Tuesday Tips - Lease Your Next Printer

office copiers, multi function printer

Leasing a copier or multifunction printer is a good way for small to medium businesses to leverage the power of state-of-the-art technologies. As with any lease, it's important to understand the details of your office equipment lease agreement before you sign on the dotted line.

Understand All Associated Costs

A reputable vendor will make sure you understand all costs associated with your lease. Here are a few questions you'll want to ask.

1. How will my costs-per-copy be calculated? Several factors come into play when calculating cost-per-copy, and it's good to be well informed when going into a lease. For example, are 11x17 copies a higher rate than standard letter or legal-size copies? Also, hundreds of copies can be made by technicians during service calls, so find out what the procedure is for these copies.

2. Who pays for supply delivery charges? You may get a great deal on your lease, but find out too late that high shipping and handling fees for toner, drums, or other supplies are an added expense. Check into these details before you sign.

3. What about scans? If you plan to use your multifunction printer for paperless processes, it pays to find out if there are additional charges for scans.

4. What are the insurance requirements? How much insurance is required on the equipment? Is it permissible under the terms of your lease to use your company's insurance plan?

End of Lease Procedures

No lease lasts forever. It's important to understand your obligations and requirements, so you're prepared well in advance.

  • Contract renewal. It's best to be aware of your end-of-lease date so you're prepared to contact the vendor, letting them know your intentions. But, you should understand the vendor's procedure if your end-of-lease date passes before you've let them know your plans. Should you expect a month-to-month lease or will you be responsible for another full year?

  • Return procedures. At the end of your lease, you'll need to return the copier to the vendor. Make sure you understand the details, so you are prepared to meet all requirements of the procedure. Also find out if you are responsible for return shipping fees, insurance costs, etc.

  • Hard-drive destruction or removal. Ask about procedures for removal or destruction of the device's hard drive at the end of your lease. Are there additional fees? Who pays for them?


If the copier will not work as designed, will another copier of equal valuable and capabilities be offered in its place? It is wise to establish the guarantees you receive from your vendor.

Hopefully, this helps you on the way to leasing your first copier! Good luck!

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Article Type: 
Tuesday TIp