What Happens at the End of a Photocopier Lease?
Most businesses sign a photocopier lease, tuck the paperwork away and don’t think about it again until a reminder lands in their inbox a few months before the end of term. At that point, the questions start to pile up — do you hand it back, keep it, upgrade or simply do nothing?
Check Your Contract First
Before exploring your options, dig out your lease agreement and look at the “end of term” or “notice” clause. Most agreements require written notice (typically between 30 and 90 days before the end of term) if you intend to return the machine. Miss that window and your lease may roll into an automatic renewal, potentially locking you in for another year at the same rate. It’s worth setting a calendar reminder well in advance so you’re not caught out.
Your Options at End of Lease
Return and Upgrade
Hand back the machine and start a fresh lease on a newer model. This is the most popular choice and usually the most cost-effective, since modern photocopiers offer faster speeds, better security features and lower running costs than older devices.
Renew or Extend
Some agreements allow you to roll onto a month-to-month or short-term extension. This can be useful if you’re mid office move and aren’t ready to commit to a new contract yet. You’ll typically be paying the same rate for ageing equipment, so it’s rarely the best long-term arrangement.
Buy the Machine
Most leases include the option to buy the photocopier at the end of term, often at a residual or fair market value. This can work well for niche or heavily configured devices, but for a standard office machine it usually makes more financial sense to lease something newer than to own something old.
Return it
If your business no longer needs the same level of printing capacity, you can return the device without taking on a new agreement. Your provider will arrange a collection.
Upgrading — The Smarter Move for Most Businesses
Upgrading at the end of a lease lets you:
- Move to a faster, more efficient device without a large upfront cost
- Take advantage of improved security and cloud connectivity features
- Reset your service and support agreement on up-to-date terms
- Keep your monthly costs predictable and manageable
What to Expect if You Return the Machine
Returning a leased photocopier is straightforward when handled correctly. Your provider will normally arrange collection and transport, so you won’t need to worry about packaging or shipping a heavy piece of office equipment yourself. If you’re upgrading at the same time, the new machine is usually installed first to keep any downtime to an absolute minimum.
Do be aware of fair wear-and-tear clauses. Minor scuffs and general use are expected, but significant physical damage may result in additional charges, so it’s worth inspecting the machine before the collection date.
If your lease is ending soon and you’re weighing up the options, speaking to your supplier early gives you the most flexibility. At Office Copiers, get in touch and we’ll walk you through your current agreement, compare it against what’s available now and help you make a decision that actually suits your business, no pressure, no jargon.
