Vocabulary Words Every Office Receptionist/Secretary Should Know

Phone

Definition: A device used for communication, typically by voice.

• I called my friend on my phone.
• She sent a message on her phone.
• Please turn off your phone during class.

Phone in a sentence

Desk

Definition: A piece of furniture with a flat surface for working.

• I study at my desk every evening.
• She keeps her books organized on her desk.
• The teacher sat at her desk grading papers.

Desk in a sentence

Email

Definition: A method of sending messages electronically.

• I will email you the details.
• She checks her email every morning.
• He sent an email to his teacher.

Email in a sentence

Visitor

Definition: A person who comes to see a place or person.

• The museum had many visitors on the weekend.
• She was a visitor to the city and loved the sights.
• Understanding visitor experiences can help improve attractions.

Visitor in a sentence

Meeting

Definition: A gathering of people to discuss something.

• We have a meeting to plan the event.
• She prepared for the meeting with her team.
• The meeting will start at 3 PM sharp.

Meeting in a sentence

Schedule

Definition: A plan that shows when tasks or events will happen.

• I have a busy schedule this week.
• She made a schedule for her study time.
• They checked the schedule for movie times.

Schedule in a sentence

Office

Definition: A place where people work, often in an administrative capacity.

• She works in an office downtown.
• They have a meeting in the office tomorrow.
• His office is very organized and tidy.

Office in a sentence

Paper

Definition: A material used for writing or printing; a document.

• I need paper to write my notes.
• The teacher handed out paper for the test.
• She drew a picture on a piece of paper.

Paper in a sentence

Pen

Definition: A writing instrument filled with ink.

• I need a pen to sign the document.
• He wrote his name with a blue pen.
• She always carries a pen in her bag.

Pen in a sentence

File

Definition: A collection of documents or data stored together.

• I need to organize my files on the computer.
• He saved the file in a new folder.
• Please check the file for the latest updates.

File in a sentence

Computer

Definition: An electronic device used for processing information.

• I use my computer for homework.
• The computer helps us find information online.
• She enjoys playing games on her computer.

Computer in a sentence

Help

Definition: To assist someone with something.

• Can you help me with my homework?
• She helped her mother in the kitchen.
• He always helps his friends.

Help in a sentence

Message

Definition: A piece of information sent from one person to another.

• I received a message from my friend.
• Please send me a message when you arrive.
• The message was clear and easy to understand.

Message in a sentence

Appointment

Definition: A scheduled meeting or arrangement.

• I have a doctor's appointment this afternoon.
• She made an appointment to see the dentist.
• His appointment was confirmed by email.

Appointment in a sentence

Greeting

Definition: A polite word or sign of welcome; an expression of goodwill.

• She gave him a friendly greeting when he arrived.
• The greeting card said "Happy Birthday!"
• A warm greeting can make someone feel welcome.

Greeting in a sentence

Call

Definition: To use a name or term to refer to someone or something; to contact.

• She will call her friend after school.
• He answered the call on his phone.
• They decided to call the meeting for next week.

Call in a sentence

Note

Definition: A short written message or a record of something.

• He wrote a note to remind himself.
• She left a note on the table for her mom.
• I took a note during the lecture.

Note in a sentence

Print

Definition: To produce a hard copy of a document.

• Please print the report for me.
• I want to print my photos.
• He will print the flyer for the event.

Print in a sentence

Copy

Definition: To make an identical version of something.

• Please copy the homework in your notebook.
• She made a copy of the report.
• He asked to copy the picture for practice.

Copy in a sentence

Speak

Definition: To say words aloud; to talk.

• He can speak three languages.
• Please speak clearly so everyone can understand.
• I like to speak in front of my class.

Speak in a sentence

Greet

Definition: To say hello to someone.

• I greet my teacher every morning.
• They always greet their guests with a smile.
• It's polite to greet someone when you meet them.

Greet in a sentence

Welcome

Definition: To greet someone in a friendly way; to accept.

• They welcome new students to the school.
• She felt a warm welcome from her friends.
• His welcome was genuine and kind.

Welcome in a sentence

Document

Definition: A written or printed paper that provides information.

• Please sign the document.
• I need to read this document carefully.
• They stored the document in a safe place.

Document in a sentence

Question

Definition: A sentence or phrase used to ask for information.

• She raised her hand to ask a question.
• The teacher answered my question.
• He had a question about the homework assignment.

Question in a sentence

Answer

Definition: A response to a question or problem.

• Please provide an answer to the math question.
• She raised her hand to give the answer in class.
• Understanding how to answer questions is essential for learning.

Answer in a sentence

Telephone

Definition: a device used to make voice calls over distances

• She called her friend on the telephone.
• The telephone has changed how we communicate.
• He answered the telephone with a smile.

Telephone in a sentence

Reception

Definition: The act of receiving or welcoming someone; also refers to a front desk in an office.

• The reception at the hotel was friendly.
• She works at the reception desk of the office.
• They held a reception to celebrate the achievement.

Reception in a sentence

Inquiry

Definition: the act of asking questions to gain information

• The teacher encouraged inquiry during the lesson.
• Her inquiry into science led to many discoveries.
• Understanding inquiry promotes critical thinking.

Inquiry in a sentence

Service

Definition: The action of helping or doing work for someone.

• The restaurant provides excellent service to its customers.
• We offer a service to help students with their studies.
• Volunteering is a way to give back to the community through service.

Service in a sentence

Staff

Definition: a group of people employed to work for an organization

• The staff at the school are very helpful.
• She joined the staff as a teacher this year.
• The staff meeting is scheduled for Friday.

Staff in a sentence

Client

Definition: A person or organization that receives services from a professional.

• The lawyer met with a client to discuss the case.
• She is a client at the local hair salon.
• The company values every client highly.

Client in a sentence

Communication

Definition: The process of sharing information between people.

• Good communication is key to teamwork.
• We use different methods of communication, like texting.
• Effective communication helps prevent misunderstandings.

Communication in a sentence

Information

Definition: Facts or details about a subject.

• I need more information about the project.
• The teacher provides information on how to study.
• You can find information online for your research.

Information in a sentence

Support

Definition: To help or provide assistance to someone or something.

• Friends should support each other.
• The community came together to support the event.
• We need to support local businesses.

Support in a sentence

Arrange

Definition: To organize or put things in a specific order.

• Please arrange the books by size.
• She will arrange the chairs for the meeting.
• He likes to arrange flowers in a vase.

Arrange in a sentence

Correspondence

Definition: Written communication, often between people or organizations.

• She kept a correspondence with her pen pal in another country.
• The company values correspondence with its customers.
• Understanding correspondence is important in business communication.

Correspondence in a sentence

Documentation

Definition: The act of providing written evidence or records; materials that provide information.

• Proper documentation is important for legal processes.
• She prepared the documentation for the project.
• The documentation helped clarify the procedures.

Documentation in a sentence

Inquiries

Definition: Questions or requests for information.

• The teacher welcomed inquiries from her students.
• She made several inquiries about the program.
• His inquiries helped clarify the situation.

Professionalism

Definition: The conduct, behavior, and attitude expected in a professional setting.

• Showing professionalism is important in any job.
• He demonstrated professionalism during the meeting.
• Her professionalism impressed the hiring manager.

Professionalism in a sentence

Multitasking

Definition: The ability to manage multiple tasks at the same time.

• He is good at multitasking during busy hours.
• Multitasking can improve productivity in the workplace.
• She practiced multitasking while cooking and cleaning.

Multitasking in a sentence

Organization

Definition: A group of people working together for a purpose.

• The organization helps people in need.
• She volunteers for a charity organization.
• The organization focuses on education and health.

Organization in a sentence

Administration

Definition: The process of managing or running an organization; also refers to the group of people responsible.

• The school administration announced a new policy.
• She works in the hospital administration department.
• Effective administration is key to a successful project.

Administration in a sentence

Confidentiality

Definition: The state of keeping information secret or private.

• The company values the confidentiality of its clients.
• She signed an agreement to ensure confidentiality.
• Maintaining confidentiality is important in counseling.

Confidentiality in a sentence

Efficiency

Definition: The ability to do something with minimum waste of time and resources.

• They improved the efficiency of their study habits.
• Efficiency is key in completing tasks quickly.
• She values efficiency in her daily routine.

Efficiency in a sentence

Procedure

Definition: a series of steps to accomplish a task

• Follow the procedure to complete the assignment.
• The procedure for the experiment was explained.
• He learned the procedure for making cookies.

Procedure in a sentence

Task

Definition: A piece of work to be done; a duty or job.

• I have a task to complete for school.
• She finished her task before the deadline.
• They assigned a task to each group member.

Task in a sentence

Follow-up

Definition: an action that comes after an initial action; checking on something

• She scheduled a follow-up appointment with the doctor.
• The teacher did a follow-up on the students’ progress.
• A follow-up email can help clarify any questions.

Teamwork

Definition: The collaborative effort of a group to achieve a common goal.

• Teamwork is essential for successful projects.
• They emphasized the importance of teamwork in sports.
• Good teamwork improves group performance.

Teamwork in a sentence

Presentation

Definition: A display of information or ideas, often given to an audience.

• I prepared a presentation for my science project.
• Her presentation on wildlife was informative.
• We will have a presentation in class next week.

Presentation in a sentence

Calendar

Definition: a system for organizing days, weeks, and months

• The calendar shows all the days of the month.
• We marked her birthday on the calendar.
• Understanding calendars is important for planning.

Calendar in a sentence

Resource

Definition: A source of supply or support.

• Water is a vital resource for life.
• They used their resources wisely to complete the project.
• Education is a key resource for development.

Resource in a sentence

Protocol

Definition: A set of rules or procedures to be followed in certain situations.

• The protocol for the experiment was carefully followed.
• They established a protocol for handling emergencies.
• Understanding the protocol is important for safety.

Protocol in a sentence

Feedback

Definition: Information or comments about someone's performance or work.

• The teacher gave feedback on my essay.
• He appreciated the feedback from his peers.
• Constructive feedback helps improve skills.

Feedback in a sentence

Arrangement

Definition: the way things are organized or set up

• The arrangement of flowers was beautiful.
• We made an arrangement for the meeting.
• The seating arrangement was changed last minute.

Arrangement in a sentence

Workflow

Definition: The sequence of processes through which a piece of work passes from initiation to completion.

• Understanding workflow helps improve productivity.
• She designed a new workflow for the project team.
• Effective workflow management can streamline operations.

Workflow in a sentence

Filing

Definition: The process of organizing and storing documents or information.

• She spent the afternoon filing important papers.
• He is responsible for filing all the reports.
• Understanding filing systems is essential for organization.

Filing in a sentence

Report

Definition: A spoken or written account of something.

• I need to write a report about my science project.
• The news report covered the recent event.
• He will report the findings to the class.

Report in a sentence

Memo

Definition: A brief written message or note, often used for communication within an organization.

• She sent a memo to her team about the meeting.
• He received a memo with important updates.
• The memo outlined the new company policies.

Memo in a sentence

Deadline

Definition: The latest time or date by which something must be completed.

• The project has a deadline next Friday.
• She works hard to meet her deadlines.
• Missing a deadline can cause problems.

Deadline in a sentence

Priority

Definition: something that is more important than other things

• Safety is our top priority during the trip.
• She has to finish her homework as a priority.
• They made her health a priority.

Priority in a sentence

Responsibility

Definition: The duty to deal with something or take care of someone.

• It's your responsibility to finish your homework.
• She takes her responsibilities very seriously.
• Being a good friend is a responsibility.

Responsibility in a sentence

Directive

Definition: An official instruction or order.

• The principal issued a directive for school safety.
• They received a directive to complete the project by Friday.
• Understanding the directive is important for compliance.

Directive in a sentence

Policy

Definition: A plan or course of action adopted by an organization.

• The school has a policy on bullying.
• Their policy helps protect the environment.
• She explained the new policy to the staff.

Policy in a sentence

Itinerary

Definition: A plan or schedule for a journey, listing places to visit.

• He wrote an itinerary for their vacation.
• The itinerary included visits to several museums.
• She checked the itinerary for the school trip.

Itinerary in a sentence

Telecommunication

Definition: The transmission of information over distances through electronic means, like phones and internet.

• Telecommunication has transformed how we communicate.
• He works in telecommunication and helps improve network services.
• Understanding telecommunication is crucial in the digital age.

Telecommunication in a sentence

Liaison

Definition: A person who helps facilitate communication and cooperation between groups.

• She served as a liaison between the school and parents.
• The liaison organized meetings to discuss the project.
• He was chosen for the liaison role because of his communication skills.

Liaison in a sentence

Scheduling

Definition: The process of planning and organizing events, tasks, or activities.

• Scheduling classes helps students manage their time.
• He uses a planner for effective scheduling.
• Understanding scheduling improves organization skills.

Scheduling in a sentence

Customer Service

Definition: Support provided to customers before, during, and after purchasing products or services.

• Good customer service enhances customer satisfaction.
• They trained staff in effective customer service.
• He works in customer service and helps solve problems.

Coordination

Definition: The organization of different elements to work together effectively.

• Good coordination is necessary for a successful event.
• They practiced for weeks to ensure coordination during the performance.
• Coordination among team members improves results.

Coordination in a sentence

Negotiation

Definition: A discussion aimed at reaching an agreement.

• The negotiation between the two companies took weeks.
• They entered into negotiation to settle the dispute.
• Successful negotiation requires good communication skills.

Negotiation in a sentence

Facilitation

Definition: The act of making a process easier.

• Facilitation helps groups reach decisions.
• She took a course in meeting facilitation.
• Good facilitation leads to productive discussions.

Facilitation in a sentence

Administrative

Definition: Related to managing and organizing tasks or operations.

• She works in an administrative role at the office.
• Administrative tasks include scheduling and filing.
• He has strong administrative skills.

Administrative in a sentence

Prioritization

Definition: the action of arranging items in order of importance

• Prioritization is key to effective time management.
• He learned about prioritization in his workshop.
• Her prioritization of tasks improved productivity.

Prioritization in a sentence

Interpersonal

Definition: related to interactions between people

• Strong interpersonal skills are important for teamwork.
• They focused on interpersonal relationships in their training.
• Interpersonal communication can improve workplace dynamics.

Interpersonal in a sentence

Rapport

Definition: A positive and trusting relationship between people.

• Building rapport is important for effective communication.
• She established rapport with her students quickly.
• Understanding rapport enhances personal and professional interactions.

Rapport in a sentence

Logistics

Definition: Planning and managing the movement of goods or people.

• The company handles logistics for deliveries.
• Good logistics help businesses grow.
• Logistics is important for online shopping.

Logistics in a sentence