TOEIC Office Vocabulary

A list of items to be discussed at a formal meeting

Could you send out the meeting agenda at least twenty-four hours in advance?

The latest time or date by which something must be completed

The project manager reminded the team that the submission deadline is Friday at five o'clock.

A short written message sent within an organization to staff members

A memo was circulated to all staff regarding the new expense policy.

Written communication between people, especially formal letters and emails

All correspondence with suppliers should be copied to the procurement team.

Stop a meeting or formal discussion until a later time or date

The meeting was adjourned until further notice due to the absence of key stakeholders.

Give or send out items to a group of people in an organized way

The updated procedures manual will be distributed to all department heads by email.

Arrange for an event or meeting to happen at a particular time

Please schedule the kickoff meeting for early next week if possible.

A formal arrangement to meet someone at a specific time

I have an appointment with the regional director at three o'clock tomorrow.

A gathering of people for discussion or decision-making

The weekly team meeting will move from Monday to Tuesday starting next month.

An official written record of what is said and decided during a meeting

The minutes of yesterday's board meeting will be circulated this afternoon.

A large formal meeting where people discuss topics related to a specific field

The annual sales conference will be held in Berlin this September.

A formal talk that explains an idea or plan to an audience

Her presentation on the new strategy received very positive feedback from management.

A written or spoken account giving information about a particular matter

The quarterly report must be submitted to head office by Friday afternoon.

An early version of a written document that may be changed before completion

Please review the first draft and send any comments by end of day.

A file that is sent together with an email message

I have included the full specifications as an attachment to this email.

Send a message or email that you have received on to another person

Could you forward the client's email to the legal team for review?

A spoken or written response to a question, letter, or message

I haven't received a reply to my message from last Thursday.

Pass information or a document around among a group of people

The draft proposal will be circulated to all department heads for comment.

Place a document into a system of organized storage for later use

Please file these documents in the archive cabinet on the third floor.

An official paper or computer file that provides information or evidence

All supporting documents must be submitted along with the expense claim.

Routine written work involving forms, records, and other office documents

There is a significant amount of paperwork required when onboarding new employees.

Make a copy of a document using a machine that produces images on paper

Could you photocopy these handouts before the training session this afternoon?

Paper, pens, envelopes, and other items used for writing in an office

All office stationery orders should be submitted to administration by Wednesday.

Items that are needed for a particular activity or to keep an office running

We need to restock office supplies before the end of the month.

A machine that produces text or images from a computer onto paper

The main printer on the third floor is currently out of order.

A device that converts paper documents into digital files on a computer

Please use the scanner to create a digital copy of the signed contract.

An area or environment where a person carries out their daily job

Each employee is assigned a dedicated workspace equipped with a laptop and monitor.

A small enclosed area in an office that provides one person with private space

The marketing team occupies the cubicles along the west side of the floor.

A large room in a company where senior executives meet to make decisions

The boardroom has been reserved for the quarterly strategy meeting tomorrow morning.

The area near the entrance of an office where visitors are greeted on arrival

Please check in at reception upon arrival and collect your visitor badge.

A person you work with, especially someone in the same professional role

I discussed the proposal with several colleagues before submitting it to management.

The activity of organizing and storing documents in a logical order

The filing system was reorganized to make contracts easier to locate.

A person whose job is to help a manager or other professional with daily tasks

The executive assistant manages scheduling, correspondence, and travel for the director.

A person whose job is to greet visitors and answer the telephone at the entrance of an office

The receptionist will guide you to the conference room when you arrive.

Organize people or activities so that they work together effectively

Could you coordinate the catering arrangements for next week's client visit?

Plan or organize an event or activity in advance

I will arrange a follow-up meeting with the design team for next Tuesday.

Change the time at which a planned event will take place

We need to reschedule today's call because the director is unavailable.

Delay an event so that it happens at a later time than originally planned

The training session has been postponed until further notice due to low enrollment.

Decide that a planned event or activity will not take place

The conference was cancelled at short notice because of the venue closure.

State officially that something is true or that arrangements are definite

Could you please confirm your attendance at the awards dinner by Thursday?

Be present at an event such as a meeting, class, or social gathering

Over two hundred delegates are expected to attend the annual industry summit.

Take part actively in an event, activity, or discussion

All department heads are expected to participate in the strategic planning workshop.

Tell someone officially about something that has happened or will happen

Please notify the IT department immediately if you notice any unusual system behavior.

Make something known publicly or formally to a group of people

The CEO will announce the restructuring plan at tomorrow's all-hands meeting.

A telephone system that records messages from callers when you cannot answer

Please leave a detailed voicemail and I will return your call later today.

Cause someone to remember something that they need to do or know

May I remind everyone that expense claims must be submitted by Friday?

Give an official document or proposal to someone in authority for consideration

Please submit your timesheet to the HR portal before end of business Friday.

Give official permission or agreement for something to happen

The purchase request was approved by the finance department this morning.

Carefully examine something in order to make changes or judge its quality

Your performance review has been scheduled for the first week of December.

Read a written text carefully to find and correct any mistakes

Could you proofread the final report before we send it to the client?