Office supplies are the quiet workhorses of productivity—but how often should you actually replace them? While some items like sticky notes or printer ink have obvious lifespans, others such as staplers or desk chairs may not be as easy to gauge. Replacing supplies too frequently leads to wasted money, while waiting too long can hinder your efficiency.
Here’s a practical guide to when you should replace the most common office supplies, based on usage patterns and expert recommendations.
- Pens and Markers
When to replace: When they dry out or start skipping.
Most pens and markers should last 300 to 900 meters of writing. If you find yourself scribbling on scrap paper to get them working, it’s time to toss them.
- Printer Ink and Toner
When to replace: As soon as print quality fades or a low-ink warning appears.
Laser toner can last months, but inkjet cartridges dry out quicker—even when not in use. Regularly check ink levels if you print frequently. Staples offers guidance on proper storage to prolong life.
- Notebooks and Legal Pads
When to replace: When you run out of usable space.
It’s tempting to move on when only a few pages are left, but finishing each pad fully helps reduce waste. Consider archiving or digitizing used pages with tools like Rocketbook.
- Desk Chair
When to replace: Every 7 to 10 years, or sooner if you experience discomfort.
A good ergonomic chair should support your posture and last several years, but worn-out cushions, broken arms, or squeaky joints are signs it’s time to upgrade. Office Depot has a wide selection categorized by usage level.
- Sticky Notes
When to replace: As they lose adhesive or become curled.
Humidity and temperature changes can cause sticky notes to lose their tack. Store them flat and in a cool, dry place to extend their usefulness.
- Folders and Binders
When to replace: When they tear, crack, or lose structural integrity.
Plastic folders may last years, while cardboard versions can degrade faster. If labels are peeling or covers are warped, it’s time to refresh.
- Pens and Pencil Holders
When to replace: Rarely—only when damaged.
Desk organizers often last indefinitely but should be cleaned periodically. Replace if compartments crack or become unusable.
- Keyboard and Mouse
When to replace: Every 3 to 5 years, or sooner if you experience connectivity issues or hand discomfort.
Wireless devices tend to show age faster due to battery and connection problems. Ergonomic wear and tear is another cue to upgrade.
- Calendars and Planners
When to replace: Annually or at the start of a new academic/fiscal year.
Paper planners and calendars serve a time-limited purpose. Recycle responsibly once expired.
- Filing Cabinets
When to replace: When locking mechanisms fail or drawers jam.
Filing cabinets are built to last, but heavy use can wear down sliding mechanisms. Replace when they no longer function smoothly.
Pro tip: Take inventory every quarter
Review your supplies every 3 months to determine what’s running low, what needs replacing, and what can be consolidated. This helps prevent wasteful purchases and ensures your workspace stays fully stocked and efficient.
