Guest Amenity Checklist: Monthly Inventory Guide
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Managing guest amenities effectively is key to ensuring guest satisfaction and cutting costs. Here’s what you’ll get from this guide:
- Why Monthly Inventory Matters: Prevent shortages, reduce waste, and save money by tracking usage and restocking smartly.
- Essential Amenities: Stock bathroom and bedroom essentials like towels, toiletries, and bedding. Consider eco-friendly options to attract sustainability-conscious guests.
- Inventory Management Tips: Use digital tools to track supplies, set minimum stock levels, and automate reordering.
- Seasonal Adjustments: Tailor amenities to guest needs based on the time of year (e.g., sunscreen in summer, extra blankets in winter).
- Simplify Operations: Buy in bulk, organize storage, and assign inventory tasks to your team for smoother management.
Want to improve guest satisfaction and streamline your operations? Start by setting up a simple inventory system today.
The Must-Have Vacation Rental Inventory Checklist
Must-Have Guest Amenities List
Keep these key guest amenities on hand to ensure a great experience for your visitors.
Bathroom Items
Guests expect a well-stocked, hotel-like bathroom.
| Item | Suggested Quantity per Bathroom |
|---|---|
| Toilet Paper | 2 rolls (1 in use, 1 backup) |
| Body Towels | 2 per guest |
| Hand Towels | 4 per bathroom |
| Washcloths | 2 per guest |
| Hand Soap | 1 bar or dispenser |
| Shampoo & Conditioner | 1 travel set per stay |
Other useful items to include:
- A basic first aid kit
- Travel-size body lotion
- Shower caps
- Cotton swabs and pads
- Hair dryer
- Makeup remover wipes
Now, let’s move on to bedroom essentials for a restful stay.
Bedroom Items
Comfortable bedding can make all the difference for your guests. In fact, hosts who upgrade their bedding often see improved reviews. For example, one host, John, reported his sleep comfort ratings jumped from 4.2 to 4.8 after switching to $50 high-quality sheets [1].
Here’s what you’ll want to stock:
| Item | Minimum Quantity |
|---|---|
| Bed Sheets | 2 sets per bed |
| Pillows | 2 per guest |
| Blankets | 1 plus 1 backup |
| Mattress Protector | 1 per bed |
| Phone Charger | 1 per bedside |
"The centerpiece of almost any luxury hotel room is, of course, the bed – fluffy pillows, clean, soft sheets, a luscious comforter and a mattress you melt into, all presented neatly in a stylish, yet welcoming bedding decor." [1]
For an extra touch, consider offering eco-friendly amenities.
Green Product Options
With 70% of travelers favoring sustainable accommodations [2], adding eco-friendly options can make your property stand out:
- Refillable Dispensers: Swap single-use toiletry bottles for mounted dispensers with shampoo, conditioner, and body wash.
- Biodegradable Products: Provide dental kits with straw-based toothbrushes and recyclable toothpaste tubes.
- Sustainable Containers: Use glass or metal containers instead of plastic for guest supplies.
- Water Stations: Install bottle-filling stations to cut down on plastic waste.
Keep track of these sustainable items separately to measure guest interest and adoption. You might even test them in a few rooms first to see how guests respond before rolling them out across your property.
Setting Up Monthly Inventory Tracking
Managing inventory effectively helps avoid shortages and unnecessary expenses. Here's how to streamline inventory tracking for your BnB.
Inventory Tools and Apps
Using digital tools can simplify inventory management and automate reordering. Here are some platforms tailored for BnB owners:
| Tool Name | Key Features | Best For |
|---|---|---|
| TurnoverBnB | Auto supply deduction, cleaner checklists | Small properties |
| Breezeway | Real-time tracking, automated alerts | Multi-unit properties |
| Properly | Smart checklists, photo verification | Visual inventory control |
| VRscheduler | Integrated scheduling, stock alerts | Complex operations |
"Before Breezeway we were always ordering supplies just so we wouldn't run out. We've seen 30% cost savings just by being able to track all of our inventory with Breezeway" [3].
Once you’ve chosen a tool, use the data it provides to establish minimum stock levels for essential items.
Setting Minimum Stock Levels
To avoid running out of supplies, calculate minimum stock levels based on actual usage. Consider these factors for each item:
- Average daily usage per guest
- High-occupancy periods
- Delivery lead times
- Available storage space
For example, if your property uses about 20 towels weekly and has a two-week laundry cycle, you’d need at least 46 towels to cover both usage and processing time [4].
"Minimum stock level is the lowest amount of goods a store must have... Keeping track helps avoid delays or no stock at all." [4]
With these stock levels in place, you can schedule restocking more effectively.
Planning Restock Times
Restocking at the right time ensures smooth operations and guest satisfaction. Vikram Sharma, a seasoned General Manager, says: "By restocking these first, you ensure that your guests have what they need most, maintaining a high level of service during busy times" [5].
Key restocking tips include:
- Replenish supplies between guest stays.
- Place larger orders before peak seasons.
- Keep emergency supplies on hand.
- Track usage during slower periods.
For added efficiency, work with suppliers like BnB Supplier. Their R&R Essentials Kit includes refillable dispensers, which not only simplify tracking but also help reduce waste.
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Making Inventory Management Easier
Once your restocking process is in place, you can refine your approach by improving bulk purchasing, organizing storage, and assigning clear tasks to your team.
Buying in Bulk
Buying in bulk helps cut costs and reduces the need for frequent reorders. However, it’s important to plan carefully, keeping storage capacity and product shelf life in mind.
Here’s what to focus on when planning bulk purchases:
| Factor | What to Do | Why It Matters |
|---|---|---|
| Usage Rate | Monitor monthly consumption | Avoid overstocking |
| Storage Space | Measure available capacity | Order appropriately |
| Supplier Terms | Review minimum order sizes | Negotiate better deals |
| Lead Times | Schedule deliveries | Prevent stockouts |
Storage and Labels
Efficient storage can make a huge difference. Use clear containers and proper labeling to keep things organized and accessible.
"If you add two 5' x 2′ shelving units with 5 shelves each, you will double your storage space - and everything will be much more accessible, too!" - Cary Prince, Cary Prince Organizing [6]
One example: In March 2023, Sortly’s client, a regional hardware chain, cut inventory search time by 60% by implementing QR code-based labeling across 12 stores. They also improved order accuracy by 35% and made stocktaking far easier.
Storage tips to improve efficiency:
- Add freestanding shelves to use vertical space effectively.
- Use clear plastic bins for easy visibility.
- Label containers on multiple sides for quick identification.
- Create zones for different product categories.
- Keep a center aisle open for better access.
Staff Inventory Tasks
Once your bulk buying and storage systems are in place, assign specific inventory responsibilities to your team. Involving staff ensures accurate tracking and smooth operations.
Here’s a rotation schedule for inventory tasks:
- Daily: Check fast-moving items and report shortages.
- Weekly: Perform random audits and log any discrepancies [7].
- Monthly: Conduct a full inventory count and inspect product quality.
Make sure your team is trained on proper procedures and understands the importance of accurate tracking. Regular reviews can help identify gaps and keep everything running smoothly.
Meeting Guest Needs Through Supply Management
Seasonal Supply Changes
Guest needs change with the seasons, so it’s important to adjust your inventory to match demand while keeping costs in check. Disneyland resorts, for instance, incorporate seasonal themes and promotions to align with these shifts [8]. You can follow their lead by offering themed amenities tailored to the weather and guest preferences.
Here’s how you might adjust inventory for different seasons:
| Season | Key Amenity Changes | Guest Benefits |
|---|---|---|
| Summer | Sunscreen, after-sun care, cooling sprays | Better sun protection and comfort |
| Winter | Hand cream, lip balm, hot beverage supplies | Added warmth and skin care in cold weather |
| Spring | Allergy-friendly products, umbrellas | Preparedness for seasonal rains |
| Fall | Room fragrance, extra blankets | A cozy, welcoming vibe |
These seasonal updates can be further refined by paying attention to guest feedback.
Using Guest Comments
Guest reviews are a goldmine for improving amenities. For example, Village Green properties acted on feedback about poor exterior lighting, which not only resolved the issue but also encouraged more guests to participate in future surveys [9].
To make the most of guest input:
- Check reviews across multiple platforms regularly.
- Note recurring requests, especially those tied to seasonal needs.
- Analyze feedback trends to spot areas for improvement.
Listening to guests ensures you’re not just guessing but making informed decisions.
Price vs Quality Decisions
Balancing cost and quality is key to maintaining great service without breaking the bank. For example, BnB Supplier offers the Beach Therapy Rental Ready Kit for $197.00 (120 pieces), making it easier to provide quality amenities at a reasonable price.
Here are some strategies to consider when evaluating amenities:
-
Prioritize High-Impact Items
Invest in quality for frequently used items that leave a strong impression. For instance, offering premium bath products can improve guest satisfaction and even justify higher room rates [10]. -
Control Costs Smartly
Use a "by request" approach for specialty items to minimize waste while still meeting guest needs. -
Ensure Value Matches Cost
Focus on items where quality directly enhances guest loyalty and experience.
"By prioritizing guest satisfaction, hotels can create a loyal customer base that values the experience over cost, ultimately driving revenue and offsetting the initial hotel costs associated with delivering exceptional service." [10]
When deciding on amenities, weigh short-term expenses against long-term benefits with a clear cost-benefit analysis.
Conclusion
Next Steps
Follow these practical steps to build an efficient inventory system:
- Set up a digital tracking system: For example, Desigual managed to cut stock levels by 27% and improve availability by 4% with Slim4 [12].
- Gather detailed data on usage and feedback: Prince Waikiki, with over 3,500 Tripadvisor reviews, showcases how valuable this approach can be [11].
- Train your team: Ensure they understand inventory procedures like daily checks, reorder points, quality control, and collecting guest feedback.
Expected Results
By implementing these steps, you can achieve measurable outcomes:
| Timeframe | Outcome | Example Benchmark |
|---|---|---|
| 30 Days | Fewer stockouts | 4% boost in availability [12] |
| 90 Days | Improved guest feedback | 81% of travelers check reviews first [11] |
Better inventory management not only streamlines operations but also improves guest satisfaction. Around 40% of travelers leave online reviews after a great experience [11], directly impacting future bookings and revenue.