Office & Administration Vocabulary: 208 Key English Terms

A person who does the daily office tasks of a team or company, such as answering calls, managing calendars, filing documents and ordering supplies.

The forms, letters, records and other documents that must be prepared, completed or checked as part of a job or process.

Short for administration: the everyday organising work of an office, such as emails, filing, scheduling, forms and keeping records up to date.

The person responsible for the smooth running of an office, including facilities, supplies, admin staff, office budgets and contact with suppliers.

An assistant who works for one senior person, managing their calendar, emails, travel and meetings and often handling private or confidential matters.

To decide which tasks are the most important or urgent and deal with them first.

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.

A machine or dispenser in an office that provides drinking water, often cold and sometimes hot as well.

A room at work where employees can rest, eat, make drinks, or take short breaks.

A person who supports a work team by handling schedules, documents, calls, and routine administrative tasks.

Coordinating the buildings, equipment and support services that keep a workplace usable and safe.

Entering information from source documents into a computer system in a structured form.

Typing with trained finger movements without looking at the keyboard.

A machine that makes paper copies of documents; most office models can also print, scan and send documents by email.

A machine connected to a computer or network that puts text and images from digital files onto paper.

Paper, envelopes, pens, staples, folders and other writing materials used in an office; also paper printed with a company's name and logo.

To copy a paper document or photo into a computer using a scanner or a multifunction printer, so that it becomes a digital file.

Everyday items an office needs to work, such as paper, pens, toner, folders, staples and sometimes kitchen items like coffee and tea.

A flat paper cover used to send a letter or document by post, with space for the recipient's address on the front.

A machine that cuts paper into very small strips or pieces so that confidential documents cannot be read.

A small tool that joins sheets of paper together by pushing a thin piece of bent metal, called a staple, through them.

The fine powder that laser printers and photocopiers use instead of ink to print text and images; it comes in a replaceable cartridge.

A problem in which paper gets stuck inside a printer or photocopier, stopping it from working until the paper is removed.

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.

A small bent piece of metal or plastic used to hold several sheets of paper together without stapling.

A smooth board for writing notes or diagrams with special markers and erasing them easily.

A small metal office clip with fold-down handles, used to hold a thick stack of papers together without stapling.

A small office tool used to make round holes in sheets of paper so they can go into a folder or binder.

A stand with large paper sheets that can be turned over, used for notes, diagrams, and group presentations in meetings or training.

A small device that prints sticky labels for files, shelves, cables, boxes, and other office items.

A small tool that pulls metal staples out of sheets of paper.

A machine that seals paper between protective layers of plastic.

A replaceable container of liquid ink used by an inkjet printer.

Printing on both sides of a sheet, automatically or by feeding the paper through again.

To arrange printed pages into complete sets in the correct page order.

A machine that prints a paid-postage mark on envelopes or postal labels.

Coated paper that transfers writing pressure to sheets below, producing copies without a separate carbon sheet.

To put a document in its correct place, such as a folder, cabinet or computer system, so that it can be found again easily.

A piece of written, printed or electronic material that gives information or official proof of something, such as a contract, report or certificate.

A document with spaces where you write or type information, used to apply for something, request something or record details in a standard way.

To complete a form or document by writing the required information in the empty spaces.

A cover or container for keeping papers together, or a named place on a computer where files are stored.

A piece of office furniture with deep drawers for storing papers and files in order, often with a lock.

A version of a document printed on paper, as opposed to an electronic version stored on a computer.

Private and meant to be seen only by certain people, such as salary details, contracts or personal information about staff and clients.

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.

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.

A digital system for storing, organising, finding, sharing, and controlling versions of business documents.

The system of storing and organizing documents electronically so they can be found, shared, and archived easily.

The process of organizing and storing printed documents in physical folders, drawers, or cabinets for later use.

The practice or policy of keeping business records for a set period before archiving or destroying them.

To remove or conceal selected information in a document before sharing it.

A copy that an authorised person has confirmed matches the original document.

A signature written by hand in ink on a physical document.

To add a second signature to a document already signed by another person, confirming or approving it.

To mark a document with the first letters of your name, often to acknowledge a page or alteration.

To replace an earlier document or instruction so that the newer one applies instead.

A date-organised filing system that brings documents or tasks back to attention when action is due.

A pointer in one document or section directing the reader to related information elsewhere.

To arrange for a meeting, call or task to happen at a particular date and time, and usually to add it to a calendar.

An arranged time to meet someone or visit a place, for example to see a client, a doctor or a manager.

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.

The latest date or time by which a piece of work must be finished, a document submitted or a payment made.

To arrange and reserve something in advance, such as a meeting room, a flight, a hotel room, a table or a person's time.

To change the date or time of a planned meeting, appointment or event to a new one.

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.

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.

To move a meeting, event or task to a later date or time than planned.

Having two meetings or appointments arranged for the same time, or describing a room reserved for two groups at once by mistake.

A fixed period of time in a schedule that is available for, or given to, a particular meeting, call, visit or activity.

To add a meeting or appointment to a calendar provisionally, knowing that it may still change or need to be confirmed.

A book or digital calendar used to record appointments, meetings, reminders, and planned activities by date and time.

A quick review of calendars, rooms, or resources to see whether they are free at a certain time.

The act of reserving a meeting room or other space for a specific time, purpose, and group.

A calendar invitation or formal request asking one or more people to attend a meeting at a specific time.

A meeting arranged to repeat according to a regular pattern, such as the second Tuesday of each month.

Arranged one immediately after another with no scheduled break between them.

A request on an invitation asking the recipient to say whether they will attend.

An internal phone number connected to a company's main line, which lets callers reach a particular person or desk.

To keep a caller waiting on the line for a short time, usually while you check something or find the right person.

To connect a caller to the person or department they want to speak to by transferring the call.

To write down information from a caller for someone who is not available, such as the caller's name, number and reason for calling.

A system that records phone messages when the person you call does not answer; also a message recorded in this way.

To phone someone again, or to return a call from someone who tried to phone you earlier.

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.

To end a phone call by putting the phone down or pressing the button that ends the call.

A phrase meaning that the phone you are calling is already in use, so the call cannot be connected right now.

The central phone system of an organisation, or the team that answers the main number and connects callers to the right extension.

A phone feature that shows the caller’s number or name before you answer, helping staff identify incoming calls.

A telephone connection that uses a fixed wire system in a building, not a mobile network.

The action of moving a phone call from one person, line, or department to another.

Information written down or recorded from a phone call for someone who was unavailable at the time.

The steady telephone sound indicating that a line is ready for a number to be dialled.

A phone device or mode that plays a call through a loudspeaker so people can speak without holding the handset.

A telephone feature that alerts someone already on a call that another caller is trying to reach them.

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.

The desk near the entrance of an office, hotel or clinic where visitors are greeted and helped; also the staff who work there.

To write your name, or register electronically, when you arrive at a building, so there is a record of who is on site.

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.

A person or company that collects and delivers parcels and documents quickly and directly, often on the same day.

To lead a visitor into a room or office where the person they are meeting is waiting.

To write your signature to confirm that you have received a parcel, letter or delivery.

Letters and parcels that are sent and delivered by the postal service; also the postal system itself.

Letters or packages that an office is sending out, usually collected for posting or courier pickup.

A paper or printed form where visitors or attendees write their names and arrival details.

A postal service that records mailing and delivery, usually requiring signatures for safer handling of important items.

An item or group of items wrapped or boxed together for delivery by post or courier.

The space near the entrance where visitors arrive, wait, ask for help, and are directed to the right person or room.

The office area where incoming and outgoing mail and parcels are received, sorted, prepared, and distributed.

Letters, parcels, and other postal items that arrive at an office from outside senders.

A postal instruction to send an undeliverable or refused item back to the person who posted it.

The charge paid to have letters or parcels carried by the postal service.

An official postal mark applied to an item, usually showing where and when it entered the postal system.

A strap worn around the neck to hold an identification card, badge or small item.

A detailed plan of a journey, listing flights, trains, hotels, meetings and times in order, usually prepared before a business trip.

A place to stay, such as a hotel room or serviced apartment, especially one arranged for someone on a business trip.

A message or document from a hotel, airline or other provider that confirms a reservation and gives its details and reference number.

The money spent on a business trip, such as transport, hotels, meals and visas, which the company normally pays or pays back.

Transport arranged to take a traveller between the airport and their hotel or meeting place, such as a pre-booked taxi, car or shuttle.

The arrangement of renting a car from a rental company for a short time, for example during a business trip.

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.

A company's written rules about booking, paying for, and claiming costs for business travel.

The arrangement of transport and sometimes accommodation for a work trip, usually through a company system or agent.

A plan showing travel times, transport details, and key appointments for a business trip or journey.

Money given to an employee before a work trip to cover expected expenses, normally accounted for afterwards.

An airline itinerary whose outbound destination and return departure point differ, or whose initial departure and final arrival point differ.

An overnight flight that typically departs late in the evening and arrives the following morning.

A payment based on the distance an employee drives their own vehicle for work.

A list of the topics to be discussed at a meeting, in the order they will be discussed, usually sent to participants beforehand.

The official written record of a meeting, listing who attended, what was discussed, what was decided and which actions were agreed.

A short written message sent inside an organisation to give information, announce a change or ask staff to do something.

A room in an office used for meetings, usually with a table, chairs and a screen, which staff book in advance.

A task agreed at a meeting, with a person responsible for it and usually a date by which it must be done.

To send a document, such as an agenda, minutes or a memo, to all the people who need to see it.

To lead a meeting by following the agenda, keeping discussion on track, giving people a turn to speak and making sure decisions are reached.

Short for any other business: the last item on a meeting agenda, when people can raise topics that were not listed.

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.

A call in which participants can see and hear each other live through phones or computers over the internet.

A ready-made document layout for recording meeting details, discussion points, decisions, and action items in a consistent way.

A single subject planned for discussion or decision during a meeting.

The minimum number of eligible members who must be present for a meeting to conduct specified business validly.

To formally support putting another person's proposal before a meeting for consideration under its procedure.

An agenda section for following up relevant issues from the minutes of an earlier meeting.

A vote used by an authorised chair or designated person to decide an otherwise tied result.

A vote cast by an authorised person on behalf of an eligible member who is not voting personally.

A collection of agendas, reports and supporting papers prepared for a board meeting.

A file, such as a document, spreadsheet or photo, that is sent together with an email.

Short for carbon copy: to send a copy of an email to someone for information, or the field where you put their address.

To answer an email by sending your reply to the sender and to everyone else who received the original message.

An automatic email reply that tells people you are away, until when, and who to contact instead.

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.

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.

Short for blind carbon copy: an email field for recipients whose addresses the other recipients cannot see.

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.

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.

The address where a person or organisation receives letters, parcels, and other postal deliveries.

The greeting at the beginning of a letter or email, such as addressing the reader by name or title.

An email sent after an earlier message, meeting, or action to remind, confirm, clarify, or request a response.

A new address used to send mail on to a person or office after they have moved from the previous address.

A company's preferred rules for wording, spelling, formatting, tone, and layout in written communication.

To answer a message, question, or request in speech or writing.

A series of connected email messages on the same subject, shown together in date order.

A conventional courteous phrase placed before the sender's name at the end of a letter or email.

A notification reporting that an email was opened or marked as read by the recipient's email system.

An email-system notification that a message was delivered to its destination, without confirming it was read.

A reusable block of sender details added at the end of an email.

A saved group of recipient addresses used to send one message to all members.

Short for for the attention of, used to direct a letter or message to a particular person or team.

A computer document organised in rows and columns, used to store lists, calculate numbers and track things such as budgets, stock or schedules.

A storage space on a company network or in the cloud where colleagues save, open and edit the same files.

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.

To enter your username and password, or pass another security check, so that you can start using a computer system, website or app.

The team or service that employees contact when they have problems with computers, software, phones or other IT equipment.

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.

A word-processing feature that creates many personalised letters, emails or labels by combining one template with a list of names and addresses.

Software used to host online meetings, with tools such as video, audio, screen sharing, chat, and participant controls.

A screen view that shows how a document will look on paper before you print it.

The way text, images, margins, and spacing are arranged on a printed or digital page.

Software for creating, editing, formatting, and printing text documents such as letters, reports, and meeting notes.

A computer program used to organise data in rows and columns, calculate figures, and create charts.

Short for optical character recognition, technology that converts text in scanned pages or images into machine-readable characters.

A document-editing feature that records insertions, deletions and other revisions for review.

A boundary that starts a new document section whose layout or numbering can differ from the preceding section.

A document instruction that starts the following content on a new page.

A text-editing function that searches for specified text and substitutes other text in selected or all matches.

To keep selected spreadsheet rows or columns visible while scrolling through the rest of the sheet.

Rules that check whether entered data meets specified conditions, such as an allowed list or number range.

The selected part of a spreadsheet designated to appear in printed output.

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.

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.

A piece of paper or email that proves you have paid for something, showing what you bought, the amount and the date.

To pay back money to someone who has spent their own money on something for work, usually after they show receipts.

The paid days off work that an employee is entitled to each year for holidays and rest.

A record, on paper or in software, of the hours an employee has worked each day, sometimes split by project or client.

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.

An official document a company sends to a supplier to order goods or services, listing the items, quantities, prices and an order number.

To give official approval for something, such as an invoice, an expense claim, a budget or a document, often by signing it.

To contact someone again to remind them about something they have not done yet, such as replying, paying or sending a document.

A formal rule or guideline that explains how staff should act or how office procedures should be followed.

The ordered set of steps used to complete a task or process from start to finish in a workplace.

The ordered process that sends a request or document to the right people for review and formal approval.

An internal document asking permission to buy goods or services before a purchase order is issued.

A cash-control system in which a fund is replenished by the amount properly spent to restore an agreed fixed balance.

Checking an invoice against its purchase order and goods-receipt record before approving payment.

A person formally permitted to sign specified documents on behalf of an organisation.

Dividing key stages of a process among different people so one person cannot control the whole transaction.

An internal record of goods actually received from a supplier, including quantities and discrepancies.

A purchase order covering repeated purchases from a supplier over an agreed period within set terms or limits.