Charter season doesn't wait. Whether you're heading into the Caribbean for the winter season or preparing for a busy summer in the Mediterranean or the Bahamas, the window between your last trip and your first charter guests stepping aboard is almost always shorter than you'd like. Linens and bedding are one of those areas that get pushed to the last minute — and then suddenly you're 48 hours out from a charter and realizing the fitted sheet for the master cabin has a stain that didn't come out, or the guest towels are looking threadbare, or the crew cabin sheets have been on the replace list since last season.
This checklist exists so that doesn't happen to you.
Start Eight Weeks Out
Eight weeks is the right lead time to audit your linen inventory, identify what needs replacing, and get custom orders placed with enough time to receive, inspect, and stow everything before the first guests arrive. Custom-made bedding typically ships within 7 to 10 business days from our Fort Lauderdale facility, but giving yourself eight weeks means you have time to reorder if anything isn't right.
At the eight week mark, pull every linen item out of storage and lay it out for inspection. Go through each item systematically and sort into three piles — keep, replace, and borderline.
The Full Linen Audit Checklist
Go through each of the following categories:
Fitted Sheets
- Does each sheet still fit its mattress properly — no gaping at corners, no riding up?
- Any permanent staining that survived laundering?
- Any thinning fabric, pilling, or worn patches?
- Does the elastic still have full tension all the way around?
Flat Sheets
- Any staining along the hem or center fold lines?
- Fabric still smooth and even with no thinning?
- Embroidery or monogram still crisp if applicable?
Duvet Covers
- Zipper or button closures fully functional?
- Any staining on the face or interior?
- Fabric thinning at fold lines where the duvet sits?
Pillowcases
- Closures intact?
- Fabric still smooth — no pilling or snagging?
- Consistent color — no fading from repeated washing?
Mattress Pads
- Waterproof backing still intact — no cracking or peeling?
- Elastic skirt still gripping properly?
- Any compression in the fill that affects comfort?
Bath Towels
- Still absorbent — do they feel rough or stiff after washing?
- Any fraying at the edges or loops pulling?
- Color still consistent — no fading or bleach spotting?
- Embroidery still sharp if monogrammed?
Hand Towels and Washcloths
- Same criteria as bath towels
- Often the first items to show wear due to frequency of use
Bath Mats
- Non-slip backing still functional?
- No fraying or compression?
Pool and Deck Towels
- Fading from sun and chlorine exposure?
- Still absorbent and presentable?
- Enough quantity for your anticipated guest count plus reserves?
Crew Cabin Bedding
- Crew linens often get less attention than guest linens — go through them with the same rigor
- Check fitted sheets for elastic tension and fit on narrow crew mattresses
- Replace anything that wouldn't pass muster in a guest cabin inspection
Cabin Accessories
- Laundry bags — closures intact, fabric clean and presentable?
- Hairdryer bags — zippers working, no fraying?
- Luggage mats — backing intact, fabric clean?
Six Weeks Out — Place Your Orders
Once your audit is complete you'll have a clear replacement list. Six weeks out is the time to place custom orders so you have a comfortable buffer before the season starts.
A few things to confirm when ordering:
- Measure before you order — don't assume last season's measurements are still accurate, particularly if mattresses have been replaced or cabins reconfigured during a refit
- Order to three par — if you're running below three complete sets per cabin, bring it up now rather than mid-season
- Order crew cabin bedding at the same time — it's easy to forget crew quarters when you're focused on guest presentation, but crew comfort matters and crew cabin bedding takes the same lead time
- Confirm embroidery details — if your vessel name or logo is changing, or if you're adding monogramming for the first time, confirm the design with your supplier before production starts
Four Weeks Out — Receive and Inspect
When your order arrives, don't just stow it. Open every package and inspect each item before it goes into the linen closet.
- Confirm dimensions match what you ordered
- Check embroidery placement and quality if applicable
- Run everything through one wash cycle before first use — this pre-shrinks the fabric and softens the finish
- Fold and stow by cabin so turnaround is as efficient as possible
Two Weeks Out — Final Check
Two weeks before your first charter, do a final walkthrough of every cabin:
- Dress one bed in each cabin with the new linens to confirm fit before guests arrive
- Confirm par levels are correct and nothing is missing from inventory
- Check that all accessories — laundry bags, hairdryer bags, luggage mats — are in place and in good condition
- Brief your stewardess team on any new products, fabrics, or care instructions
One Week Out — You're Ready
If you've followed this checklist, your linen inventory is audited, replaced, inspected, washed, and stowed. Every cabin is dressed correctly. Your par levels are set. Your crew knows what's where.
That's one less thing to worry about when the guests step aboard.
A Note on Ordering for Next Season
The best time to order replacement linens for next season is right after this season ends — when you can see exactly what wore out, what got stained beyond recovery, and what you wish you had more of. Making those orders in the off-season means no rush shipping, more time for custom embroidery, and one less thing on the pre-season list next year.
At CrewLinens we custom-make all bedding and bath linens to your exact specifications from premium Italian fabrics. We work with individual yacht owners, chief stewardesses, yacht managers, and charter fleets of all sizes. Based in Fort Lauderdale, Florida, we ship worldwide with fast turnaround times.
For charter season orders or fleet quotes, contact us at sales@crewlinens.com or call 954-622-9300. If you're in South Florida we're happy to arrange a dockside visit to measure and assess your linen needs in person.