Printing Policy Checklist

In order to save paper, you need to create a printing policy that everyone at work believes in. Ask for suggestions and get staff involved at the development stage so that they have a sense of ownership over the policy.

Here’s a printing policy checklist you can adapt to your office needs:

Before Printing…

  • Use spell check and print preview on screen to proof read your documents for errors before you print.
  • Use the revision and ‘track changes’ features in word processing software to edit draft documents on screen. If you’re team editing a document, use the ‘Comment & Markup’ tool in Adobe Acrobat PDF. This allows multiple people to input their comments into a document  – these comments can then be grouped and assembled into a single document with all comments on show.  This is an invaluable tool when a team is writing or reviewing corporate documents.

When Printing Is Unavoidable…

  • Set computer defaults to print double-sided and, where possible, two up (printing two pages on one sheet of paper).
  • Print only the page range and only the number of copies needed.
  • Print more words per page by changing the default to reduce margins, and using a space-efficient font like Times New Roman.

After Printing…

  • Reuse single-sided sheets for notes, draft printing and incoming faxes.
  • Recycle – put a recycling bin next to all of your printers, copiers and fax machines.

Buy Responsibly…

  • Buy only FSC (Forest Stewardship Council) certified paper. Wherever possible, make sure that this contains recycled content.
  • Check to ensure that the bleaching process is oxygen based and not chlorine based.


  • Recycle all of your office paper.
  • If your office doesn’t recycle yet, start a recycling paper program – it will reduce your office waste levels and minimise waste to landfill.


  • Envelopes by placing labels over the old address.
  • Large boxes by flattening and storing till needed.

Read our tips on how to turn your paper electronic.

Related Articles