Office Supplies Checklist

A category-by-category list of supplies to stock and reorder for a well-run office.

Published June 26, 2026

Stationery and Desk Supplies

Restock pens, pencils, highlighters and permanent markers.
Check printer and notebook paper, sticky notes and notepads.
Refill staplers, staples, paper clips, binder clips and rubber bands.
Stock tape, glue, scissors and a spare hole punch.
Replenish folders, binders, dividers and document wallets.
Check envelopes, stamps and shipping labels for outgoing mail.
Top up whiteboard markers, erasers and flip-chart pads.

Printer and Tech Consumables

Check ink and toner cartridges for every printer model in use.
Keep at least one spare cartridge per active printer.
Stock printer and copier paper in all sizes you use.
Replenish labels, receipt rolls and specialty printing media.
Check spare batteries for keyboards, mice and remotes.
Keep cleaning wipes and air dusters for screens and equipment.

Kitchen and Breakroom

Restock coffee, tea, sugar, sweetener and long-life milk.
Check disposable cups, plates, cutlery and napkins.
Replenish dishwasher tablets, dish soap and washing-up sponges.
Stock paper towels and kitchen roll for the breakroom.
Top up bottled water, filters or water-cooler supplies.
Order replacement cooler bottles before the last one runs out.
Check snacks, condiments and any team treats you provide.

Cleaning Supplies

Restock surface cleaner, glass cleaner and disinfectant spray.
Replenish bin bags in all sizes used around the office.
Check hand soap, hand sanitizer and soap dispenser refills.
Stock toilet paper, paper towels and bathroom hand towels.
Keep cleaning cloths, sponges, gloves and a spare mop head.
Top up air fresheners and antibacterial wipes for shared areas.

Tech Accessories

Stock spare charging cables and USB-C and power adapters.
Keep extra HDMI, display and network cables for meeting rooms.
Check power strips, extension leads and surge protectors.
Replenish USB drives, SD cards and external storage if used.
Keep spare mice, keyboards and headsets for quick swaps.
Hold at least one spare of each high-use peripheral.
Stock webcam covers, laptop stands and other desk accessories.

First Aid and Safety

Check first aid kit contents and replace anything used or expired.
Restock plasters, bandages, antiseptic wipes and gloves.
Replenish pain relief and any over-the-counter basics you stock.
Check eye-wash, burn gel and any specialist first aid items.
Confirm fire extinguishers, smoke alarms and emergency lighting are serviced.
Log service dates rather than reordering these as consumables.
Keep spare batteries for smoke detectors and emergency torches.

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An office supplies checklist is a master list of the everyday items a workplace needs, grouped by category, so office managers can quickly see what is running low and reorder before it runs out. It covers stationery, printer consumables, kitchen and breakroom items, cleaning products, tech accessories and first aid essentials.

Running out of basics like printer toner, coffee or paper towels disrupts the whole office. A standing inventory list turns reordering into a fast, predictable task rather than a last-minute scramble.

This checklist is designed for office managers and staff who handle purchasing, helping you do regular stock walks and place complete orders in one go. Each item is concrete so nothing essential slips through.

Print a copy for your supply cupboard or keep the PDF on a shared drive, tick what is low on each walk, and adjust the quantities to match your team's size and usage.

FAQ

How often should I check office supplies?

Do a quick stock walk weekly and a full inventory check monthly. Frequent small checks prevent running out of fast-moving items like paper, coffee and cleaning products.

How do I know how much of each item to keep?

Set a minimum stock level for each item based on how fast your team uses it, then reorder whenever you hit that threshold. Note your par levels on the printable PDF.

Who should be in charge of ordering office supplies?

Assign one office manager or admin as the primary buyer, with a backup. Centralizing orders avoids duplicate purchases and makes it easier to track spending.

Can I customize this supplies checklist for my office?

Yes. Download the printable PDF and add or remove categories and items to match your workplace, such as warehouse supplies, branded stationery or specialist equipment.

How can I save money on office supplies?

Buy high-use items like paper and toner in bulk, compare suppliers, set par levels to avoid panic buying, and review the list quarterly to cut items nobody actually uses.