Office Stationery: The Do’s and Don’ts

Walk into any office and you’ll find stationery everywhere: pens, Post-it notes, paperclips, staplers — those little essentials that keep the workplace ticking over. But there are unwritten rules about using office stationery, and understanding them can save you from awkward moments.

Whether you’re new to office life or just need a refresher, here’s some basic types for getting the most out of your stationery.

The do’s:

Label your supplies

If you’ve got a favourite pen or highlighter that’s indispensable, mark it as yours. A quick scribble of your initials or a discreet label will help ensure it doesn’t wander off. It’s a lifesaver if you’re one of those people who’s picky about their stationery.

Restock when supplies look low

If you take the last pack of printer paper or the final batch of envelopes, let the office manager or whoever handles supplies know. Better yet, take the initiative and order more yourself if that’s within your remit. Nobody wants to discover they’re out of paper just before a big deadline.

Keep your desk organised

A cluttered desk doesn’t just look unprofessional — it also makes it harder to find what you need. Invest in a desk tidy or drawer organiser for your stationery. It’ll save time and keep you from borrowing someone else’s when you can’t find your own pen.

Borrow responsibly

Need a stapler or hole punch from a colleague? Always ask first. A polite, “do you mind if I borrow this?” goes a long way. And whatever you do, make sure to return it — ideally in the same condition you found it.

Report broken items

If the stapler is jammed or the office printer is flashing an error message, don’t just leave it for someone else to sort out. Either fix it (if you’re confident in your skills) or notify the right person. It’s basic teamwork, and it saves your colleagues unnecessary frustration.

The don’ts:

Hoard supplies

We’ve all met the office hoarder — the one with a drawer bursting with biros and enough sticky notes to last a decade. Don’t be that person. Office supplies are communal, so only take what you need.

Be wasteful

Just because you have the supplies at your disposal doesn’t mean you should treat them carelessly. Don’t use more paper than needed for printing or scribbling notes. Many materials can be reused or repurposed, such as using the blank sides of printed sheets for notes or drafting.

Take home supplies without permission

Tempted to sneak a few pens home or grab a spare notebook for personal use? Think again. Office stationery is for work purposes, not your home to-do list. If you genuinely need something for work outside the office, always ask for permission, in most cases, it shouldn’t be a problem.

Ignore personal boundaries

Just because your colleague’s desk is nearby doesn’t mean it’s free for you to rummage through. Even if they’ve got the most enviable pen collection, always ask before helping yourself. Respecting personal space goes a long way towards fostering good relationships at work.

Leave shared spaces a mess

If you use the supply cupboard or communal printer area, leave it tidy. Don’t abandon empty boxes or scatter pens and paper everywhere. A bit of effort here ensures everyone can find what they need without hassle.

Final thoughts

Office stationery might not seem like a big deal, but how you treat it says a lot about your professionalism. By following these do’s and don’ts, you’ll keep the workplace stocked, organised, and ready for anything. After all, a productive office starts with the little things like a working stapler as well as a shared understanding of how to use it responsibly.