By Brandi Noye, Director of Business Development, Doing Better Business
As a follow up to my recent Copier Purchasing and Leasing Guide, I realized when your copier lease is approaching its end, three questions deserve attention: Do you need to send written notice? What will it cost to purchase or return the equipment? And who is responsible for coordinating the process?
These are details customers can overlook. Start with your agreement and get the answers in writing before making plans for your next copier.
1. Do You Need to Send a Letter of Intent?
Check whether your agreement requires a letter of intent or another form of written notice explaining what you plan to do at the end of the lease.
Confirm the deadline, required delivery method, and correct recipient. Keep a copy of your notice and confirmation that it was received.
Don’t assume that discussing a replacement copier with your representative completes the notification requirement.
2. What Will It Cost to Purchase or Return the Copier?
Ask for a written breakdown of both options.
If you want to keep the copier, request the purchase amount and any applicable taxes or fees. If you plan to return it, ask about shipping, pickup, preparation, and any other charges required by your agreement.
The final scheduled lease payment may not be the final expense. Knowing the complete cost helps you compare your options before committing to a replacement.
3. Who Is Responsible for Handling the End of the Lease?
Clarify the responsibilities of your organization, your equipment provider, and the leasing company.
Who sends the notice? Who obtains return instructions? Who schedules pickup? Who handles stored data? Who confirms that the equipment was received and the account was closed?
Assign someone within your organization to track those steps. Even when a provider helps coordinate the process, make sure everyone understands what they are responsible for.
Start With Your Agreement
Before your copier lease ends, gather your agreement, recent invoice, equipment details, and any related service contract.
Your next conversation should leave you with three things: a confirmed notice deadline, a written cost breakdown, and a clear plan identifying who handles each step.