How Much Tea Stock Should a Hotel Normally Hold?

Tea has a good shelf life, so it is tempting to keep plenty in reserve.

But excessive stock creates its own problems: cash is tied up, cupboards become crowded and slow-moving teas can sit for much longer than intended.

A sensible stockholding policy is based on usage and lead time rather than a fixed number of cases.

Think in weeks, not boxes

Instead of saying 'we always hold four cases', ask how many weeks of normal demand those cases represent.

Four cases of breakfast tea may be two weeks of stock. Four cases of chamomile could be a year.

Those products should not have the same stock rule.

Core teas need more protection

Your highest-volume essentials deserve the largest buffer.

These are normally products such as breakfast tea, and possibly Earl Grey or peppermint depending on the property.

Running out of a core tea creates more disruption than running out of a niche seasonal blend.

Slow movers should be kept lean

Specialist teas should usually be held in smaller quantities.

If a tea sells slowly, keeping one open case and one backup may be more sensible than buying several months of stock simply because it is available.

Match stock to supplier lead time

If your supplier can deliver within a few days, you can operate with less stock.

If a product takes several weeks to arrive, you need a larger buffer.

This is one reason reliable supply can be as commercially important as unit price.

Consider occupancy and events

Future demand is not always the same as last month's demand.

Large conferences, weddings, Christmas events or high occupancy can increase usage quickly.

Stock planning should include known bookings rather than relying only on historical averages.

Bedrooms can create hidden stock

Bedroom tea may be spread across housekeeping stores, floor cupboards, trolleys and the main stockroom.

That can make the business appear to be running low when significant stock is actually distributed around the hotel.

Include departmental stock when counting what you really hold.

Use first in, first out

New deliveries should not be placed in front of older stock.

Use a simple first-in, first-out system so older tea is used first.

This matters especially for slow-moving blends and individually wrapped products that can be easy to forget at the back of a cupboard.

Check storage conditions

Store tea away from moisture, heat, direct sunlight and strong odours.

Tea readily picks up aromas, so storing it beside strongly scented cleaning materials or food is a poor idea.

Good stock control includes where the tea is kept, not just how much is there.

A simple par-level system

Set a minimum and target level for each core tea.

For example, when breakfast tea reaches the minimum level, reorder enough to return to the target level.

The exact numbers should be based on your usage and lead time.

Review stock levels periodically

If a tea repeatedly runs out, increase the buffer. If it repeatedly sits untouched, reduce it.

A few small adjustments over time can significantly improve stock rotation.

The aim is availability without excess

The best stockholding level is not the fullest stockroom.

It is enough tea to protect the guest experience while keeping stock fresh, visible and moving.

Shibui Tea and hospitality stock planning

We can help customers estimate reasonable stock levels for core and slower-moving teas based on ordering frequency and actual service needs.

That can be particularly useful when introducing a new range and there is no previous usage data to work from.