Opening a new office is logistical chaos. You're thinking about furniture, internet, and signage, but forgetting that your team needs pens, notepads, and coffee mugs. Those small oversights compound fast.
This checklist covers every category of office supplies—from essentials that keep operations running to branded items that reinforce your company culture. Work through each section and build a supplies order that covers your team for month one (and beyond).
Desk and Workspace Essentials
- Pens and pencils (quality matters—bulk ballpoints get lost or stolen)
- Notepads and legal pads (one per desk, plus shared pads for common areas)
- Desk organizers and filing trays (prevents paper chaos)
- Tape (clear, masking, and painter's tape for signage)
- Scissors and cutting tools
- Desk lamps and task lighting
- Cable organizers and power strips (always more than you think you need)
- Headphones or earbuds for video calls and focus work
Break Room and Kitchen Supplies
Your break room reflects your culture. Stock it intentionally.
- Quality coffee and tea (cheap coffee kills morale)
- Cups and mugs (branded if possible—they're a daily touchpoint for your team)
- Plates, bowls, and utensils (ceramic or stainless is better than plastic)
- Napkins, paper towels, and cleaning supplies
- Refrigerator and small pantry items (snacks, milk, butter)
- Dishwasher or hand-wash station supplies
- Trash and recycling bins (clearly labeled, accessible)
Meeting and Collaboration Supplies
Meetings happen in your office. Make them functional and on-brand.
- Whiteboards and markers (wall-mounted and portable)
- Sticky notes (buy in bulk; people use them constantly)
- Flipcharts and easels for brainstorming
- Notebooks for notetaking during meetings (branded notebooks are a nice touch for client meetings)
- Conference room signage and booking systems
- Presentation remotes and cables for video calls
Branded Office Items (Your Secret Weapon)
Generic office supplies are forgettable. Branded supplies reinforce your company culture and impress clients who visit.
- Custom notepads and stationery — When your team jots notes on branded pads, they're creating touchpoints. Clients see your logo. It's low-cost branding that works.
- Branded mugs and drinkware — A Daily Driver Tee or Voyager Tumbler with your company name becomes part of the office landscape. Team members use them daily.
- Branded pens — Yes, pens are a cliché in the merch world. But a quality pen with your logo is a tool your team uses dozens of times daily. Better than a one-off gift.
- Branded apparel — A Crewneck Classic or Quarter-Zip Pullover for each team member builds unity and pride. Visitors instantly see your brand cohesion.
Cleaning and Maintenance Supplies
A clean office is a professional office. Stock appropriately and assign responsibility.
- Surface cleaners and disinfectants (especially important post-pandemic)
- Vacuum or sweep supplies (hire a cleaning service, or DIY with basic tools)
- Trash bags and recycling receptacles
- Bathroom supplies: soap, hand sanitizer, paper towels, toilet paper
- Air fresheners or plants to manage odor naturally
- Cleaning cloths and microfiber towels
Safety and Compliance Supplies
Depending on your industry, certain items are non-negotiable.
- First aid kit and basic medical supplies
- Fire extinguisher and evacuation maps (check local code requirements)
- AED (automated external defibrillator) if your office is large or in a regulated industry
- Emergency contact list posted visibly
- Incident report forms and documentation
- Ergonomic assessment tools (standing desk converters, lumbar support, footrests)
FAQ
How much should we budget for office supplies in month one?
Budget $30–50 per employee for initial setup, plus shared supplies for kitchens, meeting rooms, and common areas. That's roughly $300–500 for a 10-person office. Branded items (mugs, notepads, pens) add another $100–300. Restock monthly spending is typically 10–20% of initial spend.
Should we buy branded office supplies, or is that a waste?
Branded supplies aren't waste if they're genuinely useful. A pen or notebook your team uses daily is a constant reminder of your brand. A one-time novelty item is waste. Focus branded spend on everyday essentials: writing tools, drinkware, and apparel your team will actually use.
How often should we reorder supplies?
Set up a monthly reorder cycle for consumables (pens, paper, coffee). Check inventory weekly to catch shortages before they disrupt work. Branded items can be reordered quarterly or as needed, depending on team size and usage.
Where's the best place to source office supplies and branded items?
Standard office supplies can come from your local supplier or Amazon. Branded supplies—custom notepads, mugs, apparel—should come from a custom merch provider that offers small minimums and fair pricing. Quality and turnaround matter more than rock-bottom bulk discounts.