separately, or raise one PO per department and change the Cost Center field accordingly. Either way, the general manager’s approval line confirms that someone with an overview of the whole hotel has seen the spend.
Customizing for Your Property
- Edit the key tag: change 0719 to your PO number, or to a room-style number you like, and Room Supply to your department.
- Replace the hotel name, address, and delivery details.
- Open the supplies table with a double-click to edit its cells in Edit Table Data; keep your standard item list and pars there.
- The bed icon is an editable vector. Recolour it, or change burgundy and gold to your property’s colours, including the key tag and its outline.
Controlling Guest Supply Costs
Supplies are one of the highest controllable costs in a hotel after labour. Track cost per occupied room for each category, such as amenities, linen replacement and coffee, and compare it month by month; a sudden rise usually points to waste, theft or a price change. Count linen regularly so you know your real par rather than the par on paper, because towels and sheets disappear faster than most managers expect. Order amenities to occupancy forecasts rather than a fixed amount, and ask suppliers for contract pricing on items you buy every week. The Par and Department columns on this order make those reviews much easier.
When a new supplier is trialled, order a small quantity first and ask housekeeping for feedback on quality before switching the full par to them.
Printing and Receiving
Print on A4 at actual size, or on US Letter with Fit to page. The burgundy footer and key tag print richly on a colour laser. Keep a copy at the receiving dock, where deliveries are accepted during the stated hours, so the receiving clerk can check items and quantities before they go to the linen room or stores.
Hospitality Buyer Questions
Can restaurants and resorts use it?
Yes. Restaurants can list F&B items only; resorts can add departments such as Spa, Pool, or Kids’ Club.
Can I order uniforms on it?
Yes. Add sizes to the item description or use one line per size.
What does Case/300 mean?
A case containing 300 units; writing the pack in the Unit column avoids misunderstandings.
Five-Star Supplies, One Tidy Order
Order to par, respect the brand standards, and get the GM’s signature: this hotel supplies purchase order keeps every room ready for the next guest.
