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Training log examples: Office management clerk (Kaufmann/Kauffrau für Büromanagement)

The training log for office management covers the processes that keep an office running: mail, appointments, orders, invoices, customer contact and HR topics. Because office management clerks rotate through several departments, the topics often change from week to week. The first year is mostly organisation and assisting, later come independent tasks such as quotes, payment monitoring or event planning.

Chamber
IHK
Duration
3 years
Regulation
Training regulation for office management clerks (BüroMKfAusbV), 2025

Example weeks

This is what one week in the training log can look like. Always write your own entries about what you actually did. The form itself stays German, as it is submitted in German.

Year 1 Reception, mail and appointment management

Ausbildungsnachweis (wöchentlich)
Name des/der Auszubildenden:
Ausbildungsjahr:1
Ausbildungsbereich:Secretariat
Ausbildungswoche vom:
bis:
Betriebliche Tätigkeiten*Stunden
Opened and sorted incoming mail and assigned it to the departments
Kept the management’s calendar up to date and booked meeting rooms
Answered phone calls, noted the enquiries and forwarded them
Took stock of office supplies and drafted an order proposal
Updated the filing according to the filing plan
24
Unterweisungen, betrieblicher Unterricht, sonstige Schulungen*Stunden
Introduction to the phone system and rules for phone calls
Data protection briefing: handling personal data in the secretariat
Themen des BerufsschulunterrichtsStunden
Role as a trainee in the company, rights and duties under the training contract
Office processes: workflow organisation and filing systems
* Wie lange wurde welche Tätigkeit ausgeübt?
Datum, Unterschrift Auszubildende/r
Datum, Unterschrift Ausbildende/r oder Ausbilder/in
Datum, Unterschrift gesetzliche/r Vertreter/in
Datum, weitere Sichtvermerke (z. B. Lehrer/in)

Year 1 Purchasing: from order to goods receipt

Ausbildungsnachweis (wöchentlich)
Name des/der Auszubildenden:
Ausbildungsjahr:1
Ausbildungsbereich:Purchasing
Ausbildungswoche vom:
bis:
Betriebliche Tätigkeiten*Stunden
Obtained three quotes for office furniture and compared them in a table
Wrote the order after approval and sent it by email
Matched the delivery note with the order and booked the goods receipt in the system
Checked the incoming invoice for factual and arithmetical correctness
26
Unterweisungen, betrieblicher Unterricht, sonstige Schulungen*Stunden
Briefing on the four-eyes principle for orders and invoice approvals
Themen des BerufsschulunterrichtsStunden
Contract of sale: how it comes about, duties of buyer and seller
Types of documents and basics of bookkeeping
* Wie lange wurde welche Tätigkeit ausgeübt?
Datum, Unterschrift Auszubildende/r
Datum, Unterschrift Ausbildende/r oder Ausbilder/in
Datum, Unterschrift gesetzliche/r Vertreter/in
Datum, weitere Sichtvermerke (z. B. Lehrer/in)

Year 2 Customer enquiries, quote and order confirmation

Ausbildungsnachweis (wöchentlich)
Name des/der Auszubildenden:
Ausbildungsjahr:2
Ausbildungsbereich:Sales
Ausbildungswoche vom:
bis:
Betriebliche Tätigkeiten*Stunden
Reviewed customer enquiries and clarified questions on quantity and delivery date
Created quotes from the price list and sent them after approval
Created the order confirmation and entered the order in the system
Maintained customer data in the CRM and set follow-up reminders
Took down a customer complaint and passed it on to the responsible person
28
Unterweisungen, betrieblicher Unterricht, sonstige Schulungen*Stunden
Training on complaint management: recording complaints objectively
Themen des BerufsschulunterrichtsStunden
Winning and retaining customers: approaching customers, comparing quotes
Conducting conversations: active listening and preparation
* Wie lange wurde welche Tätigkeit ausgeübt?
Datum, Unterschrift Auszubildende/r
Datum, Unterschrift Ausbildende/r oder Ausbilder/in
Datum, Unterschrift gesetzliche/r Vertreter/in
Datum, weitere Sichtvermerke (z. B. Lehrer/in)

Year 3 Event, business trip and project

Ausbildungsnachweis (wöchentlich)
Name des/der Auszubildenden:
Ausbildungsjahr:3
Ausbildungsbereich:Administration
Ausbildungswoche vom:
bis:
Betriebliche Tätigkeiten*Stunden
Prepared a customer event: organised the room, catering and invitations
Booked a business trip (train, hotel) and settled the travel costs according to policy
Agreed the in-company project: discussed goal, schedule and budget with my trainer
Checked incoming payments and prepared a reminder
Evaluated the participants’ feedback
26
Unterweisungen, betrieblicher Unterricht, sonstige Schulungen*Stunden
Talk about the procedure of the final exam and the choice of the exam topic
Themen des BerufsschulunterrichtsStunden
Steering value-creation processes by results: key figures and costs
Project planning: milestones and resources
* Wie lange wurde welche Tätigkeit ausgeübt?
Datum, Unterschrift Auszubildende/r
Datum, Unterschrift Ausbildende/r oder Ausbilder/in
Datum, Unterschrift gesetzliche/r Vertreter/in
Datum, weitere Sichtvermerke (z. B. Lehrer/in)

Tips for this training log

  • Write the task, not just the department: “Compared three quotes and drafted an order proposal” instead of “supported purchasing”.
  • An office changes every day. Combine small things like mail and phone calls into one line and give more room to tasks you learned from.
  • Note which department you worked in. It helps to match your entries to the assignments in your training plan.
  • No names of customers or colleagues and no amounts from real invoices in the log. Describe the process in general terms.

Common mistakes

  • “Did office work” every week without saying what was actually handled.
  • Entering school topics only as a heading such as “Economics” instead of a recognisable topic.
  • Not splitting the hours of a week across the tasks, or entering more than the work schedule allows.

Examples for other occupations