Office supplies: making polite requests
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Think about these questions before listening. Share your ideas with a partner.
- Think about your current or last job or place of study. What was one piece of equipment or a supply that you couldn't work without? Why was it so important?
- Describe a time when something you needed for work (like a pen, a notebook, or even your computer) broke or ran out. What did you do?
- Imagine you need to ask your boss for a new, expensive chair because your old one is uncomfortable. How would you start that conversation to be polite?
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Asking for Office Supplies
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used to make polite requests in an office.
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Listen to the dialogue again and answer the questions.
01What is the first item Marco needs from Emma?
Sample answerMarco needs a spare pen because his has run out of ink.
02What does Emma notice about the office's supply of pens?
Sample answerShe notices that they are running low on pens in the stationery cupboard.
03Why does Marco ask where the spare printer paper is?
Sample answerHe needs more paper because the printer on his floor is out of action.
04What task does Emma ask Marco to do at the end of the conversation?
Sample answerShe asks him to ask reception to place an order for more office supplies.
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Key vocabulary
Vocabulary
These expressions will help you talk about office supplies and equipment more effectively.
Examples
To run out of (something) — to use all of a supply so that there is none left.
This is a common phrasal verb. You can say 'We are running out of printer ink' (it's almost gone) or 'We have run out of paper' (it's completely gone).
To be low on (something) — to have only a small amount of a supply left.
Use this phrase to warn someone before a supply is completely gone. It sounds proactive and responsible, for example: 'We're running low on coffee for the break room.'
To place an order — to make a formal request to buy goods from a company.
This is a standard business collocation. You 'place an order for' something. For example: 'Could I place an order for more notebooks and pens?'
Out of action — not working or not able to be used.
This is a common, slightly informal way to say a piece of equipment is broken. It's a good alternative to 'it doesn't work'. Example: 'The main photocopier is out of action today.'
Stationery cupboard — a closet or cupboard where office supplies like pens and paper are kept.
This is a useful compound noun. In American English, you might hear 'supply closet' more often. Knowing this term makes your request more specific.
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Vocabulary for ordering supplies
Learn some useful words and phrases for getting what you need at work.
Match each word or phrase on the left with its correct definition on the right.
Drag or click to match
Definitions
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Grammar: Making polite requests with 'could' and 'would'
Grammar
When we ask for something at work, it's important to be polite. We use modal verbs like 'could' and 'would' to make requests instead of direct commands. This makes our requests sound more professional and respectful.
Examples
Could you please order some more printer ink for the marketing team?
Using 'Could you...?' is a common and polite way to ask someone to do something.
Would you mind helping me move this box of paper?
After 'Would you mind...?', we use the -ing form of the verb (e.g., helping).
I was wondering if you could get me a new keyboard.
This is a very indirect and polite way to make a request, especially for something bigger.
Key points
- 'Could you...?' and 'Would you...?' are more polite than 'Can you...?' in a formal setting.
- Always use the base form of the verb after 'could you' or 'would you' (e.g., 'Could you order...').
- Avoid using direct commands like 'I want a new monitor' as it can sound rude.
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Find the mistake
Read the sentences below about requesting office supplies.
Each sentence contains one error. Find and correct it.
01Would you mind to help me find the stationery cupboard?
Corrected version
Would you mind to help helping me find the stationery cupboard?
02I'm afraid we have run out from printer paper.
Corrected version
I'm afraid we have run out from of printer paper.
03Could you make an order for more pens and notebooks?
Corrected version
Could you make place an order for more pens and notebooks?
04The scanner has been out of an action since last Tuesday.
Corrected version
The scanner has been out of an action since last Tuesday.
05We are very low in A4 paper, so we need to order some soon.
Corrected version
We are very low in on A4 paper, so we need to order some soon.
06Could I to have a new keyboard, please? This one is broken.
Corrected version
Could I to have a new keyboard, please? This one is broken.
07The new monitors we ordered is arriving tomorrow afternoon.
Corrected version
The new monitors we ordered is are arriving tomorrow afternoon.
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Useful phrases: asking a colleague for supplies
Vocabulary
In an office, you often need to ask a colleague for a small item like a pen or some paper. These phrases will help you ask politely and naturally without interrupting their work too much.
Examples
''Sorry to bother you, but do you happen to have a spare pen?'' — a polite way to interrupt someone and make a small request.
Register: neutral. 'Do you happen to have...' is a softer and more polite way to ask 'Do you have...'. Use this with colleagues you know.
''I was wondering if you knew where the spare printer paper is.'' — a very indirect way to ask for the location of a supply.
Register: neutral/slightly formal. This is great for asking a manager or someone you don't know well. You are asking for information, not the item itself.
''I can't seem to find any staples. Have you seen them anywhere?'' — explains that you've already looked before asking for help.
Register: neutral. This phrase shows you have already made an effort. It's a good way to start a conversation about a missing supply.
''It looks like we're running low on sticky notes. Should I mention it to someone?'' — for noticing a general supply issue and suggesting action.
Register: neutral. Use this when a supply is low for the whole team, not just for you. It shows you are being helpful and proactive.
''No worries, thanks for checking anyway.'' — a friendly way to respond when someone cannot help you.
Register: neutral/informal. This ends the conversation politely and positively, even if you didn't get what you needed.
''Brilliant, you're a lifesaver! Thanks a million.'' — an enthusiastic way to thank someone who has helped you.
Register: informal. Best for colleagues you have a good relationship with. 'Lifesaver' is a common expression for someone who helps you with a problem.
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Requesting new office supplies
Read the short email to an office manager about office supplies.
Fill in each blank with the correct word or phrase from the word bank.
Word bank
Hi Alex, I'm just writing to let you know that we are very on A4 paper. I checked the , but it's completely empty. I'm worried we will of it by tomorrow afternoon. Also, the main office printer is again because it needs new ink. Could you please for more paper and some black ink cartridges as soon as possible? Thanks!
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- In your country or experience, how do companies usually manage office supplies? Is there a stationery cupboard for everyone, or must employees place an order for everything? Which system do you prefer?
- Some people believe employees should be free to place an order for any supplies they need. Others think managers must approve every request to control costs. What are the pros and cons of each system?
- Imagine your main office printer is out of action and you're low on ink for the small backup printer. You have an important report due soon. What's the most polite and effective way to explain the situation to your manager and request a solution?