Leasing guide
What to Check Before Signing a Copier Lease
By JR Copier
A copier lease is a contract you will live with for years, so the details matter more than the headline payment. Use this checklist to review any lease proposal before you sign it — including one from us.
Confirm exactly what is being leased
The agreement should list the model, configuration and accessories — paper decks, finishers, fax boards, card readers — so there is no doubt about what will be delivered. If you compared several devices, check that the model on the contract is the one you approved. Our print-volume sizing guide can help you confirm the configuration is right.
Check the delivery and installation details too. The agreement or the accompanying quote should say where the device will be installed, whether network setup is included, and who is responsible for connecting computers and scan destinations. If any of this is only promised verbally, ask for it to be added in writing.
Read the payment and term sections closely
Look for the term length, the payment amount and frequency, whether payments can change during the term, and any taxes or fees added to the base payment. Ask whether the lease is a fair-market-value lease or a buyout lease, because that changes what happens at the end.
Find out what the contract says about ending early, moving offices or adding a second device mid-term. Businesses relocate, merge and grow, and a lease that cannot adapt can become expensive. Also check whether you must carry insurance on the equipment and who is responsible if it is damaged, for example by a leak or storm.
Understand print allowances and service
Many copier agreements bundle a service plan with a page allowance. Check how many black-and-white and color pages are included, how overages are billed, and how meter readings are collected. Confirm separately what service covers — parts, labor, toner, drums — and how to request it. These items are often in a separate service agreement from the lease itself.
Because the two documents can have different terms, read them side by side. Note whether the service agreement can change its rates during the lease, and whether paper is included or left to you. Keep copies of both in one place so whoever manages the device later can find them.
Check the end of the lease before it starts
End-of-term terms are where surprises usually happen.
- Required notice period to return or upgrade
- Whether the lease renews automatically if you miss the notice window
- Who pays for removal and return shipping
- How stored data on the device's drive will be erased
- Buyout amount or method, if any
