Office & Administration Vocabulary: 100 Key English Terms
Office and administrative staff keep a workplace running: they answer the phone, greet visitors, manage calendars, book travel, take minutes and process invoices and expense claims. In international companies much of this happens in English, by phone, email and shared documents. This glossary explains the words and fixed phrases you need for these daily tasks, each with examples from real office work.
100 terms
11 topics
62 core terms
200 example sentences
Read, understand, keep going
No account needed. Read the meaning, see where the term is used, then study the examples. Click any word in the lesson for help. You can also select a word and press Alt + Enter.
Office Roles & Everyday Admin
administrative assistant
noun
Meaning
A person who does the daily office tasks of a team or company, such as answering calls, managing calendars, filing documents and ordering supplies.
Where you use it
A common modern job title in job ads and email signatures, often shortened to admin assistant. In small companies one administrative assistant supports the whole office; in larger ones they usually support a team or department.
Examples
We're hiring an administrative assistant to support the sales team three days a week.
Ask the administrative assistant to book the meeting room for Thursday.
Usage note
Administrator is a different job: it usually means someone who manages a system or an organisation's affairs, such as a system administrator or a school administrator.
Common phrases
work as an administrative assistant · administrative assistant role · senior administrative assistant · admin assistant
The forms, letters, records and other documents that must be prepared, completed or checked as part of a job or process.
Where you use it
Often has a slightly negative feel: boring but necessary work. Common in phrases like "do the paperwork", "sort out the paperwork" and "drown in paperwork". It is still called paperwork when the forms are digital.
Examples
I'll finish the paperwork for the new starter before lunch.
The contract can't go ahead until all the paperwork is signed.
Usage note
Uncountable: say "a lot of paperwork", not "many paperworks".
Common phrases
do the paperwork · sort out the paperwork · a pile of paperwork · reduce paperwork
Short for administration: the everyday organising work of an office, such as emails, filing, scheduling, forms and keeping records up to date.
Where you use it
Informal but very common in British and international offices: "I've got a lot of admin today", "admin tasks", "admin support". It can also mean the admin team ("Ask admin for a new badge"). In IT, an admin is a person with administrator rights on a system.
Examples
Fridays are usually quieter, so I use them to catch up on admin.
Could someone from admin order more printer paper?
Common phrases
catch up on admin · admin tasks · admin support · admin team · do some admin
The person responsible for the smooth running of an office, including facilities, supplies, admin staff, office budgets and contact with suppliers.
Where you use it
A senior admin role. The office manager often supervises receptionists and administrative assistants, deals with the landlord, cleaners and IT providers, and handles health and safety. In small companies they may also do basic HR and bookkeeping.
Examples
Speak to the office manager if your desk chair needs replacing.
Our office manager negotiated a cheaper contract with the cleaning company.
Common phrases
office manager role · report to the office manager · assistant office manager · ask the office manager
An assistant who works for one senior person, managing their calendar, emails, travel and meetings and often handling private or confidential matters.
Where you use it
Usually shortened to PA: "She's the CEO's PA." An executive assistant (EA) does similar work at a more senior level and often runs projects too. A PA acts as a gatekeeper, deciding who gets time with their manager.
Examples
If you want time with the director, speak to her personal assistant first.
As a personal assistant, I manage two calendars and book all of his travel.
Common phrases
work as a personal assistant · PA to the CEO · executive assistant · personal assistant role
To decide which tasks are the most important or urgent and deal with them first.
Where you use it
A key skill in admin job ads ("able to prioritise a busy workload"). You prioritise tasks, requests or your workload. Managers say "Please prioritise the board papers." The noun is priority: "top priority", "high priority".
Examples
I had twenty requests on Monday morning, so I prioritised the ones due today.
Can you help me prioritise? I can't finish the report and the travel bookings by noon.
Usage note
British spelling prioritise, American spelling prioritize; a company usually follows one style.
Common phrases
prioritise tasks · prioritise your workload · top priority · high priority · set priorities
An office arrangement in which staff do not have their own fixed desk but use any free desk, often booked in advance through an app.
Where you use it
Common in offices with hybrid working, where not everyone is in every day. Staff keep their belongings in lockers and leave a clear desk at the end of the day. Desk booking is a related term. Also written hot-desking.
Examples
Since we moved to hot desking, you need to book a desk in the app the day before.
Hot desking works well for us because most of the team is in the office only two days a week.
Common phrases
hot desking policy · move to hot desking · hot desk · desk booking · clear desk policy
A machine that makes paper copies of documents; most office models can also print, scan and send documents by email.
Where you use it
Often just called the copier, or the printer when it is a multifunction device. You make copies on it. Typical problems are paper jams, low toner and empty paper trays. Americans also say copy machine.
Examples
The photocopier on the second floor is jammed again, so use the one by reception.
Could you make ten copies of the agenda on the photocopier before the meeting?
Usage note
Turkish "fotokopi çekmek" is not "pull a photocopy": say "make a copy" or "photocopy it".
Common phrases
use the photocopier · the photocopier is jammed · make copies · photocopier code
A machine connected to a computer or network that puts text and images from digital files onto paper.
Where you use it
Office printers are usually shared over the network. You send something to the printer, print it out and collect it. Common problems: "the printer is offline", "it's out of paper", "it's low on toner". Many offices use secure printing, where you release the job with your badge or a code.
Examples
I've sent the contract to the printer on the third floor.
The colour printer is out of paper again. Do we have any more boxes?
Common phrases
send to the printer · network printer · colour printer · the printer is offline · printer paper
Paper, envelopes, pens, staples, folders and other writing materials used in an office; also paper printed with a company's name and logo.
Where you use it
Uncountable: "We need to order some stationery", not "stationeries". The stationery cupboard is where an office keeps these items. Company stationery means branded letterhead paper, envelopes and business cards.
Examples
If you need pens or notebooks, help yourself from the stationery cupboard.
I'll place the stationery order on Monday, so add anything you need to the list.
Usage note
Do not confuse stationery (writing materials) with stationary (not moving). They sound the same; remember "e for envelope".
Common phrases
stationery cupboard · order stationery · office stationery · company stationery · stationery supplier
To copy a paper document or photo into a computer using a scanner or a multifunction printer, so that it becomes a digital file.
Where you use it
A daily office task: scan a contract, scan and email a receipt, scan to PDF. The noun scan means the digital copy: "Can you send me a scan of your passport?" Phone apps are also used to scan documents.
Examples
Could you scan the signed contract and email it to the client?
The copier can scan documents straight to your email address.
Common phrases
scan a document · scan and email · scan to PDF · send a scan
Everyday items an office needs to work, such as paper, pens, toner, folders, staples and sometimes kitchen items like coffee and tea.
Where you use it
Always plural in this meaning. Admin staff check stock, order supplies from a supplier and keep them in a supply cupboard. Supplies is broader than stationery because it also covers printer consumables and kitchen or cleaning items. You run low on or run out of supplies.
Examples
We're running low on office supplies, so I'll place an order this afternoon.
The office supplies budget is £150 a month.
Common phrases
order office supplies · run out of supplies · supply cupboard · office supplies budget
A flat paper cover used to send a letter or document by post, with space for the recipient's address on the front.
Where you use it
Offices use standard sizes, such as DL for A4 letters folded in three and C4 for flat A4 documents. A window envelope shows the address through a clear panel. You address, seal and stamp an envelope.
Examples
Please put the contracts in a large envelope so they don't get folded.
The address on the envelope was wrong, so the letter came back.
Common phrases
seal an envelope · address an envelope · window envelope · stamped addressed envelope · A4 envelope
A machine that cuts paper into very small strips or pieces so that confidential documents cannot be read.
Where you use it
Used for documents with personal or confidential information. Cross-cut shredders cut paper into small pieces and are more secure than strip-cut ones. Many offices also use locked confidential waste bins emptied by a secure shredding company. The verb is shred.
Examples
Don't put old payslips in the recycling bin; use the shredder.
The shredder is full again. Could someone empty it?
Common phrases
put through the shredder · shred documents · cross-cut shredder · the shredder is full
A small tool that joins sheets of paper together by pushing a thin piece of bent metal, called a staple, through them.
Where you use it
You staple pages together and remove staples with a staple remover. Admin staff staple handouts, invoices and receipts. Paper clips are used when the pages need to be separated later.
Examples
Has anyone seen the stapler? It was on the printer table this morning.
Please staple each receipt to the expense form before you hand it in.
Usage note
A stapler is "zımba". The tool that makes holes in paper for ring binders is a hole punch ("delgeç"), not a stapler.
Common phrases
staple together · box of staples · staple remover · heavy-duty stapler
The fine powder that laser printers and photocopiers use instead of ink to print text and images; it comes in a replaceable cartridge.
Where you use it
Usually toner cartridge. Printers show messages like "Toner low" or "Replace toner". Admin staff order and change cartridges and often send empty ones for recycling. Inkjet printers use ink cartridges instead.
Examples
The printer says the black toner is low. Do we have a spare cartridge?
I've ordered toner for all three printers.
Common phrases
toner cartridge · replace the toner · toner is low · order toner · black toner
A problem in which paper gets stuck inside a printer or photocopier, stopping it from working until the paper is removed.
Where you use it
Printers display "Paper jam" with the area to open, such as tray 2 or the rear door. You clear a paper jam. People also say the printer is jammed. Damp or creased paper often causes jams.
Examples
There's a paper jam in tray 2. I've called the service engineer.
I cleared the paper jam, but the copier is still showing an error.
Common phrases
clear a paper jam · paper jam in tray 2 · the printer is jammed · fix a paper jam
A small square of coloured paper with glue along one edge, so it can be stuck on surfaces and removed easily; used for short notes and reminders.
Where you use it
Often called by the brand name Post-it (note). People leave sticky notes on desks, screens and documents: "I've left a sticky note on your monitor." Many computers also have digital sticky notes.
Examples
I've put a sticky note on each page that needs a signature.
Can you add sticky notes to the stationery order? We've run out.
Common phrases
leave a sticky note · pad of sticky notes · Post-it note · sticky note on the screen
To put a document in its correct place, such as a folder, cabinet or computer system, so that it can be found again easily.
Where you use it
Used for paper and digital records: file invoices, file emails, file something under a name or date. The noun filing is the work itself ("I've got a pile of filing to do"). File also means to submit officially: file a report, file a complaint.
Examples
Please file the signed contracts under the client's name.
Once an invoice is paid, I file it in the accounts folder on the shared drive.
Common phrases
file a document · file something under · file away · do the filing · filing system
A piece of written, printed or electronic material that gives information or official proof of something, such as a contract, report or certificate.
Where you use it
A general word for papers and files of all kinds: "supporting documents", "official documents", "a Word document". As a verb, to document something is to record it in writing.
Examples
Please bring your ID and the signed documents to reception.
I've saved the document in the HR folder so everyone can edit it.
Common phrases
sign a document · supporting documents · official document · shared document · draft a document
A document with spaces where you write or type information, used to apply for something, request something or record details in a standard way.
Where you use it
Office work is full of forms: leave request forms, expense forms, order forms, registration forms. You fill in (UK) or fill out (US) a form, sign it and submit it or hand it in. Online versions are also called forms.
Examples
New visitors need to complete a short form at reception.
The leave request form is on the intranet; send it to your manager for approval.
Common phrases
fill in a form · complete a form · application form · request form · submit a form
To complete a form or document by writing the required information in the empty spaces.
Where you use it
Fill in is more British and fill out more American; both are understood everywhere. Written instructions often use the formal complete. Fill in also means to do someone's job for a short time ("I'm filling in for Selin this week") and to tell someone what they missed ("fill me in").
Examples
Could you fill in this visitor form and sign at the bottom?
I missed the meeting. Can you fill me in on what was decided?
Common phrases
fill in a form · fill in the details · fill in for someone · fill someone in
A cover or container for keeping papers together, or a named place on a computer where files are stored.
Where you use it
Used for paper and digital storage: a plastic folder, a cardboard folder, a shared folder, a subfolder. You put, save, move or file things in a folder. A thick file with metal rings is a ring binder or, in British English, a lever arch file.
Examples
The signed invoices are in the blue folder on my desk.
I've created a folder for each client on the shared drive.
Usage note
Turkish "dosya" can mean a computer file, a paper folder or a case file. In English, a single item on a computer is a file, and the place that holds files is a folder.
Common phrases
shared folder · create a folder · save in a folder · plastic folder · subfolder
A piece of office furniture with deep drawers for storing papers and files in order, often with a lock.
Where you use it
Papers in a filing cabinet are usually kept in hanging files, ordered alphabetically, by date or by number. Confidential files go in locked cabinets. American English also says file cabinet.
Examples
Personnel files are kept in the locked filing cabinet in HR.
The key to the filing cabinet is with the office manager.
Common phrases
locked filing cabinet · four-drawer filing cabinet · in the filing cabinet · filing cabinet key
A version of a document printed on paper, as opposed to an electronic version stored on a computer.
Where you use it
Used when paper is needed: "Could you bring a hard copy to the meeting?", "We need a hard copy with an original signature." The opposite is soft copy or electronic copy. You can also send something "in hard copy".
Examples
The bank won't accept a scan; they need a hard copy of the signed form.
I'll email you the agenda and leave a hard copy on your desk.
Common phrases
in hard copy · print a hard copy · hard copy and soft copy · keep a hard copy
Private and meant to be seen only by certain people, such as salary details, contracts or personal information about staff and clients.
Where you use it
Often printed on documents or envelopes: "Private and Confidential". Admin staff handle confidential information every day and must store it safely, share it only with authorised people and shred it when it is no longer needed. The noun is confidentiality.
Examples
Please mark the envelope "Private and Confidential" before you send it to the director.
Salary information is strictly confidential and must not be left on the printer.
Common phrases
strictly confidential · private and confidential · confidential information · keep something confidential
To move old documents, emails or records that are no longer in daily use to a separate place where they are kept safely for future reference.
Where you use it
Used for paper files sent to storage boxes or off-site stores, and for digital files and emails. Companies must keep some records for a minimum period set by law before they can be destroyed. The noun is an archive or the archives.
Examples
At the end of the year we archive all the paid invoices and send the boxes to storage.
Your mailbox is almost full, so archive any emails older than a year.
Common phrases
archive files · archive emails · send to the archive · archive box · off-site archive
The work of creating, organising and storing records, such as invoices, contracts and staff files, accurately and in a way that makes them easy to find.
Where you use it
A core admin responsibility, often listed in job descriptions ("accurate record-keeping"). Good record-keeping helps with audits, legal checks and data protection rules. Also written record keeping or recordkeeping.
Examples
Good record-keeping saved us hours when the auditors asked for last year's contracts.
The role involves diary management, record-keeping and ordering supplies.
Common phrases
accurate record-keeping · good record-keeping · record-keeping system · keep records
To arrange for a meeting, call or task to happen at a particular date and time, and usually to add it to a calendar.
Where you use it
Used constantly in admin work: schedule a meeting, a call or a delivery. Often passive: "The meeting is scheduled for 10 a.m." The noun a schedule is a plan of times and events; "behind schedule" means late and "ahead of schedule" means early.
Examples
Can you schedule a call with the Berlin office for Tuesday afternoon?
The interviews are scheduled for next Monday, starting at nine.
Usage note
British speakers usually say /ˈʃedjuːl/ (SHED-yool) and Americans /ˈskedʒuːl/ (SKED-jool); both are correct.
Common phrases
schedule a meeting · schedule a call · be scheduled for · tight schedule · behind schedule
An arranged time to meet someone or visit a place, for example to see a client, a doctor or a manager.
Where you use it
Used for one-to-one or small arranged meetings, especially with clients, doctors and service providers. You make, book, confirm, cancel or reschedule an appointment. Receptionists ask visitors "Do you have an appointment?" For internal team meetings, people say meeting, not appointment.
Examples
Mr Kaya has an appointment with the finance director at 3 p.m.
I'm sorry, she's fully booked today. Shall I make an appointment for tomorrow morning?
Usage note
Appointment also means being chosen for a job or position: "the appointment of a new finance director".
Common phrases
make an appointment · book an appointment · confirm an appointment · cancel an appointment · by appointment only
A record of a person's or team's meetings, appointments and events, usually kept in software that colleagues can see and add meetings to.
Where you use it
In offices the calendar is usually digital and shared, for example in Outlook or Google Calendar. You check someone's calendar, send a calendar invite or block out time in your calendar. British English also uses diary for a person's schedule: "I'll check her diary."
Examples
I've sent you a calendar invite for the budget review on Friday.
Her calendar is completely full this week, but she has time on Monday.
Common phrases
check someone's calendar · calendar invite · shared calendar · block out time in your calendar · manage someone's calendar
The latest date or time by which a piece of work must be finished, a document submitted or a payment made.
Where you use it
One of the most common office words. You meet, miss, extend or set a deadline. A tight deadline leaves very little time. Use "by" with deadlines: "by Friday", "by 5 p.m."
Examples
The deadline for expense claims is the 25th of each month.
We missed the deadline by one day, so I've asked the client for an extension.
Usage note
Use "by" for deadlines ("by Friday" means no later than Friday) and "until" for something that continues up to a time ("I'm here until Friday").
Common phrases
meet a deadline · miss a deadline · tight deadline · extend a deadline · deadline for
To arrange and reserve something in advance, such as a meeting room, a flight, a hotel room, a table or a person's time.
Where you use it
One of the most frequent admin verbs: book a room, book a flight, book a taxi, book someone in for a meeting. Fully booked means no space or time is left. Reserve is a more formal synonym; the noun is booking (UK) or reservation.
Examples
I've booked the large meeting room from 2 to 4 for the client visit.
Can you book me on the early flight to Ankara and a hotel near the client's office?
Common phrases
book a meeting room · book a flight · book a taxi · fully booked · book in advance
To change the date or time of a planned meeting, appointment or event to a new one.
Where you use it
Common in emails and calls when plans change: "Could we reschedule for Thursday?", "The meeting has been rescheduled to 3 p.m." Postpone always moves something later; reschedule can move it earlier or later.
Examples
Mr Arslan is unwell today. Could we reschedule the appointment for next week?
The training has been rescheduled to 10 a.m. on the 14th.
Common phrases
reschedule a meeting · reschedule for · reschedule to · need to reschedule
The times when a person is free to meet or work, or the fact that a room, product or service can still be used or booked.
Where you use it
Very common when arranging meetings: "Please let me know your availability for next week." Calendar tools show availability as free and busy times. Hotels and venues say "We have no availability on those dates."
Examples
Could you let me know your availability for a 30-minute call next week?
I checked the hotel's availability, and they only have two rooms left for those nights.
Usage note
In this meaning availability is usually uncountable: write "your availability", not "your availabilities".
Common phrases
check availability · let me know your availability · subject to availability · availability for
A message or alert that helps someone remember something they need to do, such as attend a meeting, pay an invoice or meet a deadline.
Where you use it
You send, set or get a reminder. Calendar apps send automatic reminders before meetings. A friendly or gentle reminder is an email that reminds someone of a task without sounding rude: "Just a friendly reminder that timesheets are due today."
Examples
I'll send everyone a reminder the day before the fire drill.
I set a reminder for 9:45 so I don't forget to call the courier.
Common phrases
send a reminder · set a reminder · friendly reminder · gentle reminder · reminder email
To move a meeting, event or task to a later date or time than planned.
Where you use it
Used with until or to: "The meeting has been postponed until next week." Put off is a less formal synonym, and push back is common in meetings. If no new date is set, say "postponed until further notice". Cancel means it will not happen at all.
Examples
We've had to postpone the team training because the trainer is ill.
The board meeting has been postponed until further notice.
Common phrases
postpone a meeting · postpone until · postponed until further notice · postpone indefinitely
Having two meetings or appointments arranged for the same time, or describing a room reserved for two groups at once by mistake.
Where you use it
Common in admin: "I'm double-booked at 3 p.m.", "The boardroom has been double-booked." The verb is double-book: "Sorry, I double-booked you." Shared calendars show clashes, but mistakes still happen, especially with external guests.
Examples
The director is double-booked on Thursday morning, so one of the meetings has to move.
Sorry, the meeting room was double-booked; we've moved you to the room next door.
Common phrases
be double-booked · double-book a room · double-booked meeting · avoid double-booking
A fixed period of time in a schedule that is available for, or given to, a particular meeting, call, visit or activity.
Where you use it
Often shortened to slot: "I have a slot at 11", "Can you fit me into a 15-minute slot?" Admin staff offer, find, fill or block time slots. Delivery companies also give time slots, such as 8 a.m. to 12 p.m.
Examples
She has a free time slot between 2 and 2:30. Would that suit you?
Each candidate gets a 45-minute time slot for the interview.
Common phrases
free time slot · book a time slot · 30-minute time slot · fit into a slot · delivery slot
To add a meeting or appointment to a calendar provisionally, knowing that it may still change or need to be confirmed.
Where you use it
From the idea of writing in pencil so it can be rubbed out. Common in scheduling emails: "I've pencilled you in for Tuesday at 10", "Can we pencil in a call for next week?" Later you confirm it or move it. Spelled pencilled (UK) or penciled (US).
Examples
I've pencilled in the supplier visit for the 18th; I'll confirm once I hear back from them.
Can we pencil in Thursday afternoon and confirm on Monday?
Common phrases
pencil in a meeting · pencil someone in · pencilled in for · provisionally booked
An internal phone number connected to a company's main line, which lets callers reach a particular person or desk.
Where you use it
Usually three or four digits, often written ext. or x: "ext. 214". Colleagues call each other directly on their extension. Callers ask "Could I have extension 214, please?" or "Do you know her extension?"
Examples
You can reach me directly on extension 3047.
Her extension is busy. Would you like to hold or leave a message?
Common phrases
extension number · on extension 214 · direct extension · internal extension
To keep a caller waiting on the line for a short time, usually while you check something or find the right person.
Where you use it
Usually put someone on hold or be on hold. It is polite to ask first: "Can I put you on hold for a moment?" and to thank the caller when you come back: "Thank you for holding." It can also mean to delay a plan: "The office move has been put on hold."
Examples
I'll just put you on hold while I check if he's free.
They put me on hold for twenty minutes before anyone answered.
Common phrases
put someone on hold · be on hold · thank you for holding · put a project on hold
To connect a caller to the person or department they want to speak to by transferring the call.
Where you use it
Very common at reception and on switchboards: "I'll put you through", "Could you put me through to accounts?" The person goes in the middle: put someone through to someone. Transfer and connect are close synonyms.
Examples
Hold on, please. I'll put you through to Mr Özdemir.
Could you put me through to the accounts department, please?
Common phrases
put someone through · put through to · I'll put you through · get put through
To write down information from a caller for someone who is not available, such as the caller's name, number and reason for calling.
Where you use it
A standard offer on the phone when the person is busy or out: "I'm afraid she's in a meeting. Can I take a message?" A good message includes the caller's name (spelled correctly), company, number, time of call and whether they want a call back.
Examples
He's out of the office until two. Can I take a message?
Could you take a message and ask her to call me back today?
Usage note
Turkish speakers sometimes say "Can I get a message?". The natural phrases are "Can I take a message?" (receptionist) and "Can I leave a message?" (caller).
Common phrases
take a message · leave a message · pass on a message · give someone a message
A system that records phone messages when the person you call does not answer; also a message recorded in this way.
Where you use it
You leave a voicemail, check your voicemail, or a call goes to voicemail. A professional voicemail gives your name, company, number (said slowly, twice) and the reason for calling. Your voicemail greeting is the recorded message callers hear first.
Examples
I've left a voicemail for the supplier, but they haven't called back yet.
Please update your voicemail greeting before you go on leave.
Common phrases
leave a voicemail · check your voicemail · go to voicemail · voicemail greeting
To phone someone again, or to return a call from someone who tried to phone you earlier.
Where you use it
Common on the phone and in messages: "Could you ask him to call me back?", "I'll call you back in ten minutes." The noun is a callback. Return someone's call is a more formal synonym, and get back to someone is also common.
Examples
She's on another line at the moment. Can she call you back in half an hour?
Mr Yılmaz called back about the invoice while you were at lunch.
Common phrases
call someone back · call back later · ask someone to call back · call back about
A polite question used on the phone to find out the caller's name before passing them to the person they want to speak to.
Where you use it
Standard for receptionists and assistants, and much softer than "Who are you?" or "Who is this?". Similar phrases: "Who shall I say is calling?", "Could I take your name, please?" Then: "One moment, please. I'll see if she's available."
Examples
Certainly. May I ask who's calling?
May I ask who's calling, and what it's regarding?
Usage note
Translating "Kim arıyor?" directly as "Who's calling?" sounds abrupt in a business call; add "May I ask..." to make it polite.
Common phrases
May I ask who's calling? · Who shall I say is calling? · Could I take your name? · What's it regarding?
To end a phone call by putting the phone down or pressing the button that ends the call.
Where you use it
Hang up on someone means ending the call suddenly while they are still talking, which is rude. Polite callers say goodbye before hanging up. "Don't hang up" is said when you want the other person to stay on the line.
Examples
Please don't hang up; I'm just checking the details for you.
I'll hang up and call you back from my desk phone.
Usage note
The past form is hung up, not hanged up.
Common phrases
hang up the phone · hang up on someone · don't hang up · hang up and call back
A phrase meaning that the phone you are calling is already in use, so the call cannot be connected right now.
Where you use it
British English also says the line is engaged. Receptionists use it to explain why they cannot put a caller through: "I'm afraid the line is busy. Would you like to hold?" The sound you hear is a busy signal (US) or an engaged tone (UK).
Examples
I'm afraid the line is busy. Shall I ask him to call you back?
I tried the hotel three times, but the line was busy every time.
Common phrases
the line is busy · the line is engaged · busy signal · engaged tone
The central phone system of an organisation, or the team that answers the main number and connects callers to the right extension.
Where you use it
Callers go through the switchboard when they phone the main number. The switchboard operator answers and puts calls through. Many companies now use automated menus ("Press 1 for sales") instead of, or alongside, a staffed switchboard.
Examples
If you don't know her extension, call the switchboard and ask for her by name.
The switchboard closes at 6 p.m., so after that calls go to voicemail.
Common phrases
call the switchboard · switchboard operator · main switchboard · through the switchboard
A person who works at the main entrance desk of an office, hotel or clinic, greeting visitors, answering the phone and directing people to the right place.
Where you use it
Receptionists greet visitors, sign them in, answer and transfer calls, receive deliveries and often manage meeting room bookings. Visitors are told to "ask at reception" or "check in with the receptionist".
Examples
Please take a seat in the lobby; the receptionist will call you when Selin is ready.
Our receptionist starts at 8:30, so the phones are covered before the office opens.
Common phrases
work as a receptionist · ask the receptionist · front desk receptionist · reception desk
The desk near the entrance of an office, hotel or clinic where visitors are greeted and helped; also the staff who work there.
Where you use it
Used like reception: "Please ask at the front desk", "Leave the parcel at the front desk." It can mean the team: "Front desk called to say your visitor has arrived." Front desk is more common in American English and hotels; British offices usually say reception.
Examples
Your visitor badge will be ready at the front desk when you arrive.
I'm covering the front desk until Merve gets back from lunch.
Common phrases
at the front desk · front desk staff · cover the front desk · call the front desk
To write your name, or register electronically, when you arrive at a building, so there is a record of who is on site.
Where you use it
Visitors sign in at reception, often on a tablet or in a visitors' book, and sign out when they leave. The record is used for security and for fire evacuation. In IT, sign in also means to log in to an account.
Examples
All visitors must sign in at reception and wear a badge.
Please remember to sign out when you leave, so we know who is still in the building.
Common phrases
sign in at reception · sign in and out · visitors' book · sign-in sheet
A card or sticker that a visitor wears in an office building to show they are allowed to be there; it often also opens certain doors.
Where you use it
Also called a visitor pass. Receptionists print or issue visitor badges when guests sign in and collect them when they leave. Visitors are asked to wear the badge at all times and to be escorted in secure areas.
Examples
Here's your visitor badge. Please wear it at all times and return it when you leave.
We're expecting twelve guests tomorrow, so please print the visitor badges in advance.
Common phrases
visitor pass · issue a visitor badge · wear a badge · return the badge
A person or company that collects and delivers parcels and documents quickly and directly, often on the same day.
Where you use it
Admin staff book couriers for urgent documents and receive courier deliveries at reception. It is also a verb: "Can you courier the contracts to Ankara?" Common words: courier collection, tracking number, signed for on delivery.
Examples
The courier is collecting the signed contracts at 4 p.m., so they need to be ready at reception.
A courier left a parcel for you; it's behind the front desk.
Common phrases
send by courier · book a courier · courier collection · courier delivery · same-day courier
To lead a visitor into a room or office where the person they are meeting is waiting.
Where you use it
Used by receptionists and assistants: "Please show Mr Kaplan in", "I'll show you in now." Related phrases: show someone to a room, show someone round (give them a tour) and show someone out (take them to the exit).
Examples
Ms Aksoy is ready for you now. I'll show you in.
When the candidates arrive, please show them into the small meeting room.
Common phrases
show someone in · show someone into a room · show someone out · show someone round
To write your signature to confirm that you have received a parcel, letter or delivery.
Where you use it
Common at reception: "Could you sign for this, please?" Couriers often take the signature on a handheld device. Some post services require a signature on delivery. Check that the item is not damaged before you sign for it.
Examples
Can you sign for the toner delivery if it comes while I'm at lunch?
The courier needs someone at reception to sign for the contracts.
Common phrases
sign for a parcel · sign for a delivery · signed-for post · need someone to sign for
Letters and parcels that are sent and delivered by the postal service; also the postal system itself.
Where you use it
British office phrases: "The post arrives at ten", "Has the post come yet?", "I'll put it in the post today." Admin staff open, sort and distribute incoming post and send outgoing post. The place where this happens is the post room or mailroom.
Examples
Could you open the post and put the invoices in the accounts tray?
I sent the signed copy by post yesterday, so it should arrive by Friday.
Usage note
British English says post ("send it by post"), American English says mail ("send it by mail"). As a verb, post can also mean to put something online.
Common phrases
open the post · send by post · put in the post · incoming post · post room
A detailed plan of a journey, listing flights, trains, hotels, meetings and times in order, usually prepared before a business trip.
Where you use it
Admin staff and travel agents prepare itineraries and send them to travellers. A good itinerary includes booking references, addresses, contact numbers and local times. Airlines also call the flight details on an e-ticket an itinerary.
Examples
I've attached your itinerary for the Madrid trip, including the hotel address and taxi times.
There's been a change to the itinerary: your return flight now leaves at 18:40.
Usage note
Pronounced eye-TIN-er-ree, with the stress on the second syllable.
Common phrases
travel itinerary · prepare an itinerary · send the itinerary · change to the itinerary · detailed itinerary
A place to stay, such as a hotel room or serviced apartment, especially one arranged for someone on a business trip.
Where you use it
In British English usually uncountable: "I've booked your accommodation". American English often uses accommodations. Admin staff book accommodation within the company travel policy, often near the client's office or the venue.
Examples
I've booked your accommodation for three nights at a hotel near the trade fair.
The company pays for travel and accommodation, but not for the minibar or room service.
Usage note
Often misspelled: it has a double c and a double m.
Common phrases
book accommodation · travel and accommodation · hotel accommodation · accommodation costs
A message or document from a hotel, airline or other provider that confirms a reservation and gives its details and reference number.
Where you use it
Usually sent by email straight after booking. Admin staff check the names, dates and prices, save the confirmation with the itinerary and forward it to the traveller. The booking reference or confirmation number is needed to change or cancel the reservation.
Examples
I haven't received the booking confirmation from the hotel yet. Could you check that it went through?
Please keep the booking confirmation on your phone in case they ask for it at check-in.
Common phrases
booking confirmation email · booking reference · confirmation number · send the booking confirmation
The money spent on a business trip, such as transport, hotels, meals and visas, which the company normally pays or pays back.
Where you use it
Controlled by a company's travel policy, which sets limits such as economy class for short flights or a maximum hotel rate. Travellers claim travel expenses with receipts or receive a daily allowance. Also called travel costs.
Examples
All travel expenses must be approved by your line manager before the trip.
The client has agreed to cover our travel expenses for the workshop.
Transport arranged to take a traveller between the airport and their hotel or meeting place, such as a pre-booked taxi, car or shuttle.
Where you use it
Admin staff book airport transfers for visitors and executives and give the driver the flight number so they can track delays. The driver usually waits in arrivals with a name board. Some hotels include transfers in the room rate.
Examples
I've booked an airport transfer for our guests from Frankfurt; the driver will meet them at arrivals.
Does the hotel offer a free airport transfer?
Common phrases
book an airport transfer · private airport transfer · airport transfer service · arrange a transfer
The arrangement of renting a car from a rental company for a short time, for example during a business trip.
Where you use it
British English; American English says car rental or rental car. You book car hire, pick up and drop off the car, and check the insurance and fuel policy. Company travel policies often say which size of car staff may hire.
Examples
I've arranged car hire at Izmir airport, so you can drive straight to the factory.
Car hire is cheaper if you return the car to the same location.
Common phrases
book car hire · car hire company · car hire desk · pick up the hire car
A fixed amount of money paid to an employee for each day of a business trip to cover meals and small costs, often without the need for receipts.
Where you use it
Latin for per day. Common in international companies and organisations; rates often depend on the country or city. British companies may say daily allowance or subsistence allowance instead.
Examples
The per diem for Brussels covers breakfast, lunch and dinner, so don't claim meals separately.
Staff on the trade fair team get a per diem of 60 euros.
Common phrases
per diem rate · per diem allowance · pay a per diem · daily allowance
A list of the topics to be discussed at a meeting, in the order they will be discussed, usually sent to participants beforehand.
Where you use it
Prepared by the organiser or an assistant and circulated before the meeting. Agenda items are numbered, and the last one is often AOB (any other business). People ask "What's on the agenda?" and say "Let's stick to the agenda."
Examples
I'll send the agenda round by Wednesday, so let me know if you want to add anything.
The office move is the first item on the agenda.
Usage note
A false friend: Turkish "ajanda" (the book or app for your appointments) is a diary or planner in English, not an agenda.
Common phrases
set the agenda · circulate the agenda · item on the agenda · stick to the agenda · draft agenda
The official written record of a meeting, listing who attended, what was discussed, what was decided and which actions were agreed.
Where you use it
Someone takes the minutes during the meeting, then writes them up and circulates them. At the next meeting, the group often approves "the minutes of the last meeting". Minutes are more formal and complete than ordinary meeting notes.
Examples
Could you take the minutes today? Deniz is on leave.
The minutes of the last board meeting were approved without changes.
Usage note
Always plural in this meaning: "The minutes are attached", not "The minute is attached".
Common phrases
take the minutes · write up the minutes · circulate the minutes · approve the minutes · minutes of the meeting
A short written message sent inside an organisation to give information, announce a change or ask staff to do something.
Where you use it
Short for memorandum. A memo usually starts with To, From, Date and Subject lines. Most memos are now sent by email or posted on the intranet, but the word is still used for formal internal notices about new procedures, holidays or office moves.
Examples
HR sent a memo to all staff about the new leave booking system.
Please read the memo on fire exits before Friday's drill.
Usage note
The plural is memos, not memoes. In legal and diplomatic English, memorandum (plural memoranda) can also mean a formal written agreement.
Common phrases
send a memo · internal memo · memo to all staff · circulate a memo · write a memo
A room in an office used for meetings, usually with a table, chairs and a screen, which staff book in advance.
Where you use it
Usually booked through a shared calendar or booking system. Many offices give rooms names ("the Bosphorus room"). A large formal room is often called the boardroom; conference room is common in American English.
Examples
All the meeting rooms are booked this afternoon. Could we do the call from your desk?
Please leave the meeting room tidy and wipe the whiteboard when you finish.
Common phrases
book a meeting room · meeting room booking · small meeting room · the meeting room is free
A task agreed at a meeting, with a person responsible for it and usually a date by which it must be done.
Where you use it
Listed at the end of meeting minutes, often in a table with the task, owner and deadline. Also called action points (UK) or simply actions: "Who's got the action on this?" At the next meeting, the chair reviews the action items.
Examples
There are three action items for you from today's meeting, all due by Friday.
I've listed the action items and owners at the end of the minutes.
Common phrases
action items · action points · assign an action item · follow up on action items · owner of an action
To send a document, such as an agenda, minutes or a memo, to all the people who need to see it.
Where you use it
Typical in meeting admin: "I'll circulate the minutes by Friday", "The agenda was circulated last week." Less formal synonyms are send round, send out and share. A circulation list is the list of people who receive a document.
Examples
I'll circulate the draft minutes this afternoon for your comments.
The new fire safety procedure has been circulated to all staff.
Common phrases
circulate the agenda · circulate the minutes · circulate to all staff · circulation list
To lead a meeting by following the agenda, keeping discussion on track, giving people a turn to speak and making sure decisions are reached.
Where you use it
You chair a meeting or a committee. The person is the chair (also chairperson). In minutes: "The meeting was chaired by Ayşe Demir." When the chair is away, someone else chairs in their place.
Examples
Who's chairing the meeting on Monday? I need to send them the agenda.
The monthly staff meeting is chaired by the office manager.
Common phrases
chair a meeting · chaired by · the chair · chair a committee
Short for any other business: the last item on a meeting agenda, when people can raise topics that were not listed.
Where you use it
Mostly British, written AOB or AOCB (any other competent business) on agendas. The chair asks "Is there any other business?" near the end. It is good practice to tell the chair in advance if you plan to raise a big topic under AOB.
Examples
Under AOB, Mert reminded everyone about the fire drill on Thursday.
If there's no AOB, let's finish ten minutes early.
Common phrases
under AOB · item for AOB · any other business · raise something under AOB
In meetings, a formal message from someone who cannot attend; in minutes, the list of people who said in advance that they could not come.
Where you use it
Common in British minutes and formal meetings. The first agenda item is often "Apologies for absence". You send your apologies, and the minute-taker records them: "Apologies were received from Can Öztürk." This is different from apologising for a mistake.
Examples
I'm afraid I can't make Tuesday's meeting. Please send my apologies.
Apologies were received from the finance director and the head of IT.
Common phrases
send your apologies · apologies for absence · apologies were received from · give your apologies
A file, such as a document, spreadsheet or photo, that is sent together with an email.
Where you use it
You add, open, download or forward an attachment. Common phrases: "Please see the attachment", "I've attached the report", "Please find attached the invoice." Large files are often shared as a link instead. Be careful with unexpected attachments; they can contain viruses.
Examples
The attachment is too large to send, so I've shared a link instead.
You forgot the attachment! Could you resend the email with the invoice?
Common phrases
open an attachment · send as an attachment · email attachment · see attachment · forget the attachment
Short for carbon copy: to send a copy of an email to someone for information, or the field where you put their address.
Where you use it
Used as a verb (cc someone, cc'd) and a noun (put someone in cc). People in cc are informed but usually not expected to act. Cc your manager only when they really need to know; unnecessary copies fill inboxes.
Examples
Please cc me on any emails to the landlord about the repairs.
I've cc'd Can so he knows the delivery date has changed.
Usage note
The name comes from carbon paper, which was once used to make copies of typed letters.
Common phrases
cc someone · cc someone on an email · keep someone in cc · cc'd
To answer an email by sending your reply to the sender and to everyone else who received the original message.
Where you use it
Also the name of the button in email programs. Use reply all only when everyone on the list needs your answer; accidental replies to large distribution lists are a well-known office problem. As a noun: "Please don't use reply all for this."
Examples
Please don't reply all; just send your answers to me.
She hit reply all by mistake, and the whole company saw her message.
Common phrases
reply all · hit reply all · reply-all email · don't reply all
An automatic email reply that tells people you are away, until when, and who to contact instead.
Where you use it
Often shortened to OOO or out-of-office reply. You set up, turn on or turn off your out-of-office. A typical one says: "I'm out of the office until 14 October with limited access to email. For urgent matters, please contact..."
Examples
Don't forget to set up your out-of-office before you leave for the conference.
I got an out-of-office reply saying she's back on the 21st.
Usage note
With hyphens it describes the auto-reply ("an out-of-office message"); without them, "out of the office" simply means not at work.
Common phrases
set up an out-of-office · out-of-office reply · turn on your out-of-office · OOO
The short line at the top of an email that tells the reader what the message is about; it appears in the inbox before the email is opened.
Where you use it
A good subject line is short and specific: "Room booking: Board meeting, 12 March" is better than "Meeting". Words like URGENT or ACTION REQUIRED are sometimes added. Replies add "Re:" and forwarded emails add "Fw:" or "Fwd:".
Examples
Please put the invoice number in the subject line so accounts can find it easily.
I missed your email because the subject line just said "Hi".
Common phrases
in the subject line · clear subject line · change the subject line · write a subject line
To send an email or message you have received on to another person, or to send calls or post on to a different number or address.
Where you use it
Very common: "Could you forward me that email?", "I'll forward it to accounts." Calls can be forwarded to a mobile, and post to a new address. Fwd: appears in the subject line of a forwarded email.
Examples
I'll forward you the booking confirmation as soon as it arrives.
While I'm away, my calls will be forwarded to Burak.
Common phrases
forward an email · forward to · forward calls · forwarding address
Short for blind carbon copy: an email field for recipients whose addresses the other recipients cannot see.
Where you use it
Used for emails to large groups of people who do not know each other, such as everyone attending an event, so their addresses stay private. Also a verb: "I'll bcc the whole list." Using bcc secretly to show your manager a conversation can damage trust.
Examples
Please bcc all the participants so their email addresses aren't shared.
I was in bcc on that email, so I didn't reply.
Usage note
If you reply all to an email on which you were bcc'd, everyone will see that you received it.
Common phrases
bcc someone · put someone in bcc · bcc field · use bcc
A document or item placed in the same envelope as a letter; the abbreviation Enc. or Encl. at the bottom of a letter shows there is one.
Where you use it
Used in formal printed letters: "Please find enclosed a copy of the contract", "I enclose my invoice." In emails, attachment and attached are used instead. Listing enclosures at the end of a letter lets the reader check that nothing is missing.
Examples
The letter mentions two enclosures, but only the contract was in the envelope.
Add "Enc." under your signature so they know there's an enclosure.
Common phrases
Enc. · please find enclosed · list of enclosures · I enclose
The printed heading at the top of official paper showing a company's name, logo, address and contact details; also paper printed with this heading.
Where you use it
Official letters, quotes and references are printed on company letterhead. In the UK, company letterheads usually also show the registered company number and registered office address. Many offices now use a digital letterhead template instead of pre-printed paper.
Examples
The consulate needs the invitation letter on company letterhead, signed by the director.
Please don't use the old letterhead; our address changed in May.
Common phrases
on company letterhead · letterhead paper · letterhead template · official letterhead
A computer document organised in rows and columns, used to store lists, calculate numbers and track things such as budgets, stock or schedules.
Where you use it
Most offices use Microsoft Excel or Google Sheets, and people often just say "the sheet" or "the Excel file". You create, update and share a spreadsheet and enter data in cells. Admin staff keep spreadsheets for phone lists, room bookings, supplies, leave and expenses.
Examples
I keep a spreadsheet of everyone's annual leave so the office is never left empty.
Could you update the supplies spreadsheet after the delivery arrives?
Common phrases
create a spreadsheet · update the spreadsheet · shared spreadsheet · enter data in a spreadsheet
A storage space on a company network or in the cloud where colleagues save, open and edit the same files.
Where you use it
Also called a network drive or a shared folder; some offices name it by its letter, such as "the S: drive". Teams agree folder structures and file names so things are easy to find. Access is controlled, so you may need to ask IT for permission to a folder.
Examples
The new leave rota is on the shared drive under HR > Leave.
Please save the final version on the shared drive, not on your desktop.
Common phrases
save on the shared drive · shared drive folder · access to the shared drive · network drive
A ready-made file with a fixed layout and standard text, used as a starting point so that similar documents look the same and take less time.
Where you use it
Offices have templates for letters, memos, minutes, invoices, presentations and emails. You use, create, update or save something as a template. A company template usually includes the logo, fonts and contact details.
Examples
Please use the minutes template on the shared drive so all our minutes look the same.
I've made an email template for confirming visitor appointments.
Common phrases
use a template · letter template · save as a template · email template · company template
To enter your username and password, or pass another security check, so that you can start using a computer system, website or app.
Where you use it
Also log on and sign in. The verb is two words (log in) and the noun or adjective is one (login): "your login details". People often call the IT help desk saying "I can't log in". The opposite is log out.
Examples
I can't log in to the booking system; it says my password has expired.
New starters get their login details from IT on their first day.
Common phrases
log in to the system · login details · log out · can't log in
The team or service that employees contact when they have problems with computers, software, phones or other IT equipment.
Where you use it
Also IT help desk, service desk or IT support, and often written helpdesk. You contact the help desk or log a ticket with it. Staff report problems like "My laptop won't connect to the Wi-Fi" or "I need access to the shared drive."
Examples
If the printer still won't connect, log a ticket with the help desk.
The help desk reset my password in five minutes.
Common phrases
call the help desk · IT help desk · log a ticket with the help desk · help desk ticket
To make an extra copy of computer files and store it somewhere else, so the data can be recovered if the original is lost or damaged.
Where you use it
Two words as a verb (back up your files) and one word or hyphenated as a noun (a backup, a back-up). In most offices IT backs up the shared drive automatically every night, so files saved only on your desktop may not be protected.
Examples
Back up your files before IT replaces your laptop on Monday.
Don't worry, the shared drive is backed up every night.
Common phrases
back up files · back up data · daily backup · restore from a backup
A word-processing feature that creates many personalised letters, emails or labels by combining one template with a list of names and addresses.
Where you use it
Used for invitations, event letters, certificates and address labels. The data usually comes from a spreadsheet, and fields such as First Name are placed in the template. In the Turkish version of Microsoft Word this feature is called Adres Mektup Birleştirme.
Examples
I used a mail merge to send personalised invitations to 200 guests.
The mail merge picked up the wrong column, so every letter began "Dear Istanbul".
Common phrases
do a mail merge · mail merge letters · mail merge from a spreadsheet · mail merge labels
A document from a supplier that lists the goods or services provided, their prices, the total amount to be paid and the date it must be paid by.
Where you use it
Admin staff receive, check and pass invoices for approval, and sometimes raise invoices for clients. Common phrases: "The invoice is due on the 30th", "Please quote the invoice number." To invoice someone means to send them a bill.
Examples
The cleaning company's invoice is wrong; they've charged us for five days instead of four.
Please send all supplier invoices to accounts with the purchase order number.
Common phrases
send an invoice · pay an invoice · invoice number · raise an invoice · overdue invoice
A form or online request that an employee fills in to get back money they spent on work costs, such as travel, meals or supplies.
Where you use it
You submit or put in an expense claim with receipts attached; a manager approves it and finance pays it, often with the next salary. Companies set rules, such as spending limits and deadlines, in an expenses policy.
Examples
Please submit your expense claim for the Izmir trip with all the taxi receipts.
My expense claim was rejected because I forgot to attach the hotel bill.
Common phrases
submit an expense claim · approve an expense claim · expense claim form · put in an expense claim
A piece of paper or email that proves you have paid for something, showing what you bought, the amount and the date.
Where you use it
Needed for expense claims, so staff are told to keep their receipts. Receipt also means the act of receiving: "Please confirm receipt of this email", "on receipt of the invoice".
Examples
Keep the receipt for the taxi; you'll need it for your expense claim.
Could you confirm receipt of the documents by email?
Usage note
The p is silent: re-SEET. Do not confuse receipt with recipe (instructions for cooking a dish).
Common phrases
keep the receipt · ask for a receipt · confirm receipt · on receipt of
To pay back money to someone who has spent their own money on something for work, usually after they show receipts.
Where you use it
Formal and common in expenses policies: "Staff will be reimbursed for reasonable travel costs." The noun is reimbursement. In everyday speech people say pay back or get money back.
Examples
You'll be reimbursed for the train tickets in this month's salary.
The company doesn't reimburse parking fines.
Common phrases
reimburse someone for · be reimbursed · reimburse expenses · claim reimbursement
The paid days off work that an employee is entitled to each year for holidays and rest.
Where you use it
Common in British English; Americans say vacation or PTO (paid time off). You book, request, take or approve annual leave. "She's on annual leave until Monday" is a very common phrase in emails and on the phone.
Examples
I'm on annual leave from 3 to 10 August, so please contact Elif while I'm away.
Please book your annual leave in the HR system at least two weeks in advance.
Usage note
In British offices "holiday" often means annual leave ("I'm on holiday next week"), while in American English a holiday is usually a public holiday.
Common phrases
on annual leave · book annual leave · annual leave allowance · request annual leave
A record, on paper or in software, of the hours an employee has worked each day, sometimes split by project or client.
Where you use it
Used to pay hourly staff, calculate overtime and bill clients for time spent. You fill in, submit and approve timesheets, usually weekly or monthly. Admin staff often chase colleagues who are late with their timesheets.
Examples
Please submit your timesheet by Friday at noon, or your overtime won't be paid this month.
I approve the team's timesheets every Monday morning.
Common phrases
fill in a timesheet · submit a timesheet · approve timesheets · weekly timesheet
A small amount of cash kept in the office to pay for small everyday costs, such as postage, milk or a taxi, without going through the normal payment process.
Where you use it
Kept in a locked petty cash box and managed by one person, often an administrator or the office manager. Every payment needs a receipt or petty cash voucher, and the box is counted and topped up regularly. Many offices now use company cards instead.
Examples
You can take the money for the flowers from petty cash, but please bring back the receipt.
I count the petty cash every Friday and record it in the spreadsheet.
Common phrases
petty cash box · take from petty cash · petty cash voucher · top up petty cash
An official document a company sends to a supplier to order goods or services, listing the items, quantities, prices and an order number.
Where you use it
Usually shortened to PO. Many companies require an approved PO before anything is bought, and suppliers must quote the PO number on their invoice. Admin staff raise POs for supplies, repairs and services.
Examples
I can't order the new chairs until the purchase order is approved.
The supplier's invoice doesn't show our purchase order number, so accounts sent it back.
Common phrases
raise a purchase order · PO number · approve a purchase order · purchase order form
To give official approval for something, such as an invoice, an expense claim, a budget or a document, often by signing it.
Where you use it
Common in admin: "Who needs to sign off the invoice?", "The director signed off on the budget." Both sign off and sign off on are used. The noun is sign-off: "We need sign-off from finance." Sign off can also mean to end an email.
Examples
Your expense claim has to be signed off by your manager before finance can pay it.
Can you sign off this invoice today? The supplier is waiting for payment.
Common phrases
sign off an invoice · sign off on something · get sign-off · final sign-off
To contact someone again to remind them about something they have not done yet, such as replying, paying or sending a document.
Where you use it
British and very common in admin: chase up an invoice, chase up a supplier, chase someone up for their timesheet. Often just chase: "I'll chase them." American English prefers follow up. A polite chasing email often starts "Just following up on..."
Examples
Could you chase up the hotel? We still haven't had the booking confirmation.
I've chased up three people for their timesheets this morning.
Common phrases
chase up an invoice · chase someone up · chase up a supplier · chasing email
Ten questions from this glossary. Pick the right meaning for each term and see your score.
How to learn office & administration vocabulary
Learn the phone phrases as complete sentences: "Could you hold the line, please?", "I'll put you through" and "Can I take a message?" Practise them aloud until you can say them without thinking.
Read real office texts in English, such as meeting minutes, memos, booking confirmations, invoices, expense policies and out-of-office replies, and notice which words and set phrases come up again and again.
Practise saying dates, times, phone numbers and email addresses aloud, and learn to spell names with a phonetic alphabet (A for Alpha, B for Bravo). Mistakes here cause missed meetings and lost messages.
Watch out for words that look alike but mean different things: stationery and stationary, receipt and recipe, agenda and diary. Keep a short list of the ones that confuse you.
Notice the difference between British and American office words, such as diary and calendar, post and mail, or holiday and vacation, and use the one your company or client uses.
Frequently asked questions
What is the difference between an agenda and the minutes of a meeting?
The agenda is written before the meeting and lists the topics that will be discussed, in order. The minutes are written during or after the meeting and record what was discussed, what was decided and who will do what. You send out the agenda in advance and circulate the minutes afterwards.
How do I answer the office phone professionally in English?
Give a greeting, the company or department name and your name, then offer help: "Good morning, Brightline Logistics, Elif speaking. How can I help you?" If the caller wants someone else, ask "May I ask who's calling?" and then either put them through or offer to take a message.
What is the difference between cc and bcc?
People in the cc field receive a copy of the email, and everyone can see that they received it. People in the bcc field also receive a copy, but the other recipients cannot see their addresses. Use bcc when you email a large group of people who do not know each other, so you do not share their addresses.
Is "secretary" still used in English offices?
It is still understood, but job titles today are usually administrative assistant, personal assistant (PA), executive assistant or office manager, depending on the level of the role. Secretary is still common in some official titles, such as company secretary, which is a senior legal and governance role, not an assistant job.
How do I write "Ekte gönderiyorum" in an English email?
The most common modern phrases are "I've attached the report" and "Please find the report attached." "Please find attached" is more formal. In a printed letter, write "Please find enclosed" for documents placed in the same envelope.
