How to Set Reorder Points for Hotel Bathroom Supplies

The complicated answer is also the simple answer: use reorder points and par levels to keep supplies flowing smoothly - don’t order too much and don’t run out!

Introduction

The complicated answer is also the simple answer:
Reorder Point (ROP) = (Average Daily Usage × Lead Time) + Safety Stock.

This formula works for every consumable item you stock, from toilet paper to shampoo. But let’s be honest—most small hotel operators aren’t sitting down with spreadsheets and daily usage logs. Instead, what you need are rules of thumb and a framework you can actually use to keep supplies on hand without wasting money or space.

This article breaks down practical steps to set reorder points and par levels for bathroom and bedroom supplies, with examples sized for a small hotel running at ~70% occupancy.

Why Reorder Points Matter

Reorder points prevent two common failures:

• Running out of essentials (which leads to rushed orders, higher costs, and unhappy guests).
• Overstocking (which ties up cash and clogs storage space).

Good inventory management sits at the sweet spot—enough stock to cover lead times and emergencies, but not so much that you’re storing next year’s supplies in the basement. Hotels that systematize this process avoid shortages and lower costs while maintaining consistency.

The Formula in Practice

Here’s what the classic formula looks like in real life:

• Average Daily Usage: The typical amount consumed per day.
• Lead Time: The number of days it takes a supplier to deliver once you place an order.
• Safety Stock: Extra stock you keep on hand for delays or unexpected spikes in occupancy.

Example: if you use 60 bars of soap/day, deliveries take 5 days, and you keep 300 bars as safety stock:
ROP = (60 × 5) + 300 = 600 bars.

When inventory drops to 600, it’s time to reorder.

Par Levels Explained

A par level is the standard quantity you should always keep in stock. For consumables, this often means having enough on hand for a set number of “par days.”

For example:

• Towels: 3 par (1 in use, 1 in laundry, 1 in storage).
• Sheets: 3 par (same logic).
• Amenities: 1–2 par weeks (stock equal to 1–2 weeks of average occupancy).

Par levels simplify ordering—staff don’t need to calculate formulas, just check if supplies are at or above par.

Practical Rules of Thumb for Small Hotels

If formulas feel like overkill, here are simple stocking guidelines:

• Soap/Shampoo/Conditioner: Always stock 2× your lead time quantity. If deliveries take 7 days, hold at least 14 days’ worth on the shelf.
• Toilet Paper: 3–4 rolls per guestroom per week of average occupancy.
• Linens & Towels: 3 full sets per bed. Add a 10% buffer for damage and replacements.
• Batteries/Lightbulbs: Keep at least 1 full property change-out in storage.
• Coffee/Tea Amenities: 2–3 weeks’ worth at 70% occupancy.

This approach gives you breathing room without drowning your storage closet in boxes.

Example 1: Bathroom Amenities

Let’s run a small-property scenario:

• 40 rooms
• 70% occupancy = 28 occupied rooms/night
• 2 guests per room on average
• 1 soap + 1 shampoo + 1 conditioner per guest/night

Daily usage:

• Soap: 56 units
• Shampoo: 56 units
• Conditioner: 56 units

If supplier lead time is 10 days, and you keep 10 days’ safety stock:
ROP = (56 × 10) + 560 = 1,120 units

Order when stock hits 1,120, and always buy in case-pack sizes (e.g., 144 or 288 units per case).

Example 2: Linens

Linens are bulkier and more expensive than toiletries, but the logic is the same.

Assume:

• 40 rooms
• Each room has 2 beds (80 beds total)
• 3 par sets of sheets per bed (1 in use, 1 in laundry, 1 in storage)

Baseline stock:
80 beds × 3 sets = 240 sheet sets

Add 10% buffer for damage, stains, and emergency needs:
240 + 24 = 264 sheet sets

This becomes your par level—you should always maintain at least 264 complete sets on hand.

If average laundry turnaround is 2 days and occupancy spikes to 100%, your reorder point might be set around 264 sets. When stock drops near that level (e.g., due to damage or replacement cycles), place replenishment orders.

Technology and Emerging Tools

Larger hotels are experimenting with inventory kiosks and automated systems to track supply usage. Housekeepers check out linens or amenities using staff ID cards, and the system logs withdrawals by shift or room. This creates real-time data and reduces shrinkage.

For smaller hotels, kiosks may be overkill, but the principle still applies:

• Standardize your process.
• Track usage, even if it’s in a simple shared spreadsheet.
• Use reorder triggers to avoid relying on “eyeball checks.”

Automation is powerful, but consistency is more important than fancy tech.

Avoiding Common Pitfalls

• Buying bulk for discounts: Savings disappear if products expire, get stolen, or clog up your limited storage.
• Not rotating stock: Use FIFO (first in, first out) so old supplies don’t gather dust.
• Ignoring seasonality: Holidays, weddings, or peak tourism seasons drive higher usage. Adjust reorder points accordingly.
• Skipping staff input: Your housekeepers know when items are running low before your system does.

Closing Thoughts

The formula is simple, but the execution comes down to discipline. Whether you run a 15-room inn or a 150-room flagged hotel:

• Set reorder points using usage × lead time + safety stock.
• Establish par levels so staff have a clear baseline.
• Standardize purchasing into full case sizes.
• Use simple tools (spreadsheets, shared checklists) unless you truly need advanced tech.

When inventory is managed well, guests never think about it—and that’s the point.

👉 Next step: try a snapshot of our digial inventory calculator below! If you would like the full version, you can purchase it for a small fee at our Etsy shop.