Reaching the end of a copier lease does not always mean the costs have ended.
Many businesses focus on the monthly payment, service charges and cost-per-page rates when comparing copier agreements. However, one of the easiest charges to overlook is the cost of removing and returning the equipment when the contract finishes.
For a small desktop printer, this may be straightforward. For a larger office photocopier, collection can involve disconnecting the machine, arranging access to the building, moving heavy equipment safely and returning it through an approved process.
Before signing a new copier agreement, ask exactly what will happen at the end.
Do Not Assume Collection Is Free
A copier may need to be returned when the lease ends.
The supplier or finance company may require the equipment to be collected, but the agreement may not include the cost of collection.
Possible charges can include:
- Collection fees
- Deinstallation charges
- Transport costs
- Specialist removal fees
- Charges for stairs or restricted access
- Fees for missed collection appointments
- Secure data-wiping charges
- Administration fees
- Charges for missing accessories
- Damage charges
The exact terms vary, so the important point is simple:
Ask for the end-of-contract collection costs in writing before you sign.
Check Who Owns the Copier at the End of the Agreement
Do not assume the equipment becomes yours automatically.
Some businesses reach the end of a lease expecting to keep the copier, only to discover that it still belongs to the finance company and must be returned.
Before signing, ask:
- Who owns the copier during the agreement?
- Who owns it when the lease ends?
- Is there an option to purchase the machine?
- Does the equipment need to be returned?
- Who arranges the return?
- Who pays for collection?
- Is there a deadline for returning it?
If the answer is unclear, ask for a written explanation.
Large Copiers May Need Specialist Removal
A floor-standing multifunction photocopier is not always easy to remove.
The equipment may be heavy, connected to your network and positioned in an area with limited access. Collection may require planning, particularly if the copier is upstairs, inside a shared building or located behind restricted access points.
Questions to ask include:
- Does the copier need to be disconnected by an engineer?
- Is deinstallation included?
- Are there charges for stairs or lifts?
- Will the collection company need parking access?
- Are there additional charges for city-centre or difficult-access locations?
- Does the machine need to be prepared in a particular way?
- Who is responsible if the equipment is damaged during removal?
Do not wait until the final week of the contract to ask these questions.
Check the Return Deadline
Some agreements require equipment to be returned within a specific period.
Missing the return deadline could create additional charges or delays.
Before the contract ends:
- Confirm the final lease date.
- Confirm the notice deadline.
- Ask when collection can be arranged.
- Get the collection instructions in writing.
- Keep evidence of all emails and letters.
- Record the condition of the machine before it leaves.
- Ask for written confirmation once the equipment has been collected.
A simple calendar reminder several months before the end date can prevent unnecessary problems.
Ask About Data Stored on the Copier
Modern printers and photocopiers may store information such as:
- Print-job history
- Scan destinations
- Email addresses
- Address books
- User details
- Network settings
- Stored documents
- Authentication data
Before returning the equipment, ask:
- Does the copier contain stored data?
- Will the machine be securely wiped?
- Is secure data deletion included?
- Will you receive written confirmation?
- Is there an additional charge?
- Should your IT provider remove network settings first?
For businesses handling confidential information, this should not be treated as an afterthought.