A practical guide, because home offices need different tools than corporate ones
When your team works from home, you can’t walk past their desk and notice they’re out of sticky notes. You can’t see that their cheap office chair is hurting their back. You can’t hear the printer jamming for the third time this week.
But those problems still exist. They’re just invisible.
Remote work is here to stay. And while most businesses have figured out the big things, laptops, video conferencing, cloud storage, the small things often get overlooked. Pens that run out of ink. Notebooks that go missing. Lighting that strains eyes. Chairs that cause back pain.
The right supplies make remote work productive and comfortable. The wrong supplies (or missing supplies) create frustration, reduce output, and cost you in team morale.
In this article, I’ll walk you through how to choose office supplies for remote teams. What to provide. What to reimburse. What to leave to your team. And how to do it without breaking the bank.
Let’s dive in.
Part One: Why Remote Supplies Are Different
Before we get into specific recommendations, let’s talk about how remote work changes supply needs.
How remote work changes the equation:
| Factor | In the office | At home |
| Shared supplies | Central cupboard, everyone shares | Each person needs their own |
| Equipment | Company-provided desks, chairs, monitors | Team provides or company reimburses |
| Printing | Central printer/copier | May need home printer or no printing |
| Storage | Filing cabinets, office supplies cupboard | Home desk, drawers, limited space |
| Visibility | You see what people need | You have to ask (or they suffer silently) |
The result is that remote supply management requires more intentionality. You can’t rely on a central cupboard and someone noticing when sticky notes run low.
You need a system. Clear policies. And a willingness to trust your team to make good choices.
Part Two: The Remote Work Supply Hierarchy
Not all supplies are equal. Here’s how to prioritise.
Tier 1: Health and Safety (Non-negotiable)
These items affect your team’s physical wellbeing. Skimping here costs you in sick days, back pain, and eye strain.
- Chair, Ergonomic, adjustable, supportive (not a dining chair)
- Desk, Correct height, stable surface, enough space
- Monitor, Appropriate size, adjustable height, good resolution
- Keyboard and mouse, Ergonomic options, comfortable for daily use
- Lighting, Good task lighting, reduces eye strain
Tier 2: Productivity Essentials (Highly recommended)
These items make daily work possible and pleasant.
- Reliable internet, Not a supply, but essential (consider subsidy)
- Printer/scanner (if needed), For roles that require physical documents
- Paper and toner, If printing is part of the role
- Basic stationery, Pens, notebooks, sticky notes, folders
- Storage, Filing system for physical documents (if needed)
Tier 3: Comfort and Convenience (Nice to have)
These items improve the work experience but aren’t essential.
- Desk organiser, Keeps supplies tidy
- Secondary monitor, For multitasking
- Noise-cancelling headphones, For focus in noisy homes
- Desk plant, Improves mood (seriously)
- Footrest, For ergonomic comfort
Part Three: What to Provide vs What to Reimburse vs What to Leave
This is where many businesses get stuck. Here’s a simple framework.
Provide Directly (Company Purchases)
Items that are standardised across the team, easier to buy in bulk, or require specific specifications.
Examples:
- Laptops and core IT equipment
- Standard headsets for calls
- Monitors (if you want consistency)
- Company-branded items (notebooks, pens)
Why provide directly: Consistency. Control over quality. Bulk pricing.
Reimburse (Team Purchases)
Items where personal preference matters, or where shipping individual items is impractical.
Examples:
- Chairs (different bodies need different chairs)
- Desks (different spaces have different constraints)
- Ergonomic accessories (keyboards, mice, footrests)
- Lighting (depends on home office setup)
How to do it:
- Set clear spending limits (£200-500 for a chair, £50-100 for keyboard/mouse)
- Define quality standards (ergonomic, adjustable, reputable brand)
- Require receipts (digital is fine)
- Set a simple approval process (email manager, get yes/no)
- Reimburse through payroll or expenses system
Pro tip: A simple policy works best. “Up to £400 for an ergonomic chair, approved by manager, receipt required.” Clear. Fair. Easy to administer.
Leave to the Team (No Company Involvement)
Items that are purely personal preference or already owned.
Examples:
- Personal pens (many people have favourites)
- Notebooks (some prefer digital)
- Desk decorations
- Plants
Why leave it: Not worth the admin overhead. People have preferences. Trust them.
Part Four: Specific Recommendations by Supply Category
Let’s get into the details.
Home Office Furniture
This is the biggest category, and the one where quality matters most.
Chair:
| What to look for | What to avoid |
| Adjustable height (pneumatic) | Fixed height |
| Lumbar support (adjustable) | No lower back support |
| Adjustable armrests (or no armrests if preferred) | Fixed, non-adjustable armrests |
| Breathable mesh back | Solid, non-breathable material |
| 5-wheel base for stability | 4-wheel or unstable base |
| Tilt mechanism (optional but nice) | No recline at all |
Recommended spend: £200-500 for a good ergonomic chair. Less than £150 is likely poor quality. More than £800 is premium (not necessary for most).
Desk:
| What to look for | What to avoid |
| Correct height for the user (approx 72-76cm for average person) | Fixed height that’s wrong for the user |
| Stable, sturdy construction | Wobbly or flimsy |
| Enough surface area (120cm+ wide recommended) | Tiny, cramped surface |
| Sit-stand optional (nice but not essential) | Consider sit-stand only if the user wants it |
Recommended spend: £100-300 for a good standard desk. £300-800 for sit-stand.
Monitor:
| What to look for | What to avoid |
| 24-27 inch (sweet spot for most work) | Too small (under 22 inches) |
| Adjustable height stand (or separate stand) | Fixed height, too low |
| 1080p or higher resolution | Low resolution (blurry text) |
| USB-C connectivity (if using laptop) | Incompatible with laptop |
Recommended spend: £150-300 for a good office monitor.
Ergonomics Accessories
Small items that make a big difference to comfort.
Keyboard and mouse:
| What to look for | What to avoid |
| Ergonomic design (split keyboard, vertical mouse) | Cheap, non-ergonomic basics |
| Wireless (less desk clutter) | Wired if not preferred |
| Quiet keys (for open living spaces) | Loud, clicky keys (annoying to family) |
Recommended spend: £50-150 for keyboard, £30-80 for mouse.
Other ergonomic items:
- Footrest, £20-50, helps with posture
- Laptop stand, £20-40, raises screen to eye level
- Wrist rest, £10-20, for keyboard or mouse
Stationery and Consumables
The basics that keep work moving.
For roles that require physical documents:
| Item | Recommendation |
| Pens | Provide a small pack of reliable pens (don’t overthink this, people have preferences) |
| Notebooks | A5 or A4 ruled notebooks (simple, functional) |
| Sticky notes | Small and medium sizes |
| Paper | 80gsm A4 (standard, no need for premium) |
| Envelopes | DL and C5 sizes (if mailing) |
| Folders | For organising client documents |
For roles that are fully digital:
- A notebook and pen might still be useful (many people like taking handwritten notes)
- Sticky notes are less essential (digital alternatives exist)
- Paper and envelopes probably not needed
Pro tip: Ask your team what stationery they actually use. A digital-first role might need nothing. A role that handles physical paperwork might need quite a bit.
Printing and Scanning
This is where remote work gets tricky.
When a home printer makes sense:
- Role requires frequent printing (contracts, forms, physical documents)
- No convenient local printing option (library, print shop)
- Team member prefers physical documents for focus or review
When a home printer doesn’t make sense:
- Role is fully digital (no physical output needed)
- Team member prints rarely (once a month or less)
- Local printing options are available and convenient
If you provide a printer:
| What to look for | What to avoid |
| Laser (not inkjet), lower running costs | Inkjet, expensive ink, dries out if not used |
| Multifunction (print, copy, scan) if needed | Single-function if scanning is needed |
| Wireless (connect without cables) | USB-only (inconvenient) |
| Reasonable toner yield (1,000+ pages) | Small, expensive cartridges |
Recommended spend: £150-300 for a monochrome laser multifunction printer.
Toner policy: Either provide toner directly (ship to their home) or reimburse for purchases from approved suppliers.
Technology and Connectivity
Beyond the laptop itself.
Internet subsidy: Many businesses contribute toward home internet costs. Fair, easy to administer, appreciated by staff.
Typical approach: Flat monthly contribution (£20-40) or percentage of bill.
Headset:
| What to look for | What to avoid |
| Noise-cancelling microphone (reduces background noise) | Poor microphone (colleagues hear everything) |
| Comfortable for long calls | Uncomfortable after 30 minutes |
| Wireless (optional, but nice) | Cheap USB headset with poor sound |
Recommended spend: £50-150 for a good headset.
Part Five: The Remote Work Supply Policy Template
Here’s a simple policy you can adapt for your business.
Remote Work Supply Policy
Purpose: To ensure remote team members have the supplies they need to work productively and comfortably.
Company-provided items (no approval needed):
- Laptop and charger
- Standard headset
- Company-branded notebook and pen (one-off)
Reimbursable items (manager approval required):
| Category | Limit | Requirements |
| Ergonomic chair | £400 | Receipt required, ergonomic features |
| Desk | £250 | Receipt required |
| Monitor | £250 | 24-27 inch, adjustable stand |
| Keyboard and mouse | £100 | Ergonomic preferred |
| Printer | £200 | Laser multifunction, manager approval for need |
| Lighting | £75 | Task lighting, receipt required |
| Headset | £100 | Noise-cancelling microphone |
Process:
- Team member selects item (within limits and requirements)
- Sends link/description to manager for approval
- Upon approval, team member purchases
- Submits receipt through expenses system
- Reimbursed within [X] days
Not reimbursed:
- Personal stationery (pens, notebooks beyond company-provided)
- Desk decorations
- Plants
- Coffee, tea, snacks
One-off home office setup allowance: £[X] for new remote team members to purchase furniture and equipment.
Review: This policy is reviewed annually.
Part Six: Examples
Here are a few examples of businesses that got remote supplies right.
Example 1: The Chair Policy
A professional services firm had remote team members working from dining chairs and sofas. Back pain complaints increased. Productivity dipped.
The fix: They introduced a £400 reimbursement for an ergonomic chair. Manager approval required, receipt needed. Within three months, 90% of the team had proper chairs.
The result: Back pain complaints dropped. Team members reported being more comfortable and focused.
Example 2: The Stationery Box
A small business sent each remote team member a “starter box” of supplies: notebooks, pens, sticky notes, folders, and a branded mug. Cost: £20 per person.
The result: Team members felt valued. They had the basics they needed. The branded mug was unexpectedly popular.
Example 3: The Printer Decision
A marketing agency assumed everyone needed a printer. They provided printers to all remote staff. Two years later, they realised that 70% of the printers were never used.
The fix: They changed policy. Printers provided only for roles that genuinely needed them (finance, contracts). Everyone else used digital workflows or local print shops.
The result: Saved £3,000 in hardware and ongoing toner costs. No negative impact on work.
Example 4: The Monthly Allowance
A tech company gave each remote team member a £30 monthly “supply allowance” to spend on whatever they needed, stationery, coffee, internet subsidy, ergonomic accessories. No approval required.
The result: Team members appreciated the autonomy. Administrative overhead was minimal. The company spent less than they had on the previous reimbursement system.
Part Seven: Common Mistakes to Avoid
Mistake 1: Assuming One Size Fits All
Different roles need different supplies. A developer needs different tools than an accounts payable clerk.
The fix: Categorise roles by their supply needs. Digital-first. Paper-light. Paper-heavy. Provide accordingly.
Mistake 2: Ignoring Ergonomics
A bad chair or poor monitor height causes real physical problems. Back pain. Neck strain. Eye fatigue.
The fix: Prioritise ergonomics. It’s not a luxury. It’s a health and productivity investment.
Mistake 3: Making Reimbursement Too Hard
Complex approval processes, low limits, and slow reimbursement frustrate your team.
The fix: Simple policy. Clear limits. Fast reimbursement. Trust your team.
Mistake 4: Forgetting About Printing
If your role requires printing, not having a printer is a real problem. But if it doesn’t, providing one is waste.
The fix: Ask. Track. Only provide where needed.
Mistake 5: No Policy at All
Without clear guidance, team members either buy nothing (and suffer) or buy expensive items (and you have awkward conversations).
The fix: Write a simple policy. It doesn’t need to be perfect. It just needs to exist.
Final Thoughts
Remote work changes everything about office supplies. No central cupboard. No shared resources. No walking past someone’s desk and noticing they need something.
But your team still needs supplies. Pens, paper, notebooks, folders. Chairs, desks, monitors, keyboards. The tools that make work possible and comfortable.
The key is intentionality. Ask what people need. Provide clear policies. Reimburse fairly. Trust your team.
And remember: the cost of a good chair is far less than the cost of a team member with back pain. The cost of a printer is far less than the cost of lost productivity.
If you’d like a friendly, no-pressure chat about office supplies for remote teams, whether that’s advice on policies, product recommendations, or just honest guidance, just reach out.
We’re independent. We’re here to help.