How to use this office supplies checklist
This checklist is designed to be used as a working document. Start by copying it to your ChecklistFox account so you can tick items off, add your own, and share progress with others.
Copy the template to your account
Click "Copy template" to save it to your ChecklistFox workspace. Free - no card required.
Walk through each area of your office
Start at shared storage, then desk areas, the break room, and any supply cupboards. Tick off what you already have and note what is running low.
Adjust quantities and add your own items
Every workplace is different. Add brand preferences, specialist equipment, or department-specific items. Remove sections you do not need.
Share with your team or export for procurement
Send the list to colleagues so they can flag missing items. Download as a PDF to attach to a purchase order or share with your stationery supplier.
Pro tip:Run a quick cupboard audit before every restock order. Most offices reorder items they already have in surplus - particularly pens, sticky notes, and printer paper. A 10-minute stocktake before placing an order typically cuts waste by 15-20%.
What's included in this checklist
This office supplies checklist is structured across 5 sections - giving you clear priorities at each stage without being overwhelmed by a single massive list. Here's what each section covers:
Desk Essentials
Items every workstation needs. Check each desk drawer and shared pen pots before reordering - most offices have more pens than they realise.
- Ballpoint pens (blue and black) (Important)
- Pencils and pencil sharpener
- Highlighters (assorted colours)
- Permanent markers
- Sticky notes (various sizes)
- Stapler and staples
- Paper clips and binder clips
- Scissors
- Sellotape / adhesive tape
- Desk organisers or pen holders
Paper & Filing
Printing and document storage. Check your paper tray and filing cabinets - order paper in the size your printer actually uses.
- A4 printer paper (reams) (Important)
- Notebooks and notepads
- Ring binders and lever arch files
- Manila folders and document wallets
- Dividers and index tabs
- Envelopes (C4 and DL sizes)
- Address labels or label sheets
- Business cards (if applicable)
Technology & Equipment
Consumables and accessories for office tech. Toner and ink are often the most expensive line item - check levels before bulk ordering.
- Printer toner or ink cartridges (Important)
- USB flash drives or external storage
- HDMI / USB-C cables and adapters
- Mouse and keyboard spares
- Batteries (AA and AAA)
- Screen wipes and microfibre cloths
- Cable ties or cable management clips
Break Room & Shared Areas
Shared kitchen and communal spaces. Restock based on headcount - a team of five uses very different quantities than a team of thirty.
- Coffee, tea, and sugar (Important)
- Mugs, cups, and stirrers
- Kitchen roll / paper towels
- Washing-up liquid and sponges
- Bin liners (various sizes)
- Dishwasher tablets
- Milk and snacks
Cleaning & Maintenance
Hygiene and upkeep supplies. Keep a minimum stock so the office stays presentable between professional cleaning visits.
- Hand soap and hand sanitiser (Important)
- Surface disinfectant wipes
- Glass cleaner
- Toilet paper and paper towels
- Air freshener or odour neutraliser
- Vacuum cleaner bags or filters
- Replacement light bulbs
- First aid kit refills (plasters, antiseptic) (Safety)