Office Supplies Checklist

Use this office supplies checklist to choose what your workplace actually needs. It organizes furniture, technology, desk, storage and kitchen supplies in one catalogue so you can build a focused order without copying every item into it.

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Office Supplies Checklist item instructions

Desks

Check dimensions against the workspace layout before ordering.

Adjustable desk chairs

Select chairs that suit the user and desk setup; check adjustable features before ordering.

Conference chairs

Check the table layout and required seat count.

Laptop or desktop computers

Choose the approved device specification for the role. A laptop and desktop are alternatives unless both are required.

Multifunction printers

Choose a printer/scanner combination if shared printing and scanning are needed. Include fax capability only where the workflow requires it.

Printer ink

Match the cartridge to the exact printer model.

Printer toner

Match the cartridge to the exact printer model.

Writable optical discs

Optional legacy item. Select only when an existing compatible drive and a specific approved workflow require optical media.

Backup storage

Use the storage medium approved by IT for the backup process. Use Zip/Jaz drives only for a supported legacy system; do not buy obsolete media for a new setup.

Optical-disc storage cases

Optional companion to optical media; omit when no discs are used.

Electronics cleaning supplies

Use a cleaning product and method approved for the equipment. If compressed air is suitable, follow the product and equipment instructions.

Office phones

Check whether desk phones, softphones or headsets are already provided by the communication setup.

Time clock or sign-in device

Select only if an approved attendance or visitor workflow needs one.

Printer paper

Specify paper size, weight and ordering unit.

Phone message pads

Optional where messages are not recorded digitally.

Staples

Match the staple size to the stapler.

Correction tape or fluid

Select the product appropriate for the paper-based work still in use.

Wall calendars

Omit if a shared digital calendar already covers this need.

Filing cabinets

Check storage dimensions and access controls for the documents kept in them.

Label makers

Match the device to the label sizes needed.

Refrigerators

Check dimensions, ventilation clearance and available power.

Dinnerware

Choose reusable dishes where practical, or suitable disposable plates for the intended use.

Eating utensils

Choose reusable cutlery or suitable disposable utensils for the intended use.

Serving utensils

Include the large serving spoons or forks needed for shared food.

Mugs

For hot tea and coffee

Cold beverages

Choose the drinks your team uses, such as milk or soda; check refrigeration and storage space.

Electric kettles

Check the available sockets and kitchen-use policy.

Coffee

Choose instant coffee or coffee compatible with the selected brewer.

Non-dairy creamer

Check dietary needs and any storage requirements.

Hand soap

Restock the appropriate handwashing dispensers.

Paper towels

Confirm dispenser size and ordering unit.

Bin liners

Match bag size and type to the office bins.

Keep setup purchases separate from repeat orders

Furniture and appliances usually belong to a setup or replacement order. Pens, paper, toner and kitchen consumables need review more often. Select only the relevant items; the catalogue is not a requirement to buy everything.

Prevent shortages without overstocking

Keep a modest surplus of high-use supplies where space and shelf life allow. Review usage monthly as a starting point, then adjust the interval to actual demand and supplier lead times. Compare prices and pack sizes before buying in bulk, and ask colleagues which products work well.

Make shared storage easy to use

Group supplies by category and label shelves or drawers. Keep everyday items within reach and extras together. Use whiteboards or shared digital calendars when they reduce unnecessary paper purchases.

Keep an order record

Standardize who checks stock and approves purchases. Attach receipts or invoices to the relevant saved items, and keep one agreed ordering unit so a box is not confused with an individual item. A reusable Template can help a new purchasing coordinator follow the same stock list.

Treat legacy technology as optional

Optical discs and specialist backup media remain available for existing workflows. Check with IT before including them; they are not part of either starter selection.

Office Supplies Checklist Frequently Asked Questions

What should an office supplies list include?

Start with the work your office performs. Common categories are desk stationery, printer consumables, filing and storage, shared kitchen supplies and replacement equipment. For a new office, also review furniture and technology.

How often should I reorder supplies?

Review stock monthly as a starting point, then use actual consumption and delivery lead times to decide when to order. High-use or slow-to-deliver items may need earlier checks.

How do I track quantities?

In the saved Checklist or Template, use Table to enter the quantity to obtain, ordering unit and specification. Count existing stock before entering the amount to buy. These fields do not calculate replenishment automatically.

Should I save a Checklist or a Template?

Choose Checklist for one order. Choose Template when you want to keep a standard selection and create fresh purchasing lists from it; review quantities each time.

How can I reduce supply costs?

Compare suppliers and pack sizes, use existing stock first and buy in bulk only when consumption, storage and shelf life justify it. Keep receipts with the order and review underused items before repeating a purchase.

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