What to Do When Online Linen Orders Arrive Incorrectly Sized

You’ve unpacked the box, ready to set up for your client’s holiday dinner or end-of-year celebration, and something looks off. That tablecloth meant for the six-foot banquet table is either hanging to the floor or stopping halfway down the legs. You were careful when ordering, double-checked your needs, but still ended up with linens that don’t fit. It’s frustrating, especially when time is tight and everything else is on schedule.

When online linen rental orders arrive with the wrong sizes, it’s a problem many event planners face. Mistakes happen, even with experienced suppliers. Getting the right look and feel for an event depends on more than color and texture. Fit matters. Ill-fitting linens can create functional issues and throw off the entire ambiance. Thankfully, there are ways to catch these issues early, respond quickly, and prevent them next time.

Assessing The Incorrect Order

Before diving into setup, stop and go through the shipment carefully. Assessing the order right away helps avoid later confusion and increases your chances of getting a timely fix.

Follow these steps for a smooth assessment:

1. Grab the invoice or packing slip and compare it to your original order. Look at the item sizes, quantities, and colors. Mark anything that doesn’t match.

2. Use a tape measure to check each linen’s dimensions. Don’t trust guesses. Measure the length and width for rectangles, and the diameter for rounds.

3. Take clear pictures that show any sizing problems. Get full table views and close-ups. If tags are present, include them in your shots.

4. Set aside anything that doesn’t meet your needs. Don’t mix them into the setup plan just yet.

Not sure if the linen is actually incorrect? Find the supplier’s sizing chart on their website. Some providers list sizes as fitting “up to” a certain table, which can easily cause mismatched expectations if you're aiming for a full drop or custom style.

Say you ordered overlays to add contrast but received pieces that barely reach the edge of the table. With measurements and clear images, it becomes much easier to show where the mistake happened when you contact your rental provider.

Immediate Actions To Take

Once you’ve identified the problem and pulled together your notes and photos, it’s time to contact the rental provider.

Reach out by phone or email with all the information handy:

- Order number or confirmation details

- A brief summary of the issues, including linen types, sizes, and colors

- Photos showing the sizing problems clearly

- The date of the event and the shipping address

Start the conversation calmly and clearly. By giving everything upfront, you’ll give the customer service team a better chance to act quickly. Examples of helpful phrases include:

- “These items don’t match the sizes shown in our confirmation.”

- “Our event is scheduled for this date. Are replacements available?”

- “Photos and measurements are attached for your review.”

You may be offered fast replacements, a partial refund, or a credit based on availability and timing. Ask if a tracking number will be shared, and keep your email open to updates. Even under pressure, taking a few minutes to give complete information puts you in a better position to resolve the issue.

If replacements can’t be delivered in time, don’t panic. Try a few short-term adjustments to save the setup. That way, your event can still run smoothly and look professional using what’s already on hand.

Temporary Fixes And Alternatives

When last-minute delivery options fall through, the next best step is getting creative with what you have.

Start by reviewing your inventory. Can any linens be swapped between tables to improve the overall fit? Sometimes, misfit pieces can still work with a little adjusting.

For example:

- Overhang too long? Tuck the corners under the table or gather fabric at the base of the legs. This creates an intentional look rather than one that seems messy.

- Linen too short? If you have access to other cloths, layer a neutral base underneath to make up the coverage. Even a plain underlay can give structure and prevent exposed table legs.

- Received squares but needed rounds? Center the square on the table, then gently pull the corners down evenly. It won’t offer full drop, but it can still look neat if secured.

- Napkins or sashes oversized? Fold them more tightly or reshape them so they present cleanly.

- Check backup supplies. Older linens stored from past events might not match perfectly, but layering or stylistic details like candles or table runners can complete the look.

Let’s say your beige cloths are too short for the long dining tables you’ve set up. Instead of starting over, you could use deep-tone runners topped with low lighting and detailed centerpieces to tie the look together. Messes are less noticeable when the details are polished.

Even without perfect color matches, keeping a unified style gives your clients a pulled-together impression. It may not follow the original plan, but with a few clever swaps, it can come close enough to deliver a satisfying result.

Preventing Future Linen Sizing Issues

After the event, take a few minutes to plan ahead so you can avoid the same problem again.

Here are some ways to reduce the chance of mismatched linen sizes next time:

- Measure each table before every order. A “6-foot” table can come in different widths. How much drop you want can also shift your needs.

- Make a setup chart. Include table dimensions and what worked best for each shape. Include notes like drop preference or layering styles.

- Don’t wait until the last minute. Rush orders leave little time for fixes. A little buffer can make all the difference.

- Use the exact sizing guides on the rental company’s website. Terms like “fits up to” can lead to unexpected results if you're not trying to cover only surface space.

- Keep photo references of successful setups. Images can help support conversations on future orders, ensuring you get what worked in the past.

Over time, these steps help build solid habits and clear communication with your vendor. Whether you work with the same provider every time or rotate based on availability, getting into the habit of confirming every detail strengthens your chances of a smooth delivery.

Steps That Make Every Setup Simpler

Mistakes happen, but a quick reaction and a few backup plans go a long way in making sure events still run on time and on point. Being prepared to document every shipment as it arrives and keeping a record of what linens worked well helps you build consistency and trust with your supplier.

Table linens might feel like a smaller part of event planning, but their impact is big. When fabric is too short, bunched at the bottom, or draping unevenly, everyone notices. That’s why catching issues early, staying organized, and keeping your notes from prior setups can help make things easier every time.

Whether you're laying out linens for a hundred guests or a small family gathering, getting the details to align saves time and stress. With the right habits and clear communication, even surprise setbacks become easier to manage.

For those times when you need reliable, well-fitting linens, Let’s Do Linens, Inc. has you covered. Our wide selection of premium tablecloths and accessories ensures your next event looks pristine. Simplify your event planning by exploring our diverse options for online linen rental. Step up your event game with our trusted product line and experience seamless service. Whether you’re updating your inventory or planning a large event, reach out to Let’s Do Linens, Inc. today to discuss your needs and keep every detail under control.