Linen Loss: The Questions Linen Managers Should Be Asking

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Sheets don’t just disappear into thin air, although sometimes it feels that way. One minute a unit is fully stocked, the next minute everyone seems to be out of blankets. Welcome to the world of linen management where every piece of linen has a story and every lost piece leaves behind one big question: Where did it go?

While linen loss is often blamed on “the system,” linen managers are the detectives on the front lines. You see the workflows, the shortcuts, and the workarounds. The best way to solve the mystery isn’t through assumptions, it’s by asking the right questions.

 

Where Is Linen Most Vulnerable to Loss?

 

Understanding where linen is most at risk is the foundation of prevention.

 

Ask yourself:

  • Are linens discarded with trash?
  • Are they ending up in red bags, biohazard bins, or construction debris containers?
  • Are there specific units where shortages happen most often?
  • Have we physically followed linen from delivery to soil?

 

High-risk areas and weak points in the flow often reveal where loss begins.

 

Do Staff Clearly Understand That Linen is for Patient Care – Not Personal Use or Environmental Cleaning?

 

Inappropriate use is one of the most common drivers of linen loss.

 

Ask yourself:

  • Do staff know linen is intended only for patient care?
  • Are sheets or towels being used to clean equipment or spills?
  • Is linen being used for personal convenience?
  • Do staff view linen as “disposable” or easily replaceable?
  • Has this expectation been clearly communicated and reinforced?

 

Using patient linen for convenience leads to unnecessary damage, waste, and cost.

 

Are Waste Streams Clearly Labeled and Conveniently Placed?

 

When disposal options are confusing or inconvenient, shortcuts happen.

 

Ask yourself:

  • Are trash, linen, and biohazard bins clearly labeled?
  • Are labels easy to read from a distance?
  • Are the right colored bags being used?
  • Are linen hampers placed at the point of use?
  • Do staff have to walk far to dispose of linen correctly?

 

The easier the correct process is, the more likely staff will follow it.

 

Is There a Process for Managing Heavily Soiled or Damaged Linen?

 

Uncertainty often leads to unnecessary disposal.

 

Ask yourself:

  • Do staff know that all soiled linen goes in blue bags?
  • Do they know where clean, reject or damaged linen belongs?
  • Are purple, reject bags readily available on units?
  • Do staff know the facility-specific bagging procedures for specialty items?
  • Have these workflows been reinforced through education and signage?

 

When staff are unsure, linen is often thrown away “just to be safe.”

 

Are Contractors, Travelers, and New Staff Included in Linen Education?

 

Linen education must extend beyond permanent employees.

 

Ask yourself:

  • Are travelers trained on best linen management practices during onboarding?
  • Are contractors informed of linen expectations?
  • Is linen education included in orientation materials?
  • Is refresher training provided during high-turnover periods?

 

Loss often increases during transitions; not because of carelessness, but because of missed education.

 

Do We Review Linen Loss Data — and Act on It?

 

Data turns assumptions into actionable insight.

 

Ask yourself:

  • Are linen loss trends reviewed regularly?
  • Are seasonal or event-related spikes identified?
  • Do we use data to guide education efforts?
  • Are improvement plans created from findings?

 

Tracking without follow-up limits the value of your data.

 

Are Staff Empowered to Speak Up?

 

Culture plays a major role in linen stewardship.

 

Ask yourself:

  • Do staff feel comfortable correcting misuse?
  • Are concerns taken seriously by leadership?
  • Is positive behavior recognized?
  • Do leaders model proper linen practices?
  • Are staff viewed as partners in stewardship?

 

When employees feel empowered, accountability and compliance improve naturally.

 

The Bottom Line

 

Linen loss is rarely caused by one department or one decision. It’s a system issue and linen managers are uniquely positioned to influence that system. By asking the right questions, observing workflows, and reinforcing education, linen managers can significantly reduce linen loss while supporting patient care, safety, and sustainability.

 

Contact Handcraft for more information

 

If you are looking for the right partner to help prevent linen loss and decrease your linen loss costs, you found us. We have the experience, industry-backed expertise, technology, and professionals to help you achieve your goals. Remember to look at our  HandCraft’s Linen Awareness Program – healthcare linen management strategies that save costs and improve service.

 

About the author

 

Liz Barber, BSN, RN

Liz is a registered nurse with experience in clinical and non-clinical settings. She built her clinical expertise in Med-Surg and ICU. Beyond patient care, Liz has also served in Administrative Supervision, Quality Improvement, Employee Health, and Infection Prevention.