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Paper Guide Printer Paper Formats Explained: DIN A4, A3, A5 and Special Formats DIN A4 is the standard in the office. DIN A3 is used for plans, tables, and presentations. DIN A5 is suitable for cards, small forms, and flyers. Anyone who regularly orders paper should pay attention not only to grammage and quality, but also to the correct format. This prevents wrong purchases, simplifies procurement and ensures that printers, copiers and filing systems match. View DIN A4 paperView DIN A3 paper Short Answer For normal office use, DIN A4 is the right choice. DIN A3 is suitable for large printouts, plans, and presentations. DIN A5 is practical for small forms, cards, or notepads. Special formats should only be chosen if the printer and application are compatible. The most important paper formats in the office Format Typical Use Recommendation DIN A4 Letters, invoices, copies, contracts Standard for almost every office DIN A3 Plans, tables, posters, presentations for large printouts and better overview DIN A5 Cards, small forms, flyers for compact information Special formats Labels, photo paper, cards, special prints only use with printer approval DIN A4: The Office Standard DIN A4 is the most important paper format in companies. It fits letters, invoices, offers, delivery notes, forms and most printers and copiers. For daily consumption, DIN A4 copy paper is usually the most economical solution. DIN A3: When more space is needed DIN A3 is twice as large as DIN A4 and is suitable for plans, larger tables, notices, drafts and presentation documents. It is important that the printer or copier supports the format. DIN A5 and smaller formats DIN A5 is frequently used for small forms, cards, flyers, notepads or compact information sheets. In everyday office life, it is less of a standard than DIN A4, but can be very practical for certain applications. Matching Products in the Wiepa Shop Copy Paper DIN A4The standard for daily office printouts.Printer Paper DIN A3For plans, tables and presentations.Recycled PaperFor more sustainable standard printouts.Premium PaperFor offers, presentations and customer documents. Which paper quality matches the format? The format does not yet say anything about the paper quality. For daily printouts, 80 g paper is often sufficient. For offers or presentations, 90 g or 100 g paper can appear higher quality. Recycled paper is a sensible solution for more sustainable procurement. Also relevant: Choosing the right printer paper Frequently Asked Questions What is the standard paper format in the office? DIN A4 is the standard format for letters, invoices, contracts, copies and most office printouts. When do you need DIN A3 paper? DIN A3 is suitable for larger tables, plans, posters, drafts and presentation documents. Can all printers print DIN A3? No. DIN A3 only works with printers or copiers that explicitly support this format. Relevant pages: Office Supplies, Office Provisions, E-Procurement and Printer paper in the shop Easier paper procurement Wiepa supports companies in Wiesbaden and Rhein Main with copy paper, recycled paper, printer accessories, office supplies and reliable office provisions. Request consultation

No workplace can function without well-planned office supplies – whether it's an open-plan office, a law firm, or a home office. Pens, paper, folders, sticky notes, printers, and proper filing are the backbone of a structured, productive workday. In this article, we show you which office supplies are truly useful, how to equip workplaces, cleverly organize your stock, and reduce ongoing costs through better procurement processes. Practical, suitable for everyday use – and perfectly combinable with our product range in the Wiepa shop. In short A standardized basic equipment per workstation, a central supply cabinet with fixed minimum quantities, and a defined core assortment reduce process costs the most, often significantly more than the mere unit price of individual items. Table of Contents Basic Equipment – what every office needs Personal Employee Equipment The Supply Cabinet – always everything available, without overcrowding Tips for Stock Management How do I save on office supplies? Core Assortments & Fixed Price Lists Private Label vs. Brand Product Conclusion & Wiepa Support Office Supplies – what your workplace really needs Even in the "paperless" or digital office, basic analog equipment remains indispensable. Not every idea is born in an app – and not every document may exist exclusively digitally. A well-thought-out basis ensures structure, efficiency, and less time spent searching. These products belong in every office Printer & Scanner (multifunction device): for contracts, customer documents, scans & copies. Filing & Document Organization: folders, dividers, binders, sleeves, magazine files. Shredder: for confidential documents and GDPR-compliant disposal. Presentation & Meeting Supplies: whiteboard, flip chart, moderation cards, markers. Basic Desk Equipment: pens, markers, notepads, sticky notes, punch, stapler. Wiepa-Tip: Plan your basic equipment per workstation standardized – this makes onboarding new employees faster and helps you keep track of what is truly needed. Personal Employee Equipment Every workstation is individual – but a personal basic equipment ensures that no one has to constantly search for pens, notes, or sleeves. This is particularly important for desk-sharing and hybrid work. The personal basic equipment at the desk 2–3 good ballpoint pens, possibly an ergonomic model Highlighters / markers for to-dos and documents Notepad or sticky notes for spontaneous thoughts & callbacks Desk pad or mousepad for structuring the surface 1–2 filing trays / magazine files for current documents Folder or ring binder for personal notes and protocols Small stock of sleeves, paper clips, adhesive tape Desk organizer / pen holder for instant tidiness Screen and, if necessary, glasses cleaning cloths In offices with flexible workstations, a personal box or bag that each person brings to their desk is recommended – this keeps the system simple and mobile. Wiepa-Tip: Instead of ordering everything individually, a starter set for new employees is worthwhile. This saves time, appears professional, and ensures a consistent setup in the team. The Supply Cabinet – what should always be available Nothing disrupts the workflow more than missing materials at the crucial moment – no paper, no sleeves, no toner. A well-organized supply cabinet prevents exactly that, without becoming an overfilled warehouse. These products should never completely run out Printer paper (DIN A4, possibly DIN A3) Ballpoint pens, fine-liners, markers Folders, dividers, separator sheets Notepads, sticky notes, writing pads Stapler, punch, staples Clear sleeves & display folders Envelopes & shipping materials Replacement toner & printer cartridges Batteries (for presentation technology, keyboards, clocks) Labels, labeling materials, adhesive tapes & glue A central office supply cabinet is ideal – e.g., in the copy room or hallway. This way, everyone knows where to look, and reorders can be bundled more easily. Tips for Stock Management Ideal stock management is a balance: enough material so that nothing is missing – but not so much that shelves overflow and capital is tied up. Typical problems Items are ordered twice, even though there's still stock Important products are suddenly out of stock No one feels responsible Shelves are cluttered, packaging damaged or outdated How to cleverly organize your stock Define minimum quantities: e.g., "Last ream of paper = reorder". Fixed rhythms: e.g., monthly check & order. Central storage locations: a clearly defined cabinet per floor or location. Visibility: transparent boxes, labels, clear compartments. Designate responsible persons: 1–2 people per area. Document consumption: simple list, Excel, or digital tool. Wiepa-Tip: Many companies successfully work with a fixed core assortment and monthly delivery rhythm. We support you with planning, item selection, and price stability. How do I save on office supplies? Real savings rarely come from the last cent on the unit price – but from process costs: travel, orders, invoices, inquiries. Typical hidden costs Several employees order in parallel from different suppliers Many small individual orders, some with express or high shipping costs Invoices from numerous suppliers No fixed price lists, fluctuating costs No approval process – budgets get out of control Time spent on product research, comparisons, complaints What efficient procurement looks like One main supplier: one shop, one invoice, one contact person. Digital ordering: roles & approvals stored in the system. Core assortment: defined standard items with fixed conditions. Consumption statistics: data as a basis for planning & budget. Wiepa-Tip: With our e-procurement system, individual approvals, and customer-specific assortment lists, we make your office supply easier – while simultaneously reducing process costs. Core Assortments & Fixed Price Lists Instead of "everyone orders what they find," a predefined core assortment brings calm to procurement. It consists of items that are regularly needed – in consistent quality and at stable prices. Advantages of a core assortment Less search effort – everyone knows where to click Better cost control through fixed prices Uniform quality across all teams and locations Fewer complaints, fewer misunderstandings Scalability with growth or new locations Examples by area Administration: paper, folders, punches, markers, sleeves Sales: sticky notes, ballpoint pens, shipping materials Reception: folders, form pads, business card holders Home office teams: starter sets with standard equipment Wiepa-Tip: We will work with you to create a core assortment that exactly matches your teams, quantities, and budgets – optionally as an individual online catalog visible only to your company. Private Label vs. Brand Product – when is which worthwhile? When it comes to office supplies, the question often arises: Does it have to be the brand product – or is the cheaper private label sufficient? The answer is usually: A mix is ideal. What is a private label? Private labels are products with a stable quality level and an excellent price-performance ratio, offered exclusively through specific retailers or purchasing cooperatives. At Wiepa, this is, for example, the Soennecken private label – many items come from the same productions as brand products, but are calculated more efficiently. When is a private label worthwhile? For frequently used standard items (paper, folders, sleeves) In open-plan offices, schools & administrations For consumables with high turnover In starter sets or pool workstations When is a brand product more sensible? For technical devices (shredders, label makers, printer accessories) For ergonomic work tools (scissors, writing instruments) For materials with external impact (customer documents, presentation folders) When long warranty & durability are crucial Wiepa-Tip: Consciously use private labels for standards and brand products for special applications. We are happy to advise you on which combination is worthwhile for your company. Conclusion: Well-organized, better supplied Well-organized office supplies are not a luxury, but the foundation for smooth operations. With clear basic equipment, personal employee equipment, a structured supply cabinet, and well-thought-out procurement processes, you save time, nerves, and money. We at Wiepa support you with this – with suitable products, e-procurement solutions, core assortment concepts, and personal advice on site in Wiesbaden or digitally. Your Next Step Contact us – we'll analyze your current office supply situation and collaboratively develop a solution that fits your teams, processes, and budgets. Frequently Asked Questions How large should a core assortment be? There's no fixed number; the crucial thing is that it covers recurring basic needs with as few variations per product group as possible. Is an e-procurement system worthwhile even for small teams? Yes, if several employees regularly need to place orders, the impact on time and process costs grows with team size. How often should the supply cabinet be checked? A monthly cycle with clearly assigned responsibilities has proven effective in practice. Further Wiepa Guides Core assortment in purchasing: Why less choice often saves more moneyBuying guide for office papers and copy papers

Whether in an open-plan office, home office, or law firm: without functional office supplies, everything grinds to a halt. Pens, paper, folders, sticky notes – what at first glance seems trivial is, in reality, the backbone of a structured and productive workday. But how many office supplies does a modern company really need? Which products are essential – even in digital times? And how can procurement costs be permanently reduced without sacrificing quality? This article provides a clear overview and practical recommendations. In a nutshell Standardized basic equipment, a central supply cabinet with minimum stock levels, and a fixed core assortment with stable prices reduce process costs more effectively than any individual price comparison. For standard items, the house brand is often worthwhile; for special applications, the brand-name product is preferred. Table of Contents What do I really need? 1. Basic equipment – regardless of the degree of digitalization 2. Personal workstation equipment 3. The supply cabinet – what should always be available 4. Tips for stock management How do I save on office supplies? – Hidden costs & process costs – Core assortments & fixed price lists – House brand vs. brand product 1. What do I really need? Even in a paperless or "digital" office, basic analog equipment remains important. Not every idea is born in an app, not every note is immediately digitized – and not every team works entirely cloud-based. 1.1 Basic equipment – regardless of the degree of digitalization Whether a single workstation or an open-plan office: well-thought-out basic equipment ensures structure, efficiency, and comfort in daily work. Printers & Scanners (Multifunction Device) Even in highly digitized companies, printouts, scans, and copies are often indispensable – for example, for contracts, customer documents, or paper approvals. Tip: For small teams or home offices, compact inkjet multifunction devices are suitable. For larger units, network-enabled laser printers are most efficient. Filing & Document Organization Not every document is digitized – and many documents must be legally compliant in paper form Folders, dividers, binders, and covers are therefore still essential Shredder Important: Plan different storage areas for current projects, temporary documents, and archived items. Confidential documents do not belong in the wastebasket. A shredder is indispensable for data protection and order in the office. Rule of thumb: The more sensitive the data, the higher the security level. For many offices, P-4 or P-5 is sufficient. Presentation and Meeting Aids Whiteboards, flipcharts, moderation cards, pinboards, and presentation cases visually display ideas and help teams structure tasks together. Tip: For frequent meetings, it's worth visualizing to-dos, processes, or schedules directly in the room. Every workstation is as individual as the person working at it – yet there's a basic setup that no office should be without. It ensures that employees start their day smoothly, work concentrated, and don't constantly have to search for things. Especially with desk sharing and home office, a deliberately curated desk setup is more important than ever. Those who reorganize themselves every day lose time, nerves, and concentration. The personal basic equipment at the desk 2–3 good writing ballpoint pens – ideally non-slip and ergonomic Markers and highlighters – for to-do lists, documents, and visualizations Sticky notes or notepad – for spontaneous thoughts, callbacks, or reminders Desk pad or mousepad – protects and structures the work surface Trays or magazine files – for current documents and mail Folders or ring binder – for personal notes, minutes, and lists Small supply of covers, clips, and glue – so nothing gets lost Desk organizer or pen holder – for order and quick access Screen cleaning wipes and possibly spectacle cleaning cloths – for clear vision in everyday life Special feature for flexible workstations: In offices with shared desks or hybrid work, a personal desk box or bag that the employee brings to the workstation is recommended. This way, the most important items are always at hand – regardless of the workstation. Wiepa Tip Instead of procuring each item individually, a starter set for new employees is worthwhile – it saves time and ensures a consistent setup. For frequently used products, quality pays off: a poorly writing pen causes more frustration than a few cents in price difference. 1.3 The supply cabinet – what should always be available Nothing disrupts workflows more than missing office supplies at the crucial moment: the printer is empty, there are no transparent sleeves for the customer file, or the last ballpoint pen no longer works. A well-organized supply cabinet prevents such situations. Goal: The most important materials are always available – without overstocking or shortages. These products should not be missing from any supply cabinet Printer paper (DIN A4 and possibly DIN A3) – also for peak times Ballpoint pens, fineliners, markers – ideally in various colors Folders, dividers, separator sheets – for new archiving and spontaneous sorting Sticky notes, notepads, and writing paper – also for meetings Stapler, hole punch, and spare staples Transparent sleeves and document wallets – for customer documents or filing Envelopes and shipping materials – for postal dispatch and internal communication Spare toner and printer cartridges – matching the existing devices Batteries – for presentation technology, keyboards, or clocks, for example Labels, labeling material, glue, and adhesive tape Stock yes – storage no: Too much stock blocks space and capital, too little causes stress and improvisation. The right balance is crucial. Wiepa Tip Set up a central office supply cabinet – for example, in the copier room or hallway area. Work with minimum quantities: If there is only 1 pack of paper left, reorder automatically. Ensure clear labeling – this saves queries and search times. Use a simple consumption log or a digital form for removals and reorders. 1.4 Tips for stock management A full supply cabinet provides security – but too much stored goods cost money, space, and nerves. Ideal stock management is a balance between availability, clarity, and actual need. Typical problems with poor stock management Consumables are ordered twice, even though there's still enough Important items are suddenly out of stock because no one reordered No one feels responsible Storage areas are disorganized or poorly labeled Goods are outdated, damaged, or no longer fit the rest of the system How to cleverly organize your stock Define minimum quantities: Set thresholds for frequently used items. Systematic reordering: Use fixed refill dates or automatic reminders. Central storage locations: One supply cabinet per location or floor – neatly labeled. Create visibility: Transparent boxes, open shelves, clear labeling. Clarify responsibilities: Designate 1–2 people per area for inventory and orders. Document needs: A simple form or Excel list is sufficient for an overview. Wiepa Tip Many companies benefit from a fixed core assortment with a delivery rhythm – tailored to teams, quantities, and budgets. Wiepa supports setting up and maintaining this – including price stability, return options, and personal consultation. 2. How do I save on office supplies? Anyone who really wants to save money shouldn't just look at the unit price, but at the process costs: ordering channels, responsibilities, supplier diversity, and time expenditure. 2.1 Hidden Costs & Process Costs Many companies primarily focus on the product price when it comes to office supplies – overlooking where the real costs arise: in inefficient processes, duplicate orders, and a lack of structure. Typical Sources of Hidden Costs Multiple employees order in parallel – from different suppliers Individual items are ordered via express delivery or in many small orders Invoices come from numerous suppliers No fixed price lists – fluctuating costs per order No approval processes – budgets get out of control High time expenditure for comparison, research, returns, and inquiries This is what efficient procurement looks like One main supplier: One partner, one price structure, one collective invoice. Digital ordering: Roles, rights, and approvals clearly regulated. Core assortment: defined favorite items with fixed conditions. Personal contact person: instead of an anonymous hotline. Consumption statistics: Systems that suggest reorders. Wiepa-Tip Wiepa analyzes existing procurement processes upon request – from onboarding new employees to monthly invoicing. With e-procurement, individual approvals, and fixed assortment lists, process costs can be significantly reduced. 2.2 Core Assortments & Fixed Price Lists Many companies order office supplies "as it comes" – sometimes from an online shop, sometimes via email, sometimes from a catalog. The result is an unclear variety of items, fluctuating prices, and high effort. A predefined core assortment with fixed prices creates clarity and saves money – without constant comparison. What is a core assortment? A core assortment is an individually compiled selection of office supplies that are regularly needed. These items are: clearly defined (e.g. binders, paper, pens, envelopes) specified per department or location available in uniform, proven quality listed at stable prices Advantages of a core assortment Less search effort and inquiries Better cost control through fixed prices Uniform products and applications Fewer complaints because products are known Easily scalable with growth and new locations Who benefits most? Area Example Products Administration Printer paper, folders, hole punches, markers Sales / Field Service Sticky notes, ballpoint pens, shipping materials Reception Form pads, folders, business card holders Home Office Starter kits with standard equipment Fixed Price Lists – Your Planning Basis Especially for regularly needed products, a fixed price list with a term is worthwhile. This creates security for budget planning and purchasing – particularly for framework agreements, public institutions, or purchasing cooperatives. Wiepa-Tip Wiepa will work with you to create a core assortment that perfectly matches your teams, quantities, and budgets – including fixed prices and personal support. If desired, the assortment can be activated as an individual online catalog that is only visible to your organization. 2.3 Own Brand vs. Brand Product – When is What Worthwhile? When it comes to office supplies, the question often arises: Does it have to be the brand product – or is the cheaper alternative sufficient? Both can be sensible – depending on how and how intensively the products are used. What is an own brand? An own brand is a qualitatively stable product with a good price-performance ratio, offered under the name of the specialist retailer or a purchasing cooperation. Example at Wiepa: The Soennecken own brand is one of the most well-known specialist trade brands in Germany. Many items come from the same production facilities as brand products – but customers benefit from the calculation and service. When is an own brand worthwhile? For frequently used standard products: paper, folders, pens, cards, sleeves When price-performance counts – e.g., in open-plan offices or educational institutions For consumables with high rotation: markers, correction fluids, sticky notes When many people work with the same products, for example in teams or apprentice groups When is the brand product the better choice? For special applications or high demands (e.g., shredders, labeling devices, printer accessories) For personal work tools with ergonomic requirements (e.g., scissors, high-quality writing instruments, staplers) When external image and corporate identity are paramount (e.g., cards for customer appointments) When durability and warranty play a major role Wiepa-Tip Our recommendation: consciously mix . Use the own brand where you can save, and use brand products where ergonomics, durability, or external impact are crucial. The Soennecken own brand reliably covers many areas – often with the best price-performance ratio in specialist trade Frequent Questions How large should a core assortment be? There is no fixed number; the decisive factor is that it covers the recurring basic needs with as few variants per product group as possible. How often should the supply cabinet be checked? A monthly rhythm with clearly designated responsible persons has proven effective in practice. Is the own brand really worthwhile for every area? No, for standard items with high rotation, yes; for technical devices or products with external impact, the brand product is often more sensible. Further Wiepa Guides Core Assortment in Procurement: Why Less Choice Often Saves More MoneyProcess Costs in Procurement: The Hidden Cost Factor