Choosing the right diary refills sounds simple until you actually need to order one. Suddenly you’re comparing paper sizes, formats like week to view, wondering whether you need diary pages that are dated, and trying to work out if your organiser uses a5 filofax inserts or something completely different.
This guide walks you through the main things to consider – from Filofax refills and organiser refills through to layout options like page per day or appointment refills, so you can choose confidently.
1) Start with the basics: what size diary are you refilling?
Before choosing any dated refills or planner format, you need to confirm the size.
Common paper sizes used in organisers
The most common refill types include:
- A5 – popular for personal and work diaries
- A4 – used more in desk diaries or office planning
- Personal / Pocket sizes – common in branded organiser systems
If you’re using a Filofax organiser, the size is crucial. Many people assume all Filofax inserts are interchangeable, but even within the same brand there are variations.
Tip: If you’re unsure, measure the paper width/height or check the product spec. It’s easier than re-ordering (and waiting on Royal Mail again).
2) Do you need Filofax refills? (A5 Filofax explained)
If you use a Filofax organiser, the refill choice typically comes down to:
- filofax A5
- Personal
A lot of buyers specifically search for a5 filofax refills because it’s the most versatile size, big enough for structured planning but still portable.
When browsing filofax refills, look for:
- hole spacing (matches organiser rings)
- dated vs undated
- thickness (paper quality can vary)
You’ll often see them described as:
- filofax inserts
- note page inserts
- organiser refills
All of those terms can refer to similar products, but what matters is whether they fit your rings and match your planning style.
3) Choose a layout that matches your life (not your ambition)
This is the step most people get wrong. They pick a layout they think they’ll use, rather than one that supports their actual routine.
Here are the most practical options.
Option A: Page per day / day per page
If you like structure, the page per day (also known as day per page) setup is ideal.
It’s best for:
- busy work schedules
- detailed note-taking
- meetings and time blocking
This is also the best format if you keep a time diary (logging activity across the day).
Option B: Week to view
A week to view refill gives you a weekly overview on a single spread.
It’s best for:
- quick scanning of the week
- work + home balance
- less writing, more scheduling
If you’re planning to embed a weekly routine, this format is perfect for weekly planning tips like “review week ahead on Sunday evening”.
Option C: Appointment refills
If your days are built around meetings, choose appointment refills.
Typical features include:
- time slots (e.g., 8am–6pm)
- scheduling structure for hourly planning
- columns or daily breakdowns
This is a strong option for teachers, office teams, and anyone managing high meeting volume.
Option D: 2-page-per-day format
For heavy planners or high-output journallers, a 2-page-per-day format gives far more room for:
- daily to-do items
- project notes
- reflections
- planning + journalling combined
4) Planning tools that actually help: monthly dashboards and to-do lists
Even if you love daily planning tips, the best planning systems also support bigger-picture thinking.
That’s where structured inserts come in.
Monthly dashboard inserts
A monthly dashboard is ideal for:
- due dates
- monthly goals
- deadlines
- holidays / annual leave planning
Many people pair a monthly dashboard with a week to view planner format for a full planning system.
To-do list inserts
A dedicated To-do list insert helps if you:
- don’t want tasks mixed into diary pages
- like keeping running task lists
- manage projects across multiple weeks
It’s also great to combine with note page inserts so tasks don’t disappear when the week turns over.
5) Dated vs undated: what should you choose?
Dated refills are better when:
- you plan every week
- you need a structured calendar year
- you want habit consistency
Undated options are better when:
- you don’t plan daily
- you want flexibility
- you prefer a timeless planner feel
Undated inserts are common in productivity systems because they feel less restrictive and more sustainable.
6) What about Collins refills and other organiser brands?
Not everyone uses Filofax.
Brands like Collins refills are common in offices and tend to suit more traditional diary formats. If you’re using a desk diary or executive organiser, this may be the most straightforward option.
Similarly, some diary systems come with:
- organiser covers
- proprietary ring sizes
- custom layouts
If you’re unsure, check with your supplier or reach out to the Office Stationery customer service team to confirm compatibility before ordering.
7) Digital planners vs paper inserts: do you need both?
Some planners are fully paper-based. Others prefer a blend of physical and digital.
Digital planners
Digital planners work well for:
- phone-based scheduling
- cross-device syncing
- remote work teams
- those who use calendar tools daily
But paper planning is often better for thinking, focus and memory retention, especially if you’re using bullet journalling or reflective planning techniques.
Many people use both: digital for appointments, paper for execution.
8) Eco-friendly options: planning with less waste
If you’re buying new organiser refills each year, sustainability matters.
Look for eco-friendly options such as:
- recycled paper inserts
- FSC-certified paper
- refill-only buying (instead of replacing organiser covers)
This is one of the easiest ways to cut waste without changing your planning system.
9) A quick note on printing inserts (for clubs, teams & designers)
Some organisations print their own diary pages or branded inserts for events or internal planners.
If you’re printing inserts, it helps to understand:
- paper sizes (so holes and margins line up)
- layout spacing for rings
- the CMYK colour model (best for professional printing)
CMYK matters because colours often look different on screen (RGB) compared to print, especially for logos, lines and dashboard shading.
10) Quick planning tips to make your refills work harder
Here are a few practical tactics you can include regardless of planner format:
Daily planning tips
- Write your top 3 priorities at the top of the page per day layout
- Group tasks into admin / calls / deep work
- Use a time diary approach for one week to improve productivity
Weekly planning tips
- Sunday reset: review next week and add key tasks
- keep recurring tasks in a dedicated To-do list insert
- leave one buffer block per day in appointment refills
Bullet journalling add-on
If you prefer flexibility, bullet journalling works well with:
- note page inserts
- undated inserts
- monthly dashboard pages
It’s also ideal if you want to create a timeless planner that evolves over time.
Final checklist: choosing the right refills
Before you order, make sure you’ve confirmed:
delivery timing (especially around Royal Mail delays)
paper sizes
dated refills vs undated inserts
planner format (day per page / week to view / appointment refills / 2-page-per-day format)
required filofax inserts or Collins refills compatibility
add-ons: To-do list, monthly dashboard, note page inserts
