Build practical office administrator vocabulary for scheduling, documents, calls, meetings, supplies, HR, finance, visitors and daily office work.
This office administrator vocabulary set brings together the English words and phrases used to keep a workplace organized and running smoothly. It covers office roles, rooms and equipment, calendars, meetings, phone calls, email, documents, filing, supplies, purchasing, invoices, business travel, HR, safety and data protection. The set is useful for administrative assistants, receptionists, office managers, job applicants and learners preparing to work in an English-speaking office. Study one section at a time, begin with the most common categories, and review the example sentences and audio on the page. Then practise actively: write a short email, schedule a meeting, explain a filing task, handle a sample phone call or describe a typical working day. Revisit difficult sections with spaced repetition and use the phrases in realistic workplace situations instead of memorizing isolated words.
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Job titles and common terms for employees, colleagues, clients, visitors and other people in office work.
office administratorˈɔːfɪs ədˌmɪnɪˈstreɪtər
a person who organizes daily office work, records, schedules, and communication.
administrative assistantədˈmɪnɪstrətɪv əˈsɪstənt
a person who supports an office or manager by handling tasks such as emails, documents, scheduling, and filing.
receptionistrɪˈsepʃənɪst
a person who welcomes and helps visitors
office managerˈɔːfɪs ˈmænɪdʒər
a person who is responsible for running an office and supervising its administrative work.
executive assistantɪɡˈzekjətɪv əˈsɪstənt
a person who provides high-level administrative support to a senior manager or executive.
personal assistantˈpɜːrsənəl əˈsɪstənt
a person who helps one specific person with work tasks, appointments, communication, and sometimes personal arrangements.
front desk officerˌfrʌnt ˈdesk ˈɔːfɪsər
a person who works at the main reception desk and helps visitors, callers, and staff.
clerkklɜːrk
a person who does routine office work such as keeping records, filing papers, or serving customers.
secretaryˈsekrəteri
a person who works in an office, writes and organizes documents, answers calls, and arranges meetings.
coordinatorkoʊˈɔːrdɪneɪtər
a person who organizes people, tasks, or events so that they work well together
administratorədˈmɪnɪstreɪtər
a person who manages an organization, office, system, or service
managerˈmænɪdʒər
a person responsible for controlling a business, department, team, or similar organization
supervisorˈsuːpərvaɪzər
a person whose job is to watch, direct, or check the work or behavior of other people.
directordəˈrektər
a senior manager who controls a company, department, or important area of work.
employeeɪmˈplɔɪiː
a person who is paid to work for another person or an organization
colleagueˈkɑːliːɡ
a person you work with, especially in a professional job.
coworkerˈkoʊˌwɜːrkər
a person who works with you in the same workplace.
clientˈklaɪənt
a person or company that receives professional services from a business.
customerˈkʌstəmər
a person or organization that buys, receives, or may buy goods or services from a business.
visitorˈvɪzɪtər
a person who goes to see a person, place, or event for a short time
guestɡest
a customer staying at or using a hotel, restaurant, or similar service.
staff memberˈstæf ˌmembər
a person who works for a business or organization
team memberˈtiːm ˌmembər
a person who belongs to a group working together.
contact personˈkɑːntækt ˈpɜːrsn
the specific person to communicate with about a particular matter, company, or account.
account managerəˈkaʊnt ˈmænɪdʒər
a company employee who manages the relationship with a particular customer or client account.
Words for teams, departments, offices and reporting relationships within an organization.
departmentdɪˈpɑːrtmənt
a section of a company, organization, government, or school responsible for particular work
teamtiːm
a group of people who work together to achieve the same goal.
head officeˌhed ˈɒfɪs
the main office of a company or organization, where central management is based.
branch officeˈbrɑːntʃ ˌɒfɪs
a local office of a company or organization that is separate from the head office.
staff directorystæf dəˈrektəri
a list of employees in an organization, usually with their roles and contact details.
organization chartˌɔːrɡənəˈzeɪʃən tʃɑːrt
a diagram that shows the structure of an organization and who reports to whom.
org chartˈɔːrɡ tʃɑːrt
an informal short form of organization chart: a diagram showing company structure and reporting lines.
department headdɪˈpɑːrtmənt hed
the manager in charge of a department in an organization.
line managerlaɪn ˈmænɪdʒər
the manager who directly supervises an employee's daily work.
direct reportdəˈrekt rɪˈpɔːrt
an employee who is directly managed by a particular manager.
Everyday administrative tasks, priorities, routines, handovers and actions used to keep office work moving.
data entryˈdeɪtə ˈentri
the work of putting information into a computer system or database.
typingˈtaɪpɪŋ
the activity of writing text by pressing keys on a keyboard.
word processingˈwɜːrd ˌprɑːsesɪŋ
the use of computer software to create, edit, format, and print text documents.
office coordinationˈɔːfɪs koʊˌɔːrdɪˈneɪʃən
the work of organizing daily office activities, communication, supplies, and support so the office runs smoothly.
administrative supportədˈmɪnɪstreɪtɪv səˈpɔːrt
office help with tasks such as scheduling, filing, communication, data entry, and document preparation.
clerical workˈklerɪkəl wɜːrk
administrative office work such as filing, typing, answering calls, and handling records.
office dutiesˈɔːfɪs ˈduːtiz
the regular responsibilities and tasks done in an office job.
daily tasksˈdeɪli tæsks
work activities that need to be done every day.
routine taskruːˈtiːn tæsk
a regular task that is done often and usually in the same way.
urgent taskˈɜːrdʒənt tæsk
a task that must be done very soon because it is important or time-sensitive.
priority taskpraɪˈɔːrəti tæsk
a task that is more important than others and should be done first.
task listtæsk lɪst
a list of jobs or activities that need to be done.
to-do listtə ˈduː lɪst
a list of things that someone plans or needs to do.
workflowˈwɜːrkfloʊ
the order and way in which work moves from one step or person to the next.
processˈprɑːses
a series of actions or steps used to achieve a result.
procedure manualprəˈsiːdʒər ˈmænjuəl
a document or book that explains the official steps for doing workplace tasks.
standard operating procedureˈstændərd ˈɑːpəreɪtɪŋ prəˈsiːdʒər
an official written method for doing a routine task in the same approved way every time.
SOPˌɛs oʊ ˈpiː
an abbreviation for standard operating procedure, an official written method for doing a routine task.
handover notesˈhændoʊvər noʊts
written information left for another worker about current tasks, issues, and what needs to be done next.
shift handoverʃɪft ˈhændoʊvər
the transfer of information and responsibility from one work shift to the next.
coverageˈkʌvərɪdʒ
arrangement for enough staff to be available to do the required work.
arrangeəˈreɪndʒ
to put things in a neat, useful, or planned order.
handle paperworkˈhændəl ˈpeɪpərwɜːrk
to deal with forms, documents, and other office papers.
track deadlinestræk ˈdedlaɪnz
to follow and record due dates so tasks are completed on time.
prioritize taskspraɪˈɔːrətaɪz tæsks
to decide which tasks are most important and should be done first.
multitaskˈmʌltiˌtæsk
to work on more than one task at the same time or switch quickly between tasks.
delegateˈdelɪɡeɪt
to give a task, duty, power, or responsibility to another person
manageˈmænɪdʒ
to organize and control people, work, or resources to achieve a goal.
monitorˈmɑːnɪtər
to watch or check something regularly to see how it changes or develops.
tracktræk
to follow the progress or location of an order, shipment, issue, or task.
recordrɪˈkɔːrd
to write down or enter information so it is kept for future use.
loglɔːɡ
to enter information into a system or record, especially details of an action or event.
documentˈdɑːkjument
to record or support something with written, photographic, or other evidence
prioritizepraɪˈɔːrətaɪz
to decide which tasks or problems are most important and should be done first.
office administrationˈɔːfɪs ədˌmɪnɪˈstreɪʃn
the work of organizing and managing the records, communication, and support tasks of an office.
administrative taskədˈmɪnɪstrətɪv tæsk
a specific piece of office work that supports the organization, such as filing, scheduling, or data entry.
administrative processədˈmɪnɪstrətɪv ˈprɑːses
a series of office steps used to complete or manage an administrative activity.
administrative dutyədˈmɪnɪstrətɪv ˈduːti
an office responsibility that a person is expected to perform as part of their job.
administrative procedureədˈmɪnɪstrətɪv prəˈsiːdʒər
an official set of steps that staff must follow to complete an administrative task correctly.
office routineˈɔːfɪs ruːˈtiːn
the regular activities and tasks that are done in an office every day or week.
daily operationsˈdeɪli ˌɑːpəˈreɪʃnz
the normal activities needed to keep an organization or office running each day.
office operationsˈɔːfɪs ˌɑːpəˈreɪʃnz
the activities and systems that make an office function effectively.
business operationsˈbɪznəs ˌɑːpəˈreɪʃnz
the regular activities, processes, and systems that keep a company working.
Words and actions for arranging appointments, calendars, rooms and reservations.
calendarˈkælɪndər
a system or tool for showing dates, days, weeks, and planned events.
scheduleˈskedʒuːl
a plan that shows when work, events, or tasks will happen.
appointmentəˈpɔɪntmənt
an arrangement to meet someone at a particular time, especially a professional such as a doctor
availabilityəˌveɪləˈbɪləti
the state of being free, present, or ready for use, especially the times when someone can meet or work
time slotˈtaɪm slɑːt
a fixed period of time scheduled for a meeting, appointment, or activity.
appointment bookəˈpɔɪntmənt bʊk
a book or calendar used to record scheduled meetings and appointments.
bookingˈbʊkɪŋ
an arrangement to reserve a table, room, ticket, or service for a particular time.
reservationˌrezərˈveɪʃən
an arrangement made in advance to keep a room, table, seat, or service available for someone
room bookingˈruːm ˌbʊkɪŋ
an arrangement to reserve a meeting room or other room for a particular time.
calendar inviteˈkælɪndər ˌɪnvaɪt
an electronic invitation that adds a meeting or event to someone’s calendar.
schedulingˈskedʒuːlɪŋ
the work of planning dates and times for meetings, tasks, or activities.
appointment settingəˈpɔɪntmənt ˈsetɪŋ
the work of arranging specific times for people to meet or receive a service.
calendar managementˈkælɪndər ˈmænɪdʒmənt
the work of organizing and updating a person’s or team’s calendar of meetings, deadlines, and events.
scheduleˈʃedjuːl
to arrange for something to happen at a particular time.
rescheduleˌriːˈʃedjuːl
to arrange for an event to happen at a different time or date
cancelˈkænsl
to decide that a planned event, booking, or order will not happen
postponepəˈspəʊn
to delay an event or action until a later time or date.
bookbʊk
to arrange and keep a place, table, room, or service for a future time.
reserverɪˈzɜːrv
to arrange for a place, item, or service to be kept for someone to use later
coordinatekəʊˈɔːdɪneɪt
to organize people, tasks, or activities so they work together effectively.
set up a meetingset ʌp ə ˈmiːtɪŋ
to arrange a meeting by choosing the time, place, and participants.
book a roombʊk ə ruːm
to arrange in advance to stay in a hotel room.
send an invitationsend ən ˌɪnvɪˈteɪʃən
to give or email someone a request to attend an event or meeting.
confirm attendancekənˈfɜːrm əˈtendəns
to say officially that you will be present at an event or meeting.
check availabilitytʃek əˌveɪləˈbɪləti
to find out whether a room, service, or date is free to be booked.
manage a calendarˈmænɪdʒ ə ˈkæləndər
to organize and update someone’s schedule of appointments, meetings, and events.
appointment confirmationəˈpɔɪntmənt ˌkɒnfərˈmeɪʃən
a message or document that verifies the date, time, and details of a planned meeting or visit.
booking confirmationˈbʊkɪŋ ˌkɒnfərˈmeɪʃən
a message or document showing that a reservation has been accepted.
People, formats, records and follow-up terms used for meetings, training and business events.
meetingˈmiːtɪŋ
an event where people come together to discuss or decide something.
conference callˈkɑːnfərəns kɔːl
a phone call in which three or more people in different places can talk together.
video callˈvɪdioʊ kɔːl
a call using a phone or computer where people can see and hear each other.
webinarˈwebɪnɑːr
an online seminar or presentation where people watch, listen, and sometimes ask questions.
training sessionˈtreɪnɪŋ ˈseʃən
a planned period of instruction where people learn or practice job skills.
agendaəˈdʒendə
a list of topics or tasks to be discussed or done at a meeting.
minutesˈmɪnɪts
an official written record of what was discussed and decided at a meeting.
meeting notesˈmiːtɪŋ noʊts
informal written notes about the main points, decisions, and tasks from a meeting.
action itemˈækʃən ˌaɪtəm
a specific task agreed in a meeting that someone must do after it.
deadlineˈdedlaɪn
the latest time or date by which something must be finished.
reminderrɪˈmaɪndər
a message or signal that helps you remember to do something.
notificationˌnoʊtɪfɪˈkeɪʃən
an official or automatic message that informs someone about something.
invitationˌɪnvɪˈteɪʃən
a message asking someone to attend an event or meeting.
RSVPˌɑːr es viː ˈpiː
a request to reply to an invitation and say whether you will attend.
attendeeəˌtenˈdiː
a person who is present at a meeting, event, or conference.
participantpɑːrˈtɪsɪpənt
a person who takes part in an activity
hosthoʊst
a person who welcomes, receives, or looks after guests at an event, home, restaurant, or similar place.
organizerˈɔːrɡənaɪzər
a person who plans and arranges an event, meeting, or activity.
chairpersonˈtʃerˌpɜːrsən
the person in charge of leading a meeting or committee.
recurring meetingrɪˈkɜːrɪŋ ˈmiːtɪŋ
a meeting that is scheduled to happen regularly, such as every week or every month.
one-on-one meetingˌwʌn ɑːn ˈwʌn ˈmiːtɪŋ
a meeting between two people, often a manager and an employee.
team meetingˈtiːm ˈmiːtɪŋ
a meeting for members of the same team to discuss work, plans, or problems.
staff meetingˈstæf ˈmiːtɪŋ
a meeting for the people who work at an organization or workplace.
board meetingˈbɔːrd ˈmiːtɪŋ
a formal meeting of a company’s board of directors to make important decisions.
conferenceˈkɑːnfərəns
a large formal meeting where people discuss a particular subject, often over one or more days.
eventɪˈvent
a planned occasion such as a meeting, conference, or ceremony.
seminarˈsemɪnɑːr
a meeting where people learn about a subject through discussion or a presentation.
workshopˈwɜːrkʃɑːp
a meeting where people learn practical skills
meeting coordinationˈmiːtɪŋ koʊˌɔːrdɪˈneɪʃən
the work of organizing the details of a meeting, such as time, place, participants, agenda, and materials.
event planningɪˈvent ˈplænɪŋ
the work of organizing an event by arranging the place, schedule, people, services, and materials needed.
follow upˈfɑːloʊ ʌp
to contact someone or take further action after an earlier communication or event.
take minutesteɪk ˈmɪnɪts
to write official notes of what is discussed and decided in a meeting.
Terms for workplace email, formal letters, memos, announcements and other written messages.
emailˈiːmeɪl
a message sent electronically from one computer or phone to another.
inboxˈɪnbɑːks
the folder in an email account where new received messages appear.
outboxˈaʊtbɑːks
the folder in an email account where messages wait before they are sent.
draftdræft
an unfinished email or document saved before it is sent or finalized.
attachmentəˈtætʃmənt
a file sent together with an email.
subject lineˈsʌbdʒekt laɪn
the short title of an email that shows what the message is about.
email threadˈiːmeɪl θred
a series of related email messages shown together as one conversation.
replyrɪˈplaɪ
a message sent as an answer to a previous message.
forwardˈfɔːrwərd
to send a letter, message, or other item on to another person or address.
CCˌsiː ˈsiː
a copy of an email sent to additional recipients whose addresses are visible to others.
BCCˌbiː siː ˈsiː
a copy of an email sent to hidden recipients whose addresses other recipients cannot see.
auto-replyˈɔːtoʊ rɪˌplaɪ
an email response sent automatically when a message is received.
email templateˈiːmeɪl ˈtemplət
a prewritten email format that can be reused for similar messages.
mail mergemeɪl mɜːdʒ
a process that creates many personalized letters or emails from one template and a list of recipients.
newsletterˈnjuːzˌletər
a regular email or printed report that gives news or information to a group of people.
memoˈmemoʊ
a short written message used inside an organization to share information.
noticeˈnoʊtɪs
a written or printed announcement that gives information or a warning
announcementəˈnaʊnsmənt
a spoken or written public statement that gives people important information
letterˈletər
a written message sent to a person, usually in an envelope.
cover letterˈkʌvər ˌletər
a letter sent with a job application that introduces you and explains why you want the job.
official letterəˈfɪʃəl ˈletər
a formal letter sent by a person or organization for business, legal, or administrative purposes.
reference letterˈrefərəns ˌletər
a letter that describes a person's skills, character, or work experience to support an application.
confirmation letterˌkɑːnfərˈmeɪʃən ˌletər
a letter that states that an arrangement, booking, order, or decision is definite and agreed.
apology letterəˈpɑːlədʒi ˌletər
a letter written to say sorry for a mistake, problem, or bad behavior.
thank-you noteˈθæŋk juː ˌnoʊt
a short written message that thanks someone for help, a gift, or a kind action.
cancellation noticeˌkænsəˈleɪʃən ˈnoʊtɪs
a message or document that informs someone that a meeting, booking, service, or agreement has been cancelled.
authorization letterˌɔːθərəˈzeɪʃən ˈletər
a letter that gives someone official permission to do something or act on another person’s or company’s behalf.
Phone vocabulary and communication actions for helping people, answering questions and resolving problems.
messageˈmesɪdʒ
a piece of information sent or given to someone.
voicemailˈvɔɪsmeɪl
a recorded phone message left when the person called cannot answer.
phone callˈfoʊn kɔːl
a conversation with someone using a telephone.
missed callˌmɪst ˈkɔːl
a phone call that you did not answer.
incoming callˌɪnkʌmɪŋ ˈkɔːl
a phone call that someone is making to your phone.
outgoing callˌaʊtɡoʊɪŋ ˈkɔːl
a phone call that you make from your phone to someone else.
callerˈkɔːlər
a person who makes a phone call.
call logˈkɔːl lɔːɡ
a list or record of phone calls made, received, or missed.
reception callrɪˈsepʃən kɔːl
a phone call answered or handled at a company's reception desk.
switchboardˈswɪtʃbɔːrd
a system or desk used to connect phone calls to the correct person or department.
extensionɪkˈstenʃən
a short internal phone number used to reach a specific person or department.
holdhoʊld
a waiting state during a phone call when the other person cannot hear you until the call continues.
transfertrænsˈfɜːr
to connect a phone call to another person, department, or extension.
callbackˈkɔːlbæk
a phone call made later in response to an earlier call or request.
back upbæk ˈʌp
to help someone by giving support when work is busy or difficult.
call handlingkɔːl ˈhændlɪŋ
the work of answering, directing, recording, or resolving phone calls in a professional setting.
customer serviceˈkʌstəmər ˈsɜːrvɪs
help and support that a company gives customers before, during, and after they buy or use its products or services.
client supportˈklaɪənt səˈpɔːrt
professional help given to clients to answer questions, solve problems, or assist with services.
sendsend
to cause a message, object, or document to go or be delivered to another person or place
receiverɪˈsiːv
to get something that someone sends or gives to you.
replyrɪˈplaɪ
to answer a message, email, question, or request.
respondrɪˈspɑːnd
to say, write, or do something as an answer or reaction.
notifyˈnoʊtɪfaɪ
to officially tell someone about something important.
informɪnˈfɔːrm
to give someone information about something.
remindrɪˈmaɪnd
to make someone remember something they need to do or know.
contactˈkɑːntækt
to communicate with someone by phone, email, message, or in person.
callkɔːl
to speak to someone by phone.
answerˈænsər
to reply to a question, message, or phone call.
screen callsskriːn kɔːlz
to check who is calling and decide whether to answer or pass the call on.
take a messageteɪk ə ˈmesɪdʒ
to write down or remember information from a caller for someone who cannot answer.
put on holdpʊt ɑːn hoʊld
to make a caller wait on the telephone before speaking to someone.
transfer a calltrænsˈfɜːr ə kɔːl
to connect a phone call to another person or department.
return a callrɪˈtɜːrn ə kɔːl
to phone someone back after they called you earlier.
answer inquiriesˈænsər ˈɪnkwəriz
to respond to questions or requests for information.
handle complaintsˈhændəl kəmˈpleɪnts
to deal with customers’ or visitors’ reports that something is wrong or unsatisfactory.
assistəˈsɪst
to help someone do something or make something easier to happen
supportsəˈpɔːrt
to give someone practical, emotional, financial, or physical help
communicatekəˈmjuːnɪkeɪt
to share or make known information, ideas, thoughts, or feelings
collaboratekəˈlæbəreɪt
to work together with one or more people to create or achieve something.
resolverɪˈzɑːlv
to find an answer or solution to a problem, complaint, or difficult situation
escalateˈeskəleɪt
to send an issue to a higher level of support or authority because it needs more attention.
interruptˌɪntəˈrʌpt
to stop someone or something briefly while they are speaking, working, or happening.
Actions and statuses for preparing, submitting, checking, approving, signing and revising documents.
signatureˈsɪɡnətʃər
a person’s written name or mark used to show agreement or prove identity.
approvaləˈpruːvəl
official permission to do something or agreement that something is acceptable.
authorization formˌɔːθəraɪˈzeɪʃən fɔːrm
a document that gives official permission for an action or payment.
signature lineˈsɪɡnətʃər laɪn
a line on a document where a person writes their signature.
stamp of approvalˌstæmp əv əˈpruːvəl
a sign that a person or authority accepts or supports something
reviewrɪˈvjuː
a careful check or examination of something to decide if it is correct, complete, or needs changes.
revisionrɪˈvɪʒən
a changed or improved version of a document, plan, or piece of work.
correctionkəˈrekʃən
a change that fixes a mistake in spoken or written work.
amendmentəˈmendmənt
a formal change made to a booking, document, or agreement.
approval processəˈpruːvl ˈprəʊses
the set of steps used to check something and officially accept or allow it.
authorized personˈɔːθəraɪzd ˈpɜːsn
a person who has official permission to do a specific action or make a decision.
stampstæmp
to mark a document with an official ink mark or seal.
approveəˈpruːv
to officially accept or allow something.
rejectrɪˈdʒekt
to officially refuse to accept or approve something.
submitsəbˈmɪt
to send a document, request, or information for review or approval.
processˈprəʊses
to deal with information, goods, or a payment according to a set procedure.
reviewrɪˈvjuː
to look at or study something again to check it or remember it better.
checktʃek
to examine or find out about something to make sure it is correct, safe, or acceptable
verifyˈverɪfaɪ
to check carefully that something is true, accurate, or valid.
confirmkənˈfɜːm
to say that information is correct
prepareprɪˈpeə
to make someone or something ready for use, an activity, an event, or eating
createkriˈeɪt
to make or produce something new.
draftdræft
to write the first version of a document before it is finished.
editˈedɪt
to change and improve a text before it is finished or published.
proofreadˈpruːfriːd
to read a text carefully to find and correct small errors before it is finished.
formatˈfɔːrmæt
to arrange the appearance and layout of a document or file.
finalizeˈfaɪnəlaɪz
to make the last changes to something so it is complete and ready to use.
collect documentskəˈlekt ˈdɑːkjumənts
to gather papers or digital files from different people or places.
complete a formkəmˈpliːt ə fɔːrm
to fill in all required information on a form.
sign a documentsaɪn ə ˈdɑːkjumənt
to write your name on a document to show agreement, approval, or responsibility.
stamp a documentstæmp ə ˈdɑːkjumənt
to put an official ink mark or seal on a document.
confidentialˌkɑːnfɪˈdenʃəl
intended to be kept private and shared only with authorized people.
sensitiveˈsensətɪv
needing careful handling because it is private, important, or could easily cause problems.
officialəˈfɪʃl
approved, made, or announced by a person or organization with authority.
internalɪnˈtɝːnl
inside a thing, place, body, or organization, rather than outside it.
externalɪkˈstɝːnl
on the outside of something, or coming from outside it.
signedsaɪnd
having a person's signature written on it to show agreement or approval.
unsignedˌʌnˈsaɪnd
not having a person's signature written on it.
attachedəˈtætʃt
included with an email or document as an extra file or item.
printedˈprɪntɪd
produced on paper by a printer or printing machine.
scannedskænd
copied from paper into a digital image or file using a scanner.
filedfaɪld
stored in an organized place or system so it can be found later.
archivedˈɑːrkaɪvd
stored permanently or for a long time as an official record.
sharedʃerd
made available for other people to use, see, or access.
restrictedrɪˈstrɪktɪd
limited to certain people, actions, places, or conditions.
authorizedˈɔːθəraɪzd
officially allowed to do something or use something.
unauthorizedʌnˈɔːθəraɪzd
not officially allowed or approved.
company sealˈkʌmpəni siːl
an official stamp or mark used by a company to authenticate documents.
Common office documents, reports, sheets, certificates and presentation materials.
documentˈdɑːkjumənt
a paper or digital file that contains information or serves as evidence
filefaɪl
a collection of related documents or information kept together so that it can be found easily
recordˈrɛkərd
a written or stored piece of information that is kept as evidence or for future use.
copyˈkɑːpi
a document, file, or object made to look the same as another one.
originaləˈrɪdʒənəl
the first real version of a document or item, not a copy.
hard copyˈhɑːrd ˌkɑːpi
a printed paper version of a document or file.
soft copyˈsɔːft ˌkɑːpi
an electronic version of a document or file, not printed on paper.
digital copyˈdɪdʒɪtəl ˌkɑːpi
a copy of a document, image, or file stored in electronic form.
paperworkˈpeɪpəwɜːk
documents and forms that must be completed as part of a job or process.
reportrɪˈpɔːrt
a spoken or written account that gives information about a situation, subject, task, or results
summaryˈsʌməri
a short version of a text, lesson, or talk that gives only the main points.
proposalprəˈpoʊzəl
a formal plan or suggestion offered for someone to consider or approve.
presentationˌprezənˈteɪʃən
a talk that gives information to an audience, often using slides.
slide deckˈslaɪd dek
a set of presentation slides used together to explain information or ideas.
certificatesərˈtɪfɪkət
an official document that proves a fact, qualification, achievement, or status.
licenseˈlaɪsəns
official permission, or the document that gives it, to do, use, or have something.
permitˈpɜːrmɪt
an official document that gives permission to do a particular activity or have something
ID cardˌaɪˈdiː kɑːrd
a card with personal information that proves who someone is.
badgebædʒ
a small card showing a person’s identity
checklistˈtʃekˌlɪst
a list of tasks or items to check off as they are completed.
logbookˈlɔːɡˌbʊk
a book or digital record where events, actions, or information are written in order by date or time.
create a reportkriˈeɪt ə rɪˈpɔːrt
to make a written or digital document that presents information, results, or progress.
prepare a presentationprɪˈper ə ˌprezənˈteɪʃən
to get slides, notes, or materials ready for speaking to an audience.
monthly reportˈmʌnθli rɪˈpɔːrt
a report prepared once a month to summarize information or results for that month.
weekly reportˈwiːkli rɪˌpɔːrt
a report prepared once a week to summarize information or results for that week.
status reportˈsteɪtəs rɪˈpɔːrt
a report that explains the current condition or stage of a task, project, or situation.
progress reportˈprɑːɡres rɪˈpɔːrt
a report that describes how much work has been completed and what remains to be done.
attendance reportəˈtendəns rɪˈpɔːrt
a report that shows who was present or absent during a work period, meeting, or event.
sales reportˈseɪlz rɪˈpɔːrt
a document showing how much was sold and how much money was earned from sales.
management reportˈmænɪdʒmənt rɪˈpɔːrt
a report prepared for managers to help them review performance and make decisions.
report templaterɪˈpɔːrt ˈtemplət
a ready-made report format that can be filled in with specific information.
data sheetˈdeɪtə ʃiːt
a document that gives key facts, figures, or technical details about a product, material, or process.
summary sheetˈsʌməri ʃiːt
a one-page document that gives the main points or totals from a longer document or set of information.
cover sheetˈkʌvər ʃiːt
the first page of a document that shows basic information such as the title, sender, recipient, or date.
fax cover sheetfæks ˈkʌvər ʃiːt
a page sent before a fax that gives details such as the sender, recipient, number of pages, and message.
approval sheetəˈpruːvəl ʃiːt
a document used to record who has reviewed and officially approved something.
routing slipˈruːtɪŋ slɪp
a form attached to a document that shows the people or departments it must be sent to for action or review.
insurance certificateɪnˈʃʊrəns sərˈtɪfɪkət
a document that proves an insurance policy exists and summarizes its coverage details.
Terms and actions for organizing, storing, labeling, backing up and sharing paper or digital files.
archiveˈɑːrkaɪv
a collection or place where old records or documents are stored for future use.
filing systemˈfaɪlɪŋ ˌsɪstəm
a planned way of arranging and storing documents so they can be found easily.
file nameˈfaɪl neɪm
the name given to a computer file to identify it.
file pathˈfaɪl pæθ
the exact location of a computer file, showing the drive and folders where it is stored.
shared driveˌʃerd ˈdraɪv
a storage area on a computer network that several people can access and use.
cloud storageˈklaʊd ˌstɔːrɪdʒ
an online service for storing files on remote servers instead of only on your own computer.
folder structureˈfoʊldər ˌstrʌktʃər
the way folders and subfolders are organized to store computer files.
document controlˈdɑːkjumənt kənˌtroʊl
the process of managing documents so the correct versions are created, approved, stored, and used.
version controlˈvɜːrʒən kənˌtroʊl
a system for tracking and managing changes to a document or file over time.
confidential fileˌkɑːnfɪˈdenʃəl faɪl
a file that contains private or sensitive information and should be seen only by authorized people.
backup copyˈbækʌp ˌkɑːpi
an extra copy of a file or document kept in case the original is lost or damaged.
filefaɪl
to put a document in the correct place in a filing system.
sortsɔːrt
to arrange things into groups or in a particular order.
organizeˈɔːrɡənaɪz
to arrange or plan things, activities, or information so they are orderly and useful.
labelˈleɪbəl
to put a name, description, or information tag on something.
alphabetizeˈælfəbetˌaɪz
to arrange words, names, or files in the order of the alphabet.
updateˌʌpˈdeɪt
to add the newest information or make something current.
saveseɪv
to store a computer file or changes so they are not lost.
uploadˌʌpˈloʊd
to send a file from your device to a website, app, or online system.
downloadˌdaʊnˈloʊd
to copy a file from the internet or another system onto your device.
attachəˈtætʃ
join a document or file to something
detachdɪˈtætʃ
to remove an attached file or item from an email, message, or record.
renameˌriːˈneɪm
to give a person, place, or thing a new name
deletedɪˈliːt
to remove a file, message, or other data from a computer or system.
restorerɪˈstɔːr
to return something to its previous condition, place, or working state
filingˈfaɪlɪŋ
the work of organizing and storing documents so they can be found later.
record keepingˈrekərd ˌkiːpɪŋ
the work of creating, organizing, and maintaining official information about activities, transactions, or events.
document managementˈdɑːkjumənt ˈmænɪdʒmənt
the work of creating, storing, organizing, tracking, and controlling access to documents.
keep recordskiːp ˈrekərdz
to store written or digital information so it can be used later.
maintain filesmeɪnˈteɪn faɪlz
to keep documents organized, updated, and available when needed.
archive filesˈɑːrkaɪv faɪlz
to store old or inactive files in an organized place for future reference.
back up filesˌbæk ˈʌp faɪlz
to make extra copies of computer files so they are not lost if something goes wrong.
share a fileˌʃer ə ˈfaɪl
to give another person access to a digital file, often by email, link, or shared drive.
label foldersˈleɪbəl ˈfoʊldərz
to put names or descriptions on folders so their contents are easy to identify.
create folderskriˈeɪt ˈfoʊldərz
to make new physical or digital folders for organizing documents or files.
Forms, logs, contact lists, identifiers, addresses and data tools used to collect and maintain information.
business cardˈbɪznəs ˌkɑːrd
a small card with a person's name, job title, company, and contact details.
formfɔːrm
a document with spaces for personal information
application formˌæplɪˈkeɪʃən fɔːrm
a form used to officially ask for a job, place, service, or permission.
registration formˌredʒɪˈstreɪʃən fɔːrm
a form used to sign up for an event, service, course, or system.
request formrɪˈkwest fɔːrm
a form used to formally ask for something you need or want.
order formˈɔːrdər fɔːrm
a document used to request products or services from a seller.
feedback formˈfiːdbæk fɔːrm
a form used to give opinions or comments about a product, service, event, or experience.
timesheetˈtaɪmʃiːt
a record of the hours an employee has worked during a pay period.
attendance sheetəˈtendəns ʃiːt
a document used to record who is present at work, class, or an event.
sign-in sheetˈsaɪn ɪn ʃiːt
a sheet where people write their name when they arrive at a place or event.
visitor logˈvɪzɪtər lɔːɡ
a record of people who enter a building or office as visitors.
contact listˈkɑːntækt lɪst
a list of people or organizations with their phone numbers, email addresses, or other contact details.
mailing listˈmeɪlɪŋ lɪst
a list of email or postal addresses used to send the same information to many people.
phone listˈfoʊn lɪst
a list of people or organizations with their telephone numbers.
directorydəˈrektəri
an organized list of names, addresses, phone numbers, or files that helps you find information.
databaseˈdeɪtəbeɪs
an organized collection of information, usually stored electronically so that it can be searched and updated
spreadsheetˈspredʃiːt
a computer document with rows and columns used to organize numbers, data, or calculations.
worksheetˈwɜːrkʃiːt
a page or computer sheet with tasks, questions, or data to work on.
phone numberˈfoʊn ˌnʌmbər
a set of numbers used to call someone by telephone.
contact detailsˈkɑːntækt ˌdiːteɪlz
information used to contact someone, such as a phone number or email address.
addressəˈdres
the place where a person lives or works
order numberˈɔːrdər ˈnʌmbər
a unique number used to identify a customer's order.
reference numberˈrefərəns ˈnʌmbər
a unique number or code used to identify and track a document, payment, case, or transaction.
customer numberˈkʌstəmər ˈnʌmbər
a unique number used to identify a customer in a company's records.
invoice numberˈɪnvɔɪs ˈnʌmbər
a unique number used to identify a specific invoice.
update recordsʌpˈdeɪt ˈrɛkərdz
to add new information to files or lists so they are accurate and current.
enter dataˈentər ˈdeɪtə
to type or put information into a computer system or form.
update a spreadsheetʌpˈdeɪt ə ˈspredʃiːt
to add new information or make changes in a spreadsheet file.
change requesttʃeɪndʒ rɪˈkwest
a formal request to modify details, requirements, dates, or work in a project, service, or document.
information requestˌɪnfərˈmeɪʃən rɪˈkwest
a request asking someone to provide specific facts, details, or documents.
Rooms, shared areas, furniture, workstations and layout terms used to organize an office.
reception arearɪˈsepʃən ˌeəriə
the area in an office or building where visitors first arrive and are greeted.
front deskˌfrʌnt ˈdesk
the main desk near the entrance of a hotel, office, or other building where visitors receive help or information
waiting areaˈweɪtɪŋ ˌeəriə
a place where people sit or stand while waiting for a table, appointment, or service
meeting roomˈmiːtɪŋ ruːm
a room used for discussions, appointments, or team meetings.
conference roomˈkɒnfərəns ruːm
a room used for formal meetings, presentations, or business events.
break roomˈbreɪk ruːm
a room where employees rest, eat, or drink during work breaks.
kitchenetteˌkɪtʃɪˈnet
a small kitchen area, often in an office, with basic equipment for making drinks or simple food.
Storage Roomˈstɔːrɪdʒ ruːm
A room where people keep things they do not use every day.
supply roomsəˈplaɪ ruːm
a room where office supplies such as paper, pens, and folders are kept.
copy roomˈkɒpi ruːm
a room in an office where printers, copiers, and paper are kept for making copies or printouts.
mailroomˈmeɪlruːm
a room in an office where incoming and outgoing mail and packages are sorted and handled.
workstationˈwɜːrksteɪʃən
a desk area or computer setup where a person does their work.
deskdɛsk
a table, often with drawers, designed for writing, studying, computer use, or other work
cubicleˈkjuːbɪkəl
a small partly enclosed work area in an office, usually separated by low walls.
officeˈɒfɪs
a room or building where people work at desks for a company or organization.
workspaceˈwɜːrkspeɪs
the area where a person works, especially a desk or part of an office.
filing cabinetˈfaɪlɪŋ ˌkæbɪnət
a piece of office furniture with drawers used for storing documents in folders.
cabinetˈkæbɪnət
a piece of furniture with doors or drawers used for storing things.
drawerdrɔːr
a box-shaped part of a desk or cabinet that slides in and out for storing things.
shelfʃelf
a flat board fixed to a wall or frame, used for holding or displaying things.
notice boardˈnəʊtɪs bɔːrd
a board on a wall where announcements, messages, or information are displayed
whiteboardˈwaɪtbɔːrd
a smooth white board that you write on with special markers and can wipe clean.
front officeˌfrʌnt ˈɔːfɪs
the part of a business or office that deals directly with customers, visitors, or clients.
back officeˌbæk ˈɔːfɪs
the staff area of a business where administrative work is done away from customers.
reception deskrɪˈsepʃən desk
the desk at hotel reception where staff serve guests.
office layoutˈɔːfɪs ˈleɪaʊt
the arrangement of desks, rooms, equipment, and spaces in an office.
seating planˈsiːtɪŋ plæn
a diagram or list that shows where people should sit in a room, classroom, meeting, or event.
desk bookingˈdɛsk ˌbʊkɪŋ
the process of reserving a workspace or desk in an office for a specific time.
hot deskˌhɑːt ˈdesk
a desk in an office that is not assigned to one person and can be used by different employees at different times.
office moveˈɔːfɪs muːv
the process of moving a company or team from one office space to another.
relocationˌriːloʊˈkeɪʃn
the act or process of moving a person, office, or business to a new place.
floor planˈflɔːr plæn
a drawing, usually to scale, showing the rooms, walls, doors, and layout of one level of a building
Computers, devices, software, business systems and access methods used in administrative work.
landlineˈlændlaɪn
a telephone connection that uses physical wires, not a mobile network.
extension numberɪkˈstenʃən ˌnʌmbər
an extra telephone number used to reach a specific person or department within an organization.
headsetˈhedset
headphones or earphones, usually with a microphone, worn to listen and speak hands-free.
keyboardˈkiːbɔːrd
a set of keys used to enter text, numbers, and commands into a computer or typewriter
monitorˈmɑːnɪtər
a screen that shows information from a computer.
laptopˈlæptɑːp
a portable computer with a built-in screen and keyboard.
desktop computerˈdɛskˌtɑːp kəmˈpjuːtər
a computer designed to stay on or near a desk, usually with a separate monitor, keyboard, and mouse.
projectorprəˈdʒektər
a device that shows images or video on a screen or wall.
speakerphoneˈspiːkərfoʊn
a phone feature or device that lets people speak and listen without holding the handset.
log inlɒɡ ˈɪn
to enter a computer system or online account using your username and password.
log outlɒɡ ˈaʊt
to leave a computer system or online account so that it is no longer open for your use.
sign insaɪn ˈɪn
to access an account or service by entering your login information.
sign outsaɪn ˈaʊt
to leave an account or computer system by ending your session
passwordˈpɑːswɜːrd
a secret word or set of characters used to enter an account or system.
usernameˈjuːzərneɪm
the name that identifies a user when they log in to an account or system.
login detailsˈlɒɡɪn ˈdiːteɪlz
the username, password, or other information needed to access a computer system or account.
access rightsˈækses raɪts
the rules that say what a user is allowed to view, change, or use in a system.
permissionpərˈmɪʃən
official approval that allows someone to do something or use something.
security codesɪˈkjʊrəti koʊd
a short code used to prove your identity or confirm a secure action.
two-factor authenticationˌtuː ˈfæktər ɔːˌθentɪˈkeɪʃən
a security method that requires two different proofs of identity, such as a password and a code from your phone.
softwareˈsɔːftwer
the programs and operating information used by a computer or device.
applicationˌæplɪˈkeɪʃən
a computer program designed for a particular task or service.
appæp
a small application, especially one used on a phone, tablet, or computer.
browserˈbraʊzər
a program used to open and view websites on the internet.
tabtæb
one separate page or section open inside a browser or program window.
windowˈwɪndoʊ
a rectangular area on a computer screen that shows an open program, file, or webpage.
dashboardˈdæʃbɔːrd
a screen that shows key information, metrics, and controls in one place.
templateˈtemplət
a pre-made pattern or document that you can reuse and change for a specific purpose.
document templateˈdɑːkjumənt ˈtemplət
a ready-made document format used as a starting point for creating new documents of the same type.
email clientˈiːmeɪl ˈklaɪənt
a program or app used to send, receive, and manage email.
word processorˈwɜːrd ˌprɑːsesər
a program used to create, edit, and format text documents.
spreadsheet softwareˈspredʃiːt ˈsɔːftwer
a program used to organize data in rows and columns and perform calculations with it.
calendar softwareˈkæl.ən.dər ˈsɒft.weər
a computer program or app used to schedule and manage dates, appointments, and events.
booking systemˈbʊk.ɪŋ ˈsɪs.təm
a system used to make, record, and manage reservations.
CRM systemˌsiː ɑːr ˈem ˈsɪs.təm
software used to store customer information and manage communication, sales, and relationships with customers.
HR systemˌeɪtʃ ˈɑːr ˈsɪs.təm
software used to manage employee information, hiring, time off, and other human resources tasks.
accounting softwareəˈkaʊn.tɪŋ ˈsɒft.weər
software used to record and manage money, invoices, payments, and financial reports.
payroll softwareˈpeɪ.rəʊl ˈsɒft.weər
software used to calculate and manage employee salaries, wages, taxes, and payslips.
project management toolˈprɒdʒ.ekt ˈmæn.ɪdʒ.mənt tuːl
software or a system used to plan projects, assign work, track progress, and manage deadlines.
task management tooltɑːsk ˈmæn.ɪdʒ.mənt tuːl
software or a system used to create, assign, organize, and track tasks.
chat platformtʃæt ˈplæt.fɔːm
an online service or app used for sending messages and communicating with people in real time.
video conferencing toolˈvɪd.i.əʊ ˈkɒn.fər.ən.sɪŋ tuːl
software or an app used to hold meetings with video and audio over the internet.
shared calendarʃeəd ˈkæl.ən.dər
a calendar that several people can view or edit to coordinate schedules and events.
office equipmentˈɒf.ɪs ɪˈkwɪp.mənt
machines, devices, and furniture used in an office, such as printers, phones, desks, and computers.
access requestˈækses rɪˈkwest
a formal request for permission to use a system, building, file, or service.
Machines, materials and actions for printing, scanning, copying and binding documents.
printerˈprɪntər
a machine that produces words on paper
scannerˈskænər
a machine that copies a paper document or image into a digital file.
copierˈkɒpiər
a machine that makes paper copies of documents or images.
photocopierˈfəʊtəʊˌkɒpiər
a machine that makes paper copies of documents or pictures.
fax machineˈfæks məˌʃiːn
a machine that sends and receives copies of documents over a telephone line.
laminatorˈlæmɪneɪtər
a machine that covers paper or cards with a thin clear plastic layer to protect them.
binding machineˈbaɪndɪŋ məˌʃiːn
a machine used to fasten pages together into a booklet or document.
paper trayˈpeɪpər treɪ
the part of a printer or copier that holds paper before or after printing.
tonerˈtoʊnər
a fine powder used instead of liquid ink in laser printers and photocopiers.
ink cartridgeˈɪŋk ˌkɑːrtrɪdʒ
a replaceable container of ink used in an inkjet printer.
paper jamˈpeɪpər dʒæm
a problem in which paper gets stuck inside a printer or copier.
scanskæn
to read a barcode or document with an electronic device.
printprɪnt
to produce text or images on paper using a printer.
copyˈkɑːpi
to make another version of the same document, file, text, or image.
photocopyˈfoʊtoʊˌkɑːpi
to make a paper copy of a document using a photocopier.
scan a documentskæn ə ˈdɑːkjumənt
to use a scanner or phone to make a digital copy of a paper document.
make copiesmeɪk ˈkɑːpiz
to produce extra paper or digital versions of a document or file.
bind documentsbaɪnd ˈdɑːkjumənts
to fasten pages together into one organized document, often with a cover or spiral.
print labelsprɪnt ˈleɪbəlz
to produce stickers or tags with text on a printer.
Desk items, paper products, office materials and stock terms used to manage everyday supplies.
staplerˈsteɪplər
a tool used to join papers or other materials with small metal staples.
staplesˈsteɪpəlz
small U-shaped metal pieces used by a stapler to fasten papers together.
paper clipˈpeɪpər klɪp
a small bent piece of wire used to hold papers together without fastening them permanently.
binder clipˈbaɪndər klɪp
a strong metal clip with folding handles used to hold a thick stack of papers together.
folderˈfoʊldər
a folded cover or container used to keep and organize papers
binderˈbaɪndər
a hard folder with rings inside for holding punched papers.
envelopeˈenvəloʊp
a flat paper cover used for sending or storing a letter or document.
labelˈleɪbəl
a small sign giving information about something
sticky noteˈstɪki noʊt
a small piece of paper with a lightly sticky strip, used for short notes and reminders.
notepadˈnoʊtpæd
a small pad or notebook used for writing notes
clipboardˈklɪpbɔːrd
a flat board with a clip at the top for holding papers while you write on them.
penpɛn
a small tool used for writing or drawing with ink
markerˈmɑːrkər
a pen with a thick felt tip used for writing or drawing bold lines, often on boards or labels.
highlighterˈhaɪˌlaɪtər
a pen with bright ink used to mark important words or lines in a text.
calculatorˈkælkjəˌleɪtər
a small electronic device used for doing mathematical calculations.
stampstæmp
a small tool used to print a mark, date, or official design on paper.
stamp padˈstæmp ˌpæd
a small pad with ink used to put ink on a rubber stamp.
letterheadˈletərˌhed
the printed name, address, and logo of a company or organization at the top of official paper.
office suppliesˈɔːfɪs səˌplaɪz
materials and small items used in an office, such as paper, pens, folders, and clips.
stationeryˈsteɪʃəˌneri
paper, envelopes, pens, and other writing materials used in an office or for correspondence.
inventoryˈɪnvənˌtɔːri
the goods, ingredients, or supplies that a business has in stock.
stockstɑːk
a supply of goods or other things available for sale or use
inventory managementˈɪnvəntɔːri ˈmænɪdʒmənt
the work of tracking and controlling the amount of supplies, products, or materials an organization has.
order suppliesˈɔːrdər səˈplaɪz
to request items needed for work, such as paper, pens, or equipment.
restock suppliesˌriːˈstɑːk səˈplaɪz
to add more work items to replace supplies that have been used.
check stock levelstʃek stɑːk ˈlevəlz
to find out how much of each item is currently available.
availableəˈveɪ.lə.bəl
able to be bought, used, or obtained.
unavailableˌʌnəˈveɪləbəl
not able to be bought, used, or obtained.
inventory listˈɪnvəntɔːri lɪst
a detailed list of items a company has in stock or owns.
stockroomˈstɑːkruːm
a room where supplies or goods are stored before they are used or sold
low stockloʊ stɑːk
a small remaining amount of a product in a shop or warehouse.
out of stockˌaʊt əv ˈstɑːk
not available to buy because a store has none left.
back orderˈbæk ˌɔːrdər
an order that cannot be filled immediately because the item is out of stock.
lead timeˈliːd taɪm
the time between placing an order and receiving the goods or service.
delivery datedɪˈlɪvəri deɪt
the planned or actual date when goods or documents are delivered.
Vocabulary for suppliers, orders, quotes, purchasing, expenses, reimbursements and budget control.
vendorˈvendər
a person or company that sells goods or services, especially to another business.
suppliersəˈplaɪər
a person or company that provides goods, materials, or services
contractorkənˈtræktər
a person or company hired by contract to do specific work for another person or organization.
supply ordersəˈplaɪ ˌɔːrdər
a request to buy or receive materials and items needed for work.
purchase orderˈpɜːrtʃəs ˌɔːrdər
an official document a business sends to a supplier to request goods or services.
expense reportɪkˈspens rɪˌpɔːrt
a document that lists work-related costs paid by an employee, usually to request repayment.
reimbursementˌriːɪmˈbɜːrsmənt
money paid back to someone who has spent their own money on approved costs.
petty cashˈpeti ˌkæʃ
a small amount of cash kept in an office for minor everyday expenses.
budgetˈbʌdʒɪt
a plan for how much money is available and how it will be spent.
quotekwoʊt
a written statement of the price a seller would charge for goods or services.
estimateˈestɪmət
an approximate calculation of the cost, size, time, or amount of something.
packageˈpækɪdʒ
a group of services or features sold together for one price.
vendor managementˈvendər ˈmænɪdʒmənt
the work of selecting, communicating with, and monitoring outside suppliers who provide goods or services.
purchase requestˈpɜːrtʃəs rɪˈkwest
a formal request to buy goods or services for a company.
expense claimɪkˈspens kleɪm
a request for repayment of money that an employee spent for work purposes.
expense receiptɪkˈspens rɪˈsiːt
a receipt that proves money was spent on a work-related cost.
place an orderpleɪs ən ˈɔːrdər
to formally ask a company to supply goods or services.
request a quoterɪˈkwest ə kwoʊt
to ask a supplier to state the price for goods or services.
compare priceskəmˈper ˈpraɪsɪz
to look at prices from different sellers to see which is best.
submit expensessəbˈmɪt ɪkˈspensɪz
to send details of work costs so the company can approve or repay them.
reconcile receiptsˈrekənsaɪl rɪˈsiːts
to compare receipts with records or statements to make sure the amounts match.
manage expensesˈmænɪdʒ ɪkˈspensɪz
to record, check, and control money spent for work or business purposes.
reimburseˌriːɪmˈbɜːrs
to pay back money that someone has spent for work or on behalf of another person or organization.
purchaseˈpɜːrtʃəs
something that a customer buys, or the act of buying it.
supplier contactsəˈplaɪər ˈkɑːntækt
the person or contact details used to communicate with a company that provides goods or services.
preferred supplierprɪˈfɜːrd səˈplaɪər
a supplier that a company chooses to use regularly because it meets agreed standards or terms.
purchase approvalˈpɜːrtʃəs əˈpruːvəl
official permission to buy goods or services for a company.
cost centerˈkɔːst ˌsentər
a department or part of a company whose costs are recorded separately for accounting.
department budgetdɪˈpɑːrtmənt ˈbʌdʒɪt
the amount of money planned for a department to spend during a certain period.
spending limitˈspendɪŋ ˌlɪmɪt
the maximum amount of money that may be spent on something.
office expenseˈɔːfɪs ɪkˌspens
a cost related to running an office, such as supplies, equipment, or services.
Vocabulary for bills, payment details, balances, taxes and invoice status.
invoiceˈɪnvɔɪs
a document that lists goods or services supplied and states the amount to be paid.
receiptrɪˈsiːt
a paper showing that something was paid for
paymentˈpeɪmənt
the act of paying, or an amount of money paid for goods, services, or a debt.
depositdɪˈpɑːzɪt
money paid in advance to reserve something, show commitment, or pay part of the total price
balanceˈbæləns
the amount of money owed or available in an account.
costkɔːst
the amount of money needed to buy, make, or do something.
feefiː
a fixed amount of money paid for a service, right, or professional work.
authorizationˌɔːθərəˈzeɪʃən
approval from a bank or payment system that a card payment can be completed.
supplier invoicesəˈplaɪər ˈɪnvɔɪs
a bill sent by a supplier that lists goods or services provided and the amount to pay.
payment requestˈpeɪmənt rɪˈkwest
a message or document asking someone to make a payment.
credit card statementˈkredɪt kɑːrd ˈsteɪtmənt
a document from a credit card company showing purchases, payments, fees, and the balance for a period.
bank statementbæŋk ˈsteɪtmənt
a document from a bank showing money paid in, money paid out, and the account balance for a period.
account numberəˈkaʊnt ˈnʌmbər
a unique number that identifies a bank account or customer account.
billing addressˈbɪlɪŋ əˈdres
the address connected with a customer's payment method or invoice.
due dateduː deɪt
the date by which a payment, task, or document must be completed or submitted.
payment termsˈpeɪmənt tɜːmz
the agreed conditions for paying an invoice, including when and how payment must be made.
late paymentleɪt ˈpeɪmənt
a payment made after the agreed or required date.
outstanding balanceaʊtˈstændɪŋ ˈbæləns
the unpaid amount that is still owed on an account or bill.
paid invoicepeɪd ˈɪnvɔɪs
an invoice for which the full amount has already been paid.
unpaid invoiceʌnˈpeɪd ˈɪnvɔɪs
an invoice that has not been paid yet.
credit noteˈkredɪt nəʊt
a document from a shop showing that money is owed to a customer, usually after a return or overpayment.
refundˈriːfʌnd
money given back to someone who has paid for something.
discountˈdɪskaʊnt
a reduction in the usual price
taxtæks
money that people or businesses must pay to the government
VATˌviː eɪ ˈtiː
a tax added to the price of goods and services at each stage of production or sale.
subtotalˈsʌbˌtoʊtl
the total for part of a list or bill, before other amounts are added or subtracted to make the final total
total amountˈtəʊtl əˈmaʊnt
the complete sum of money to be paid, including all charges.
pay an invoicepeɪ ən ˈɪnvɔɪs
to pay the amount requested on a bill for goods or services.
Vocabulary for receiving, sorting, sending and tracking letters, parcels and deliveries.
mailmeɪl
letters and packages that are sent or delivered by a postal service.
postpoʊst
the system for sending and delivering letters and packages, especially in British English.
parcelˈpɑːrsəl
a wrapped package sent or delivered to someone.
courierˈkʊriər
a person or company that delivers packages, documents, or messages quickly.
deliverydɪˈlɪvəri
the act or process of taking goods or other items to a person or place
shipmentˈʃɪpmənt
goods that are sent together from one place to another.
tracking numberˈtrækɪŋ ˌnʌmbər
a unique number used to follow the location and status of a shipment.
postageˈpoʊstɪdʒ
the money paid to send a letter or package by mail.
postmarkˈpoʊstmɑːrk
an official mark stamped on mail showing the place and date it was sent or processed.
registered mailˈredʒɪstərd meɪl
mail that is recorded by the postal service and requires proof of delivery.
outgoing mailˈaʊtˌɡoʊɪŋ meɪl
letters or packages that are ready to be sent out from an office or place.
incoming mailˈɪnˌkʌmɪŋ meɪl
letters or packages that arrive at an office or place.
mail traymeɪl treɪ
a shallow container used in an office to hold letters or documents for sending or sorting.
mailboxˈmeɪlbɑːks
a container or place where letters and messages are delivered or stored.
mail handlingmeɪl ˈhændlɪŋ
the work of receiving, sorting, sending, and distributing letters, packages, or electronic messages.
delivery addressdɪˈlɪvəri əˈdres
the address where goods should be delivered.
shipping addressˈʃɪpɪŋ əˌdrɛs
the address where an order or package should be sent.
sort mailsɔːrt meɪl
to organize letters and packages into groups so they can be delivered or handled.
distribute maildɪˈstrɪbjuːt meɪl
to deliver or give mail to the correct people or departments.
track a packagetræk ə ˈpækɪdʒ
to check where a package is and when it will arrive.
deliverdɪˈlɪvər
to take goods, food, or other items to the person or place for which they are intended
shipʃɪp
to send goods to a customer, usually by mail or a delivery company.
receive goodsrɪˈsiːv ɡʊdz
to accept delivered items and take them into a company, store, or warehouse.
check deliveryˌtʃɛk dɪˈlɪvəri
to inspect a delivery to make sure the correct items arrived in good condition.
delivery notedɪˈlɪvəri noʊt
a document sent with delivered goods that lists what has been delivered.
packing slipˈpækɪŋ slɪp
a document inside or attached to a package that lists the items packed in it.
goods received noteɡʊdz rɪˈsiːvd noʊt
a document confirming that ordered goods have been received, usually with quantities and condition.
delivery check-indɪˈlɪvəri ˈtʃek ɪn
the process of recording the arrival of a delivery and its driver, package, or goods.
Vocabulary for planning work trips, transport, accommodation and travel documents.
business tripˈbɪznəs trɪp
a journey made for work or company purposes.
travel arrangementsˈtrævəl əˈreɪndʒmənts
the plans and bookings needed for a trip, such as transport and accommodation.
itineraryaɪˈtɪnərəri
a detailed plan of a trip, including places, times, and travel details.
flight bookingflaɪt ˈbʊkɪŋ
a reservation for a seat on an airplane.
hotel bookinghoʊˈtɛl ˈbʊkɪŋ
a reservation for a room in a hotel.
car rentalkɑːr ˈrentl
the service of paying to use a car for a short time.
taxi bookingˈtæksi ˈbʊkɪŋ
an arrangement to have a taxi at a particular time and place.
boarding passˈbɔːrdɪŋ pæs
a document that allows a passenger to get on a plane, train, or ship.
travel documentˈtrævəl ˈdɑːkjumənt
an official document needed for travel, such as a passport or visa.
passport copyˈpæspɔːrt ˈkɑːpi
a photocopy or digital image of a passport.
visa documentˈviːzə ˈdɑːkjumənt
an official paper or electronic record showing permission to enter or stay in a country.
travel expenseˈtrævəl ɪkˈspens
money spent on work-related travel, such as transport, meals, or accommodation.
ticketˈtɪkɪt
a paper or digital document that lets you travel, enter a place, or attend an event
travel coordinationˈtrævəl koʊˌɔːrdɪˈneɪʃən
the work of arranging business travel details, such as transportation, hotels, schedules, and travel documents.
book travelbʊk ˈtrævəl
to reserve transport, such as flights, trains, or rental cars, for a trip.
arrange accommodationəˈreɪndʒ əˌkɑːməˈdeɪʃən
to organize a place to stay, such as a hotel room, for someone.
prepare an itineraryprɪˈpɛr ən aɪˈtɪnəˌrɛri
to make a plan that lists the times, places, and travel details for a trip.
check-inˈtʃek ɪn
the process of registering when arriving at a hotel or airport
check-outˈtʃek aʊt
the process of leaving a hotel, paying any bill, and returning the room key.
Vocabulary for technical problems, support requests, outages and troubleshooting.
IT supportˌaɪ ˈtiː səˈpɔːt
help provided with computers, software, networks, and other information technology problems.
help deskˈhɛlp ˌdɛsk
a service point where users get help with technical problems or questions.
issueˈɪʃ.uː
a matter or difficulty that needs attention or action.
problemˈprɒb.ləm
something that is wrong or difficult and needs to be solved.
error messageˈɛrər ˌmɛsɪdʒ
a message shown by a computer or device that says something has gone wrong.
system errorˈsɪs.təm ˈer.ər
a failure or fault in a computer system or software that stops it from working correctly.
printer errorˈprɪn.tər ˈer.ər
a problem with a printer that stops it from printing correctly.
network problemˈnet.wɜːk ˈprɒb.ləm
a problem with a computer network that affects access to the internet, shared files, or other connected devices.
slow connectionsləʊ kəˈnek.ʃən
an internet or network connection that works more slowly than expected.
internet outageˈɪn.tə.net ˈaʊ.tɪdʒ
a period when internet service is not available or not working.
solve problemssɑːlv ˈprɑːbləmz
to find and use a way to fix a difficult situation or issue.
escalate an issueˈeskəleɪt ən ˈɪʃuː
to pass a problem to a higher-level person or team because it cannot be solved at the current level.
report a problemrɪˈpɔːrt ə ˈprɑːbləm
to tell the right person or system that something is wrong.
raise a ticketreɪz ə ˈtɪkɪt
to create a formal support request in a tracking system.
contact supportˈkɑːntækt səˈpɔːrt
to communicate with a help team to get assistance with a problem.
Vocabulary for hiring, checks, orientation, training and helping new employees start work.
applicantˈæplɪkənt
a person who formally asks for a job, place, or opportunity by sending an application.
candidateˈkændɪdət
a person being considered for a job, position, award, or election.
orientationˌɔːriənˈteɪʃən
training that introduces a new place or job
onboardingˈɒnˌbɔːrdɪŋ
the process of helping a new employee start work and learn company systems, rules, and duties.
job descriptiondʒɑːb dɪˈskrɪpʃən
a written explanation of the duties, responsibilities, and requirements of a particular job
job postingdʒɑːb ˈpoʊstɪŋ
a public notice advertising an open job position.
interview scheduleˈɪntərvjuː ˈskedʒuːl
a plan showing the times and order of job interviews.
probation periodproʊˈbeɪʃən ˈpɪriəd
the first part of a new job when the employer checks whether the employee is suitable for the role.
new hirenuː ˈhaɪər
a person who has recently been employed by a company.
start datestɑːrt deɪt
the date when a person begins a job or when an agreement begins.
end dateˈend deɪt
the date when a job, contract, or period officially finishes.
notice periodˈnoʊtɪs ˈpɪriəd
the required time between telling an employer or employee that a job will end and the actual leaving date.
resignation letterˌrezɪɡˈneɪʃən ˈletər
a formal letter in which an employee says they are leaving their job.
termination letterˌtɜːrmɪˈneɪʃən ˈletər
a formal letter from an employer stating that an employee's job is ending.
reference checkˈrefərəns tʃek
the process of contacting people who can confirm a job candidate's work history, skills, or character.
background checkˈbækɡraʊnd tʃek
an investigation of a person's history, such as criminal records, education, or previous employment, before hiring them.
probation reviewproʊˈbeɪʃən rɪˈvjuː
a formal evaluation at the end or during a probation period to decide whether a new employee should continue in the job.
training materialˈtreɪnɪŋ məˈtɪriəl
documents, videos, or other resources used to teach employees how to do a job or task.
welcome packˈwelkəm pæk
a set of information and materials given to a new employee when they join a company.
employee handbookɪmˈplɔɪi ˈhændbʊk
a document that explains a company's rules, policies, expectations, and basic information for employees.
desk setupˈdɛsk ˌsɛtʌp
the arrangement of a workstation, including a desk, chair, computer, and other work equipment.
equipment requestɪˈkwɪpmənt rɪˈkwest
a formal request asking for tools, devices, or materials needed for work.
office tourˈɔːfɪs tʊr
a guided visit around an office to show someone the rooms, facilities, and important areas.
onboard a new employeeɑːnˈbɔːrd ə nuː ɪmˈplɔɪiː
to help a new employee start a job by giving them information, training, and access to systems.
Terms for working hours, attendance, leave, employee records, pay, benefits and employment conditions.
absenceˈæbsəns
the state or period of not being in a place where someone is expected to be
sick leaveˌsɪk ˈliːv
approved time away from work because of illness, whether paid or unpaid
annual leaveˈænjuəl liːv
paid time off work that an employee is allowed to take each year.
vacation requestveɪˈkeɪʃən rɪˈkwest
a formal or recorded request asking for approval to take vacation time.
leave requestliːv rɪˈkwest
a formal or recorded request asking for approval to be away from work.
time offtaɪm ɔːf
time when an employee is allowed not to work.
working hoursˈwɜːrkɪŋ ˈaʊərz
the hours during which an employee is scheduled or expected to work.
office hoursˈɔːfɪs ˈaʊərz
the hours when an office is open or when staff are available for work or service.
overtimeˈoʊvərtaɪm
time spent working beyond normal working hours
break timeˈbreɪk taɪm
a short scheduled period during work when employees can stop working and rest.
lunch breakˈlʌntʃ breɪk
a break from work to eat lunch.
attendanceəˈtendəns
the fact of being present at a class, meeting, or event.
punctualityˌpʌŋktʃuˈæləti
the habit or quality of arriving or doing things at the agreed or correct time
timekeepingˈtaɪmkiːpɪŋ
the recording and management of the hours employees work, including start times, finish times, and breaks.
payrollˈpeɪroʊl
the system or process a business uses to calculate and pay employees’ wages.
salaryˈsæləri
a fixed amount of money paid regularly to an employee for their work.
wageweɪdʒ
money paid to a worker, often by the hour, day, or amount of work done.
benefitsˈbenəfɪts
extra things an employer provides in addition to pay, such as health insurance, paid leave, or a pension.
employment contractɪmˈplɔɪmənt ˈkɑːntrækt
a legal agreement between an employer and an employee that states the terms of the job.
employee fileɪmˈplɔɪiː faɪl
a set of documents kept by an employer about one employee.
personnel recordˌpɜːrsəˈnel ˈrekərd
an official record of information about an employee's work history, personal details, and employment status.
training recordˈtreɪnɪŋ ˈrekərd
a document that shows what training an employee has completed.
performance reviewpərˈfɔːrməns rɪˈvjuː
a formal meeting or report that evaluates how well an employee is doing their job.
health insurance formhelθ ɪnˈʃʊrəns fɔːrm
a document used to give or collect information for medical insurance coverage.
tax formtæks fɔːrm
an official document used to report income, tax information, or taxes owed to the government.
bank detailsbæŋk ˈdiːteɪlz
information about a bank account needed to send or receive payments.
People, services, passes, keys and procedures used to maintain facilities and control physical access.
name badgeˈneɪm ˌbædʒ
a small badge worn by staff that shows their name.
access cardˈækses ˌkɑːrd
a card used to enter a building, room, or secure area.
key cardˈkiː ˌkɑːrd
a plastic card used instead of a key to open a door.
maintenance requestˈmeɪn.tən.əns rɪˈkwest
a request for staff to repair or check something that is broken or not working properly.
repair requestrɪˈpeər rɪˈkwest
a request asking a company or service to fix a broken or faulty item.
service requestˈsɜːrvɪs rɪˌkwest
a formal request asking a support team to provide help, information, access, or another service.
power outageˈpaʊ.ər ˈaʊ.tɪdʒ
a period when the electricity supply stops working in a building or area.
maintenanceˈmeɪn.tən.əns
regular work done to keep equipment, buildings, or systems in good condition and prevent problems.
repairrɪˈpeər
the act of fixing something that is damaged, broken, or not working correctly.
replacementrɪˈpleɪs.mənt
a person or thing that takes the place of someone or something else
warrantyˈwɒrənti
a written promise that a product will be repaired or replaced if it has a problem within a certain time.
service providerˈsɜːrvɪs prəˌvaɪdər
a company or person that supplies a service, such as cleaning, internet, repairs, or security.
cleaning staffˈkliːnɪŋ stæf
the group of employees responsible for cleaning a building or workplace.
security guardsɪˈkjʊərəti ɡɑːrd
a person whose job is to protect a building or people and prevent danger or crime.
building managerˈbɪldɪŋ ˈmænɪdʒər
the person responsible for the daily operation, maintenance, and services of a building.
landlordˈlændlɔːrd
a person or company that owns a property and rents it to someone else.
tenantˈtenənt
a person or organization that pays rent to use a house, apartment, office, or other property.
parking passˈpɑːrkɪŋ pæs
a card, sticker, or permit that allows a vehicle to park in a specific place.
visitor passˈvɪzɪtər pæs
a badge or card that allows a visitor to enter a building or area for a limited time.
access controlˈækses kənˌtroʊl
a system or process used to decide who may enter a building, room, or computer system.
security systemsɪˈkjʊərəti ˈsɪstəm
equipment and procedures used to protect a building or property from theft, damage, or unauthorized entry.
alarm systeməˈlɑːrm ˈsɪstəm
a system that gives a loud signal or alert when there is danger, a break-in, or another problem.
visitor registrationˈvɪzɪtər ˌredʒɪˈstreɪʃən
the process of recording a visitor’s name, details, and reason for entering a building or site.
ID checkˌaɪ ˈdiː tʃek
a process of checking a person's identity document to confirm who they are.
sign-in procedureˈsaɪn ɪn prəˌsiːdʒər
the required steps for recording your arrival at a workplace, building, or event.
greet visitorsɡriːt ˈvɪzɪtərz
to say hello to people who arrive at a workplace or office.
welcome guestsˈwelkəm ɡests
to receive visitors in a friendly and polite way.
issue a visitor passˈɪʃuː ə ˈvɪzɪtər pæs
to give a temporary badge or card that allows a visitor to enter a place.
check IDtʃek ˌaɪ ˈdiː
to look at an identity document to confirm who someone is.
request maintenancerɪˈkwest ˈmeɪntənəns
to ask for equipment, a building, or a system to be checked, serviced, or repaired.
coordinate repairskoʊˈɔːrdɪneɪt rɪˈperz
to organize the people, timing, and tasks needed to fix something.
office cleaningˈɑːfɪs ˈkliːnɪŋ
the work of cleaning desks, floors, bins, and other areas in an office.
cleaning scheduleˈkliːnɪŋ ˈskedʒuːl
a plan that shows what must be cleaned, by whom, and when.
building accessˈbɪldɪŋ ˈækses
permission or ability to enter a building, often using a key, code, or badge.
key holderˈkiː hoʊldər
a small object or case used to hold and carry keys.
locklɑːk
a device on a door, drawer, or container that keeps it closed until opened with a key, code, or tool.
keykiː
a small object used to operate a lock, start a vehicle, or turn a mechanism
spare keysper kiː
an extra key kept for use if the main key is lost or unavailable.
security badgesɪˈkjʊrəti bædʒ
an identification card or pass that shows a person is allowed to enter a secure workplace or area.
visitor badgeˈvɪzɪtər bædʒ
an identification card or label given to a visitor to show they are allowed to be in a building or area.
access levelˈækses ˌlevəl
the amount of permission a person has to enter places or use systems, files, or information.
alarm codeəˈlɑːrm koʊd
a number or password used to turn a security alarm on or off.
CCTVˌsiː siː tiː ˈviː
a system of video cameras used for security and monitoring in a building or area.
visitor check-inˈvɪzɪtər ˈtʃek ɪn
the process of registering a visitor when they arrive at a building or office.
Workplace safety terms for prevention, training, evacuation and incident reporting.
fire drillˈfaɪər drɪl
a practice exercise for leaving a building safely during a fire.
emergency exitɪˈmɜːrdʒənsi ˈeɡzɪt
a special door or route for leaving a building quickly in an emergency, such as a fire
first aid kitˌfɜːrst ˈeɪd kɪt
a box or bag with basic medical supplies for treating minor injuries or helping before a doctor arrives.
health and safetyhɛlθ ən ˈseɪfti
rules and practices intended to prevent illness, injury, and danger at work or in public places.
workplace safetyˈwɜːrkpleɪs ˈseɪfti
the rules and actions used to keep employees safe and prevent accidents at work.
risk assessmentrɪsk əˈsesmənt
the process of identifying possible dangers and deciding how likely and serious they are.
incident reportˈɪnsɪdənt rɪˌpɔːrt
a written record of an unusual problem, accident, or safety event.
accident reportˈæksɪdənt rɪˌpɔːrt
a written record describing an accident, including what happened, who was involved, and any injuries or damage.
fire safety trainingˈfaɪər ˈseɪfti ˈtreɪnɪŋ
training that teaches employees how to prevent fires and what to do if a fire happens.
emergency contactɪˈmɜːrdʒənsi ˈkɑːntækt
a person to contact if there is an accident, illness, or urgent problem.
emergency contact listɪˈmɜːrdʒənsi ˈkɑːntækt lɪst
a list of people and phone numbers to contact in an emergency.
evacuation planɪˌvækjuˈeɪʃən plæn
a plan that explains how people should leave a building safely during an emergency.
safety noticeˈseɪfti ˈnoʊtɪs
a written or posted message that gives important information about avoiding danger or injury.
Documents and rules that define agreements, procedures and workplace requirements.
contractˈkɑːntrækt
a formal legal agreement between people or organizations, or the document that records it.
agreementəˈɡriːmənt
an arrangement or decision accepted by two or more people or organizations.
terms and conditionsˌtɜːrmz ən kənˈdɪʃənz
the official rules that a person agrees to when using a service or making a purchase.
policyˈpɑːləsi
an official plan or set of rules that an organization follows.
procedureprəˈsiːdʒər
a set order of steps for doing something correctly.
guidelineˈɡaɪdlaɪn
advice or instructions that help people decide how to do something.
manualˈmænjuəl
a book or document with instructions for using or doing something.
office policyˈɑːfɪs ˈpɑːləsi
a rule or set of rules that explains how people should behave or work in an office.
dress codeˈdres koʊd
rules about what clothing people may or must wear in a school, office, restaurant, event, or other place.
visitor policyˈvɪzɪtər ˈpɑːləsi
the official rules about who may visit a place and what visitors must do.
remote work policyrɪˈmoʊt wɜːrk ˈpɑːləsi
rules that explain when and how employees may work away from the office.
leave policyliːv ˈpɑːləsi
rules that explain how employees can take time off from work.
expense policyɪkˈspens ˈpɑːləsi
rules that explain which work costs employees can be paid back for and how to claim them.
travel policyˈtrævəl ˈpɑːləsi
rules that explain how employees should book, pay for, and report business travel.
data policyˈdeɪtə ˈpɑːləsi
rules that explain how information should be collected, used, stored, and protected.
service agreementˈsɜːrvɪs əˈɡriːmənt
a contract that states what services will be provided and the terms for providing them.
maintenance contractˈmeɪntənəns ˈkɒntrækt
a contract for regular repair, care, or support of equipment, property, or systems.
rental agreementˈrentəl əˈɡriːmənt
a contract that allows someone to use property, equipment, or a vehicle for a limited time in exchange for payment.
lease agreementliːs əˈɡriːmənt
a legal contract stating the conditions under which property or equipment is rented
Vocabulary for protecting sensitive data and following legal or company requirements.
confidentialityˌkɒnfɪˌdenʃiˈæləti
the practice of keeping private information secret and sharing it only with authorized people
data protectionˈdeɪtə prəˌtekʃən
the rules and measures used to keep personal or business information safe and used legally.
privacy policyˈpraɪvəsi ˌpɑːləsi
a document explaining how an organization collects, uses, stores, and protects personal data
personal dataˈpɜːrsənəl ˈdeɪtə
information that can identify a person, such as their name, address, phone number, or ID number.
sensitive informationˈsensətɪv ˌɪnfərˈmeɪʃən
private information that must be protected because sharing it could harm a person or organization.
non-disclosure agreementˌnɒn dɪsˈkləʊʒər əˈɡriːmənt
a legal contract in which someone promises not to share specific confidential information.
compliancekəmˈplaɪəns
the act of following laws, rules, standards, or company policies.
auditˈɔːdɪt
an official examination of financial records, processes, or documents to check that they are correct and follow rules.
inspectionɪnˈspɛkʃən
a careful check, often official, to make sure something is safe, correct, or follows rules.
protect confidential informationprəˈtekt ˌkɑːnfɪˈdenʃəl ˌɪnfərˈmeɪʃən
to keep private or sensitive information safe from people who should not see it.
Adjectives that describe urgency, timing, approval, completion and working arrangements.
urgentˈɜːrdʒənt
needing immediate attention or action.
incomingˈɪnkʌmɪŋ
arriving or being received by a person, office, or system.
outgoingˈaʊtɡoʊɪŋ
leaving or being sent from a person, office, or system.
pendingˈpendɪŋ
waiting to be done, decided, or completed.
approvedəˈpruːvd
officially accepted or allowed.
rejectedrɪˈdʒɛktɪd
not accepted, approved, or allowed after someone considered it.
completedkəmˈpliːtɪd
finished or done, with no more work needed.
overdueˌoʊvərˈduː
not done, paid, or returned by the expected time.
scheduledˈskedʒuːld
planned to happen at a particular time.
cancelledˈkænsəld
stopped and not going to happen as planned.
postponedpəˈspoʊnd
delayed and arranged to happen at a later time.
recurringrɪˈkɜːrɪŋ
happening again and again, often at regular times.
temporaryˈtempəreri
lasting for only a limited time; not permanent.
permanentˈpɜːrmənənt
lasting for a long time or forever, not temporary.
full-timeˌfʊl ˈtaɪm
working or operating for the normal number of hours each week.
part-timeˌpɑːrt ˈtaɪm
working or operating for fewer hours than a full-time schedule.
remoterɪˈmoʊt
done from a different place, usually using the internet instead of being in the office.
hybridˈhaɪbrɪd
combining two different ways of working, especially working partly remotely and partly on-site.
on-siteˌɑːn ˈsaɪt
done or located at the actual workplace or event location.
Useful adjectives for describing accurate, efficient and professional administrative work.
accurateˈækjərət
correct and without mistakes.
organizedˈɔːrɡənaɪzd
arranged in a clear, orderly way, or good at planning and managing tasks
professionalprəˈfeʃənl
showing the skill, competence, and conduct expected from someone at work
politepəˈlaɪt
showing good manners and respect for other people.
courteousˈkɜːrtiəs
very polite and respectful, especially in formal or professional situations.
reliablerɪˈlaɪəbl
able to be trusted to do what is needed or promised.
efficientɪˈfɪʃnt
working well without wasting time, money, or energy.
timelyˈtaɪmli
done or happening at the right time or soon enough.
flexibleˈfleksəbl
able to change or adapt easily when plans or needs change.
clearklɪr
easy to understand, see, or hear
concisekənˈsaɪs
giving necessary information in few words.
detaileddɪˈteɪld
including many specific facts or pieces of information.
up-to-dateˌʌp tə ˈdeɪt
having the newest information, version, or knowledge.
outdatedˌaʊtˈdeɪtɪd
no longer useful or correct because it is old or has been replaced.
missingˈmɪsɪŋ
not present where it should be or needed.
incorrectˌɪnkəˈrekt
not correct; containing a mistake.
duplicateˈduːplɪkət
exactly the same as another item or copy.
validˈvælɪd
officially acceptable, legally effective, or based on good reasons.
invalidɪnˈvælɪd
not legally or officially acceptable because something is wrong or missing.
Terms for keeping records for the required period and destroying them securely.
shredderˈʃredər
a machine that cuts paper documents into very small pieces for disposal or security.
shredʃred
to cut a document into very small strips or pieces, usually to destroy private information.
shred documentsʃred ˈdɑːkjumənts
to cut documents into very small pieces, usually to destroy confidential information.
document retentionˈdɑːkjumənt rɪˈtenʃən
the practice of keeping documents for a required amount of time before deleting or destroying them.
retention periodrɪˈtenʃən ˈpɪriəd
the length of time that a document or record must be kept.
file retentionfaɪl rɪˈtenʃən
the practice of keeping digital or paper files for a required amount of time.
disposal proceduredɪˈspoʊzəl prəˈsiːdʒər
the official steps for safely getting rid of documents, equipment, or waste.
document disposalˈdɑːkjumənt dɪˈspoʊzəl
the process of getting rid of documents, usually by shredding, deleting, or destroying them.
secure disposalsɪˈkjʊr dɪˈspoʊzəl
the safe destruction or removal of items so that private information cannot be seen or used.
confidential wasteˌkɑːnfɪˈdenʃəl weɪst
documents or materials containing private information that must be destroyed securely.
recycling binriːˈsaɪklɪŋ bɪn
a container for materials such as paper, plastic, or glass that can be recycled
waste binweɪst bɪn
a container for rubbish or things that are being thrown away.
paper binˈpeɪpər bɪn
a container used only for collecting waste paper.
A small group of general English words that do not fit the main office themes.
mousemaʊs
a small rodent with a pointed nose and a long thin tail, often found in houses or fields
tabletˈtæblət
a small solid piece of medicine that you swallow.
follow-upˈfɑːloʊ ˌʌp
a later check or appointment to see how a patient is progressing after treatment.
power of attorneyˌpaʊər əv əˈtɜːrni
a legal document giving someone authority to act or sign documents for another person or organization.
company registrationˈkʌmpəni ˌredʒɪˈstreɪʃən
the official process or record of creating and listing a company with government authorities.
tax identification numbertæks aɪˌdentɪfɪˈkeɪʃən ˈnʌmbər
an official number used by tax authorities to identify a person or company for tax purposes.
business licenseˈbɪznəs ˈlaɪsəns
an official permit that allows a person or company to operate a business legally.
legal documentˈliːɡəl ˈdɒkjumənt
a document that has legal meaning or can be used as evidence of rights, duties, or agreements.
corporate documentˈkɔːrpərət ˈdɒkjumənt
an official document related to a company’s structure, decisions, registration, ownership, or operations.
board resolutionbɔːrd ˌrezəˈluːʃən
a formal written decision approved by a company’s board of directors.
meeting packˈmiːtɪŋ pæk
a set of documents prepared for participants to read before or during a meeting.
briefing packˈbriːfɪŋ pæk
a set of documents that gives key background information and instructions before a meeting, event, or task.
information packˌɪnfərˈmeɪʃən pæk
a set of documents that gives useful details about a service, event, project, or process.
welcome letterˈwelkəm ˈletər
a letter sent to greet someone and give initial information when they join or start something.
appointment reminderəˈpɔɪntmənt rɪˈmaɪndər
a message that reminds someone about a scheduled appointment.
meeting reminderˈmiːtɪŋ rɪˈmaɪndər
a message that reminds someone about an upcoming meeting.
payment reminderˈpeɪmənt rɪˈmaɪndər
a message that reminds someone that a payment is due or overdue.
deadline reminderˈdedlaɪn rɪˈmaɪndər
a message that reminds someone about the date or time by which something must be finished.
automatic reminderˌɔːtəˈmætɪk rɪˈmaɪndər
a reminder sent or shown by a system without a person doing it manually.
calendar reminderˈkælɪndər rɪˈmaɪndər
a reminder linked to an event or date in a calendar application.
task remindertæsk rɪˈmaɪndər
a message that reminds someone to do or finish a specific task.
priority levelpraɪˈɔːrəti ˈlevəl
a value that shows how important or urgent a task, issue, or request is.
task statusˈtæsk ˌsteɪtəs
the current state of a task, such as not started, in progress, blocked, or completed.
completion datekəmˈpliːʃən deɪt
the date when a task, project, or process is finished or is planned to be finished.
assigned taskəˈsaɪnd tæsk
a piece of work given to a specific person or team to complete
open taskˈoʊpən tæsk
a task that is not yet completed or closed.
closed taskˌkloʊzd ˈtæsk
a task that has been completed or officially marked as finished.
blocked taskblɑkt tæsk
a task that cannot continue because another action, decision, or resource is needed first.
task ownertæsk ˈoʊnər
the person responsible for making sure a task is completed.
responsible personrɪˈspɑːnsəbəl ˈpɜːrsən
the person who has the duty to take care of something or make sure it is done.
point of contactˌpɔɪnt əv ˈkɑːntækt
the person or place to communicate with first about a particular matter.
POCˌpiː oʊ ˈsiː
an abbreviation for point of contact, meaning the person to communicate with first about a particular matter.
stakeholderˈsteɪkˌhoʊldər
a person or group that has an interest in a project, decision, or business because it can affect them.
decision makerdɪˈsɪʒən ˌmeɪkər
a person who has the authority to choose what will be done.
approverəˈpruːvər
a person who checks something and gives official permission for it to continue or be accepted.
requesterrɪˈkwestər
a person who asks for something formally or through a system.
recipientrɪˈsɪpiənt
a person who receives something, especially a message, letter, package, or payment.
senderˈsendər
a person who sends a message, letter, package, or payment.
addresseeˌædresˈiː
the person whose name and address are written on a letter, email, or package.
mail recipientmeɪl rɪˈsɪpiənt
the person or address that receives a piece of mail.
email recipientˈiːmeɪl rɪˈsɪpiənt
the person or email address that receives an email message.
distribution listˌdɪstrɪˈbjuːʃən lɪst
a saved list of email addresses used to send the same message to several people at once.
group mailboxɡruːp ˈmeɪlbɒks
an email mailbox that several people can access and use to send and receive messages for a team.
shared inboxʃeəd ˈɪnbɒks
an email inbox that multiple users can open and manage together.
generic email addressdʒəˈnerɪk ˈiːmeɪl əˌdres
an email address for a role, department, or company rather than a named person, such as [email protected].
email addressˈiːmeɪl əˌdres
the address used to send and receive messages by email.
contact databaseˈkɒntækt ˈdeɪtəbeɪs
a digital collection of names, phone numbers, email addresses, and other contact details.
client databaseˈklaɪənt ˈdeɪtəbeɪs
a digital collection of information about a company’s clients.
vendor databaseˈvendər ˈdeɪtəbeɪs
a digital collection of information about suppliers or companies that provide goods or services.
employee databaseɪmˈplɔɪiː ˈdeɪtəbeɪs
a digital collection of information about an organization’s employees.
records databaseˈrɛkərdz ˌdeɪtəbeɪs
a digital system that stores and organizes official records or documents.
CRM recordˌsiː ɑːr ˈem ˈrekɔːd
one stored item of customer or sales information in a customer relationship management system.
customer recordˈkʌstəmər ˈrɛkərd
a stored set of information about one customer.
contact recordˈkɒntækt ˈrekɔːd
a stored set of information about one person or organization’s contact details.
data fieldˈdeɪtə fiːld
a specific place in a form or database for one type of information, such as a name or date.
entry fieldˈentri fiːld
a box or space on a form where a user types information.
drop-down menuˈdrɒp daʊn ˌmenjuː
a menu that opens downward on a screen to show a list of choices.
checkboxˈtʃekbɒks
a small square on a screen that you click to select or deselect an option.
search barsɜːtʃ bɑːr
a box on a website or program where you type words to find information.
filterˈfɪltər
a device, substance, or software tool that lets only certain things pass or be shown
sort ordersɔːt ˈɔːdər
the way items are arranged in a list, such as A to Z, newest first, or highest to lowest.
columnˈkɒləm
a vertical line of cells or information in a table or spreadsheet.
rowrəʊ
a horizontal line of cells or information in a table or spreadsheet.
cellsel
one small box in a table or spreadsheet where information can be entered.
formulaˈfɔːmjələ
a rule or calculation entered in a spreadsheet cell to produce a result.
charttʃɑːt
a visual display of data, such as a graph or diagram.
tableˈteɪbəl
a piece of furniture with a flat top and one or more legs, used for eating, working, or other activities.
pivot tableˈpɪvət ˈteɪbəl
a spreadsheet tool that summarizes and rearranges data to show totals, counts, or comparisons.
mail labelmeɪl ˈleɪbəl
a label on mail that shows delivery information, usually the recipient’s name and address.
file labelfaɪl ˈleɪbəl
a label on a file or folder that identifies what it contains.
document numberˈdɒkjumənt ˈnʌmbər
a unique number used to identify a specific document.
case numberkeɪs ˈnʌmbər
a unique number used to identify a specific case, request, or incident in a system.
ticket numberˈtɪkɪt ˌnʌmbər
a unique number used to identify a support request or service case.
serial numberˈsɪəriəl ˌnʌmbər
a unique number or code given to a product or device to identify that exact item.
asset tagˈæset tæɡ
a label with a number or code used to identify and track company equipment.
company assetˈkʌmpəni ˈæset
something valuable, such as equipment or property, that belongs to a company.
office assetˈɔːfɪs ˈæset
a piece of equipment or property used in an office and tracked by an organization.
asset registerˈæset ˈredʒɪstər
an official list or database of an organization's assets and their details.
equipment listɪˈkwɪpmənt lɪst
a list of tools, devices, or machines needed or assigned for a job.
laptop bagˈlæptɒp bæɡ
a bag designed to carry and protect a laptop computer.
phone chargerˈfəʊn ˌtʃɑːrdʒər
a device or cable used to recharge a mobile phone battery.
power cableˈpaʊər ˌkeɪbəl
a cable that carries electricity to a device or machine.
extension cordɪkˈstenʃən kɔːrd
a long electric cable used to connect a device to a power socket that is farther away.
power stripˈpaʊər strɪp
a device with several power sockets that lets multiple electrical devices plug into one outlet.
USB driveˌjuː es ˈbiː draɪv
a small portable storage device that plugs into a USB port.
external hard driveɪkˈstɜːrnəl ˈhɑːrd draɪv
a portable data storage device connected to a computer from the outside, usually by cable.
adapterəˈdæptər
a device that lets one type of plug, socket, or connection work with another.
HDMI cableˌeɪtʃ diː em ˈaɪ ˌkeɪbəl
a cable used to send digital video and audio between devices such as a computer and a monitor.
network cableˈnetwɜːrk ˌkeɪbəl
a cable used to connect a computer or device to a wired network.
Wi-Fi passwordˈwaɪ faɪ ˌpæswɜːrd
the secret word or code needed to connect to a wireless internet network.
internet connectionˈɪntərnet kəˈnekʃən
the link that allows a device or place to access the internet.
network accessˈnetwɜːrk ˈækses
permission or ability to connect to and use a computer network.
meeting linkˈmiːtɪŋ lɪŋk
a web link used to join an online meeting.
conference linkˈkɒnfərəns lɪŋk
a web link used to join an online conference or video call.
dial-in numberˈdaɪəl ɪn ˌnʌmbər
a phone number you call to join a meeting or conference by telephone.
access codeˈækses koʊd
a number or code that gives permission to enter a system, room, or online meeting.
meeting IDˈmiːtɪŋ ˌaɪ ˈdiː
a unique number or code used to identify and join a specific online meeting.
passcodeˈpæskoʊd
a secret set of numbers or characters used to unlock a device or account.
waiting roomˈweɪtɪŋ ruːm
a virtual area where participants wait before the host lets them join an online meeting.
screen sharingˈskriːn ˌʃerɪŋ
the act of showing your computer or device screen to other people in an online meeting.
recordingrɪˈkɔːrdɪŋ
sound or video that has been saved so it can be played again later.
transcriptˈtrænskrɪpt
an official record of a student's courses, grades, and academic results.
attendance listəˈtendəns lɪst
a list of people who are present or expected to be present at an event, meeting, or class.
speaker listˈspiːkər lɪst
a list of people who will give talks or presentations at an event.
presentation fileˌprezənˈteɪʃən faɪl
a computer file containing slides or materials used for a presentation.
handoutˈhændaʊt
a document or sheet of information given to students or participants.
name plateˈneɪm pleɪt
a small sign showing a person's name, usually placed on a desk, table, or door.
signageˈsaɪnɪdʒ
signs used in a place to give information, directions, or advertising.
direction signdəˈrekʃən saɪn
a sign that shows people which way to go to find a place.
room setupˈruːm ˌsetʌp
the way furniture, equipment, and materials are arranged in a room for an event or meeting.
cateringˈkeɪtərɪŋ
the service of providing food and drinks for an event, meeting, or organization.
refreshmentsrɪˈfreʃmənts
small amounts of food and drinks served during a meeting, break, or event.
coffee serviceˈkɔːfi ˈsɜːrvɪs
the organized serving of coffee, often with tea, water, or snacks, at an event or meeting.
lunch orderˈlʌntʃ ˌɔːrdər
a request for specific food to be prepared or delivered for lunch.
dietary requirementˈdaɪəteri rɪˈkwaɪərmənt
a rule or need about what someone can or cannot eat.
guest listˈɡest lɪst
a list of people invited to an event or allowed to enter it.
event registrationɪˈvent ˌredʒɪˈstreɪʃən
the process of signing up people to attend an event.
registration deskˌredʒɪˈstreɪʃən desk
a table or counter where people check in when they arrive at an event.
event badgeɪˈvent bædʒ
a card or label worn by a person at an event to show their name, role, or access rights.
event scheduleɪˈvent ˈʃedjuːl
a plan showing the times and order of activities at an event.
venueˈvenjuː
the place where an event, meeting, concert, or sports activity happens.
speakerˈspiːkər
a person who gives a talk or presentation to an audience.
facilitatorfəˈsɪlɪteɪtər
a person who guides a meeting, workshop, or discussion to help the group work effectively.
attendee badgeəˌtenˈdiː bædʒ
a badge worn by a person attending an event to show their name or participant status.
feedback surveyˈfiːdbæk ˈsɜːrveɪ
a set of questions used to collect people's opinions about a service, event, or experience.
survey resultˈsɜːrveɪ rɪˈzʌlt
the information or findings collected from answers to a survey.
customer inquiryˈkʌstəmər ˈɪnkwəri
a question or request for information from a customer.
client requestˈklaɪənt rɪˈkwest
something a client asks a company or service provider to do or provide.
complaintkəmˈpleɪnt
a statement or act of saying that something is wrong or unsatisfactory.
queryˈkwɪri
a question, especially one asking for information or clarification.
response timerɪˈspɒns taɪm
the amount of time it takes to reply to a question, request, or problem.
service levelˈsɜːrvɪs ˈlevəl
the agreed standard or quality of service that a provider is expected to deliver.
SLAˌes el ˈeɪ
short for service level agreement: a formal agreement that defines the support standards a provider must meet.
escalationˌeskəˈleɪʃən
the action of passing a problem to a higher level of authority or urgency because it needs more help or attention.
resolutionˌrɛzəˈluːʃən
the act of successfully solving a problem or ending a disagreement
case fileˈkeɪs faɪl
a record containing all information, documents, and notes about one customer problem or request.
support ticketsəˈpɔːrt ˈtɪkɪt
a numbered record of a customer problem or request that a support team must track and handle.
open issueˈoʊpən ˈɪʃuː
a problem or task that has been reported but has not yet been fixed or completed.
resolved issuerɪˈzɑːlvd ˈɪʃuː
a problem or task that has been fixed, answered, or completed.
pending requestˈpɛndɪŋ rɪˈkwɛst
a request that has been received but is still waiting for a decision, action, or completion.
urgent requestˈɜːrdʒənt rɪˈkwest
a request that needs immediate or very quick attention because it is important or time-sensitive.
formal requestˈfɔːrməl rɪˈkwest
an official request made in a polite, structured way, often in writing or through an approved process.
written requestˈrɪtən rɪˈkwest
a request that is recorded in text, such as in an email, letter, form, or message.
verbal requestˈvɜːrbəl rɪˈkwest
a request spoken aloud instead of written down.
office requestˈɑːfɪs rɪˈkwest
a request related to office work, supplies, facilities, or administrative needs.
message padˈmesɪdʒ pæd
a notepad or form used to write down phone messages, including the caller’s name, number, and message.
call scriptˈkɔːl skrɪpt
prepared words and steps for an agent to follow during a phone call with a customer.
greeting scriptˈɡriːtɪŋ skrɪpt
a prepared phrase or short text used to start a call, chat, or customer interaction politely.
phone etiquetteˈfoʊn ˈetɪkət
the polite and professional rules for speaking with people on the telephone.
email etiquetteˈiːmeɪl ˈetɪkət
the polite and professional rules for writing and replying to emails.
business etiquetteˈbɪznəs ˈetɪkət
the accepted polite and professional behavior used in business situations.
professional toneprəˈfeʃənəl toʊn
a way of speaking or writing that sounds respectful, clear, and appropriate for work.
polite reminderpəˈlaɪt rɪˈmaɪndər
a respectful message that reminds someone to do something or respond.
formal emailˈfɔːrməl ˈiːmeɪl
an email written in a polite, official style for business, work, or serious communication.
informal emailɪnˈfɔːrməl ˈiːmeɪl
an email written in a relaxed, friendly style, usually to someone you know well.
internal emailɪnˈtɜːrnəl ˈiːmeɪl
an email sent within the same company or organization.
external emailɪkˈstɜːrnəl ˈiːmeɪl
an email sent to someone outside your company or organization.
urgent emailˈɜːrdʒənt ˈiːmeɪl
an email that needs immediate or very quick attention.
mass emailˈmæs ˈiːmeɪl
one email sent to a large number of people at the same time.
bulk emailˈbʌlk ˈiːmeɪl
email sent in large quantities, often for marketing, notices, or newsletters.
email campaignˈiːmeɪl kæmˈpeɪn
a planned series of marketing or informational emails sent to a specific group of people.
email footerˈiːmeɪl ˈfʊtər
the standard information at the bottom of an email, such as contact details, a signature, or legal text.
disclaimerdɪsˈkleɪmər
a statement that says a person or organization is not responsible for something or does not guarantee something.
confidentiality noticeˌkɒnfɪˌdenʃiˈæləti ˈnoʊtɪs
a message, often in an email, saying that the information is private and should not be shared with unauthorized people.
read receiptriːd rɪˈsiːt
an automatic message that tells the sender when the recipient has opened or read an email.
delivery receiptdɪˈlɪvəri rɪˈsiːt
an automatic message that confirms an email or message was delivered to the recipient’s mailbox or device.
spam folderspæm ˈfoʊldər
an email folder where unwanted or suspicious messages are automatically placed.
junk maildʒʌŋk meɪl
unwanted email messages, usually advertising or suspicious content.
email filterˈiːmeɪl ˈfɪltər
a tool or setting that automatically sorts, blocks, or moves email messages based on chosen conditions.
email ruleˈiːmeɪl ruːl
a specific instruction that tells an email program what to do with messages that match certain conditions.
email folderˈiːmeɪl ˈfoʊldər
a named place in an email account where messages are stored and organized.
archive folderˈɑːrkaɪv ˈfoʊldər
an email or file folder used to store older items that are not needed often but should be kept.
sent folderˈsɛnt ˌfoʊldər
an email folder that stores copies of messages you have sent.
deleted itemsdɪˈliːtɪd ˈaɪtəmz
an email or computer folder that holds items you have deleted, usually before they are permanently removed.
trash foldertræʃ ˈfoʊldər
a folder that temporarily stores deleted files or email messages before they are permanently removed.
shared folderʃerd ˈfoʊldər
a folder that more than one user can open or use, depending on their permissions.
permission settingpərˈmɪʃən ˈsetɪŋ
a control that defines what a user is allowed to see, change, or do in a system or file.
view accessvjuː ˈækses
permission to open and look at information without changing it.
edit accessˈedɪt ˈækses
permission to change information in a file, folder, or system.
admin accessˈædmɪn ˈækses
permission to manage a system or account, including changing settings and user permissions.
restricted accessrɪˈstrɪktɪd ˈækses
limited permission to use or see only certain parts of a system, file, or area.
read-only accessˌriːd ˈoʊnli ˈækses
permission to view information but not change, delete, or add anything.
password resetˈpæsˌwɜːrd ˈriːˌsɛt
the process of creating a new password when the old one is forgotten, expired, or no longer safe.
account setupəˈkaʊnt ˈsetʌp
the process of creating and configuring a user account so it is ready to use.
user accountˈjuːzər əˈkaʊnt
a personal record in a computer system that lets a person log in and use services or files.
guest accountɡest əˈkaʊnt
a user account with limited permissions, usually for temporary or external users.
admin accountˈædmɪn əˈkaʊnt
a user account with high-level permissions to manage a system, settings, and other users.
login issueˈlɒɡɪn ˈɪʃuː
a problem that prevents a user from signing in to an account or system.
locked accountˌlɑkt əˈkaʊnt
an account that cannot be used because access has been blocked, often after too many failed login attempts.
expired passwordɪkˈspaɪərd ˈpæswɜːrd
a password that can no longer be used because its allowed time period has ended.
system updateˈsɪstəm ˈʌpdeɪt
a change installed on an operating system or technical system to improve it, fix problems, or add security.
software updateˈsɔːftwer ˈʌpdeɪt
a change installed in a program or application to improve it, fix errors, or add features.
printer setupˈprɪntər ˈsetʌp
the process of installing and configuring a printer so it can work with a computer or network.
scanner setupˈskænər ˈsetʌp
the process of installing and configuring a scanner so it can work with a computer or network.
device setupdɪˈvaɪs ˈsetʌp
the process of installing and configuring a device so it is ready to use.
technical issueˈteknɪkəl ˈɪʃuː
a problem with equipment, software, or a system that stops it from working correctly.
technical supportˈteknɪkəl səˈpɔːrt
help given to people to solve problems with equipment, software, or computer systems.
The most useful areas are scheduling, meetings, email, phone calls, documents, filing, supplies, invoices, visitors, HR and workplace safety. Start with the early sections, then add the specialist terms that match your job.
The set ranges from beginner-friendly office words to intermediate and advanced terms used in finance, compliance, HR and document control. Beginners should learn the common sections first and return to specialist categories later.
Study one category at a time and learn about 15–20 items per session. Use active recall, spaced repetition and short workplace sentences, then review the words again after one day, one week and one month.
Focus on job roles, administrative duties, scheduling, customer service, documents, task priorities and professional qualities. Practise explaining how you organize calendars, handle calls, keep records and solve routine problems.
The titles often overlap. An office administrator usually coordinates broader office systems and daily operations, while an administrative assistant more often supports a particular manager or team; actual duties depend on the employer.
Role-play short calls that include greeting, identifying the caller, taking a message, putting someone on hold and confirming the next step. For email, write brief messages with a clear subject, purpose, requested action and polite closing.
Most terms are widely understood in both varieties. Some alternatives differ, such as post and mail, holiday and vacation, or particular job titles, so learn the version used by your workplace and audience.
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