Copier Lease Decommission Process: How to Return Your Copier Without Getting Hit With Fees
Your copier lease is ending, and you just want to send the machine back. Sounds simple, right? But every year, thousands of businesses get slammed with unexpected charges during the return process because they missed a step or a deadline. Here is exactly how to decommission your leased copier the right way.
Start the Process 90 Days Before Your Lease Ends
This is the single biggest mistake businesses make. Most copier leases have an auto-renewal clause that kicks in if you do not send written notice 60 to 90 days before the end date. Miss that window and you could be locked into another 12 months of payments.
Pull out your lease agreement right now and look for the notification deadline. Mark it on your calendar. Then set a reminder 30 days before that deadline so you have time to get everything in order.
If you are not sure about the auto-renewal terms in your lease, our guide on copier lease auto-renewal traps breaks down how these clauses work and how to avoid them.
Step 1: Send Written Notice to Your Leasing Company
A phone call is not enough. You need to send a written notice, usually by certified mail or email with delivery confirmation, stating that you will not be renewing your lease. Keep a copy of everything.
Your notice should include:
- Your account number and lease agreement number
- The serial number of the copier
- The exact end date of your lease
- A clear statement that you are returning the equipment and not renewing
Some leasing companies will try to talk you into extending. That is their job. Be polite but firm if you have already decided to move on.
Step 2: Schedule a Professional Data Wipe
Modern copiers store copies of every document they scan, print, or copy on internal hard drives. We are talking about tax returns, employee records, client contracts, and medical information if you are in healthcare. You cannot just unplug the machine and ship it back.
Ask your dealer or a certified technician to perform a full data wipe before the copier leaves your office. Most major brands like Canon, Ricoh, and Xerox have built-in data overwrite features, but you want documentation proving the wipe happened. For a deeper look at this, check out our article on copier lease data security wipes.
Step 3: Document the Condition of the Machine
Before the copier gets picked up, take photos of the machine from every angle. Document any existing wear, scratches, or damage. Print a final meter reading and save it.
Why? Because some leasing companies will charge you for “excessive wear and tear” after they receive the machine. If you have photos showing the condition when it left your office, you have evidence to dispute those charges.
Here is what to photograph:
- The front, back, and both sides of the machine
- The glass platen and document feeder
- Any dents, scratches, or marks
- The meter reading on the display screen
- All accessories and attachments that came with the lease
Step 4: Arrange Pickup and Get a Receipt
Most leasing companies will arrange for the copier to be picked up. Confirm the pickup date in writing. When the technician arrives, make sure you get a signed receipt confirming the machine was collected, including the serial number and meter reading at the time of pickup.
Do not let anyone tell you that a receipt is not necessary. If the leasing company later claims they never received the machine, or that it arrived damaged, that receipt is your proof.
Typical pickup fees range from $100 to $500, depending on the size of the machine and your location. Some leasing companies include free pickup in their contracts, so check yours before paying.
What Most Guides Miss: The Final Invoice Audit
After the copier is gone, most businesses just stop thinking about it. That is a mistake. You should watch for your final invoice carefully.
Leasing companies sometimes charge for:
- Pages printed between your last billing cycle and the return date
- Missing accessories like paper trays, finishers, or staple cartridges
- “Reconditioning fees” that were buried in the fine print of your contract
- Shipping or logistics costs that were not discussed during pickup
Review every line item on that final bill. If something does not match your contract, dispute it in writing. According to industry data, about 20% of businesses pay charges on their final invoice that they could have successfully challenged.
Also, make sure your automatic payments are canceled after the final invoice is settled. Some businesses keep getting charged for months after returning their copier simply because they forgot to stop the autopay.
If you are worried about hidden fees on your final bill, our breakdown of copier lease hidden fees covers the most common charges and how to fight them.
Quick Decommission Checklist
Here is a quick summary you can print out and follow:
- Check your lease end date and notification deadline (90 days out)
- Send written non-renewal notice via certified mail
- Schedule a professional data wipe and get documentation
- Photograph the machine and record the final meter reading
- Confirm pickup date and get a signed receipt
- Audit your final invoice line by line
- Cancel automatic payments after the final bill is paid
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