A first hotel linen order from India goes well when eight things are agreed in writing before production starts: the spec, the sample, the tolerances, the inspection, the documents, the packing, the Incoterm and the payment terms. Most first-order disputes come from something that was assumed rather than written down.
Before you ask for a price
- Write the spec. For towels, give GSM, size, yarn type, border and colour. For sheets, give thread count, ply, weave, composition and finished size. Our GSM standard is a useful starting point.
- Describe your laundry. Wash temperature, chemicals and whether you tumble dry or iron all affect the right construction.
- Name your market. Certificates and labelling vary by destination. Check our certifications by market guide.
- Estimate your annual volume. A supplier can plan better if it knows whether this order is a trial or the first of many.
Before you approve the sample
- Weigh it and measure it. A 30 × 30 cm swatch weighed in grams and multiplied by about 11.1 gives approximate GSM.
- Wash it the way your laundry will, then measure shrinkage and check the colour and feel.
- Compare samples side by side, rather than from memory.
- Sign and keep the approved sample, and have the supplier keep a matching one. Production gets judged against it later.
Before you sign the purchase order
| Item | What to put in writing |
|---|---|
| Construction | GSM or thread count, yarn, composition, weave |
| Tolerances | For example, ±5% on GSM, plus size and shrinkage limits |
| Colour | Pantone reference or approved shade card |
| Branding | Logo method, placement, and artwork approval |
| Inspection | Who inspects, when, and to which AQL level |
| Packing | Pieces per bundle and carton, labels, shipping marks |
| Delivery | Incoterm, named port, and ready date |
| Documents | Invoice, packing list, bill of lading, certificate of origin, test reports |
If the tolerances are not in the order, you have very little to point to when a shipment arrives lighter than expected.
How should you handle inspection?
Book the final inspection before the goods are packed away and before the balance payment is due. It is commonly run to AQL 2.5 for major defects, which sets how many defects are acceptable in a sample of a given size. Check GSM, size and colour against the approved sample, not just the workmanship. Our quality process shows how we run this.
How should you handle payment and shipping?
Payment. A common structure is a deposit with the order and the balance against documents. A letter of credit adds bank involvement and cost, and it can suit larger first orders. Match the balance payment to the inspection result where you can.
Incoterm. Decide who controls freight and insurance. Our FOB vs CIF guide explains the trade-off. On FOB, have your forwarder appointed before the ready date.
Duty. Confirm the HS line and any trade agreement paperwork with your broker. For UK buyers, our landed cost guide shows how the numbers build up.
How long should you allow?
As a guide, allow 14 to 21 days for samples, then 45 to 60 days of production for a standard programme, and then sea transit on top. Your first order also carries extra rounds of sample and artwork approval, so build in a margin. Don't plan a hotel opening around the best-case date.
After the goods arrive
- Check carton counts against the packing list.
- Weigh and measure a random selection and compare them with the approved sample.
- Wash a few pieces through your actual laundry before releasing the full stock.
- Report any shortfall quickly, with photographs and carton numbers.
- Record what went well and what didn't. The reorder is where a programme starts to get easier.
If you are preparing a first order, send us your spec, or the product you use now, and your destination. We will tell you what is missing before you ask anyone for a price.
Frequently asked
- What should I do first when importing hotel linen from India?
- Write a clear spec covering construction, size, composition, laundry conditions and destination. Suppliers can then quote like for like, and you can compare their samples on the same terms.
- Should I inspect a first order?
- Yes. Book a final inspection before the balance payment is due, and check GSM, size and colour against the approved sample as well as the workmanship.
- How long does a first order from India take?
- As a guide, allow 14 to 21 days for samples and 45 to 60 days for production, then sea transit to your port. Extra approval rounds on a first order can add time.