Practical Advice on How to Get Out of a Copier Lease

Practical Advice on How to Get Out of a Copier Lease

Apr 17, 2024 | Copiers and Printers, Office Technology

If you’re feeling trapped in a bad copier lease, you’re not alone. Many businesses find themselves in similar situations, unsure of how to proceed. But the good news is, there are steps you can take to regain control of your copier situation and move towards a better solution. In this guide, I’ll provide you with practical advice and actionable steps to help you navigate the complexities of copier leases and make informed decisions about your next steps. So if you’re ready to take charge and break free from the confines of your current copier lease, let’s get started.

Breaking a copier lease contract can be a complex process, with several legal aspects to consider. It’s important to understand the reasons why businesses may want to end the agreement, the legal obligations and conditions associated with the lease.

Why Terminate a Copier Lease?

Common reasons why businesses may want to terminate a copier lease contract include changing needs, financial hardship, outdated technology, poor performance, or misrepresentation by the servicing dealer. These factors can make it difficult for businesses to continue with the lease and may warrant the need to terminate it early.

A copier lease is a legally binding contract between a leasing company and a business. The leasing company allows the business to use a copier for an extended period, usually three to five years, in exchange for regular payments. The business is obligated to pay installments for the entire duration of the lease, and conditions for terminating the contract are strictly defined. Therefore, ending lease is not easy.

The Copier Lease and the Service Agreement are usually not related!

Unless the copier dealer leases in-house, you’re probably in two different legal agreements. It’s important to know the difference between the two.

It’s important to differentiate between a copier lease and a service agreement. A copier lease is the contract with the leasing company for the use of the copier, while a service agreement is a separate contract with a copier dealer or service provider for regular maintenance and repairs. When looking to terminate a copier lease, it’s primarily concerned with terminating the lease with the leasing company, not the service agreement with the dealer. That’s a separate business matter to deal with.

Ending a copier lease contract can be a complex process, with several legal aspects to consider. It’s important to understand the reasons why businesses may want to end a copier lease, the legal obligations and conditions associated with a copier lease, and the difference between a copier lease and a service agreement.

Strategies for Exiting a Copier Lease

Successfully terminating a copier lease requires careful planning and execution. Here are the key steps involved:

  1. Review Your Lease Agreement: Begin by carefully reviewing your copier lease agreement. Pay close attention to termination clauses, penalties for early termination, the notification date to terminate the lease, and any other relevant terms.
  2. Assess Your Reasons for Termination: Identify the specific reasons why you want to terminate the copier lease. Whether it’s due to poor performance, changing business needs, or financial constraints, understanding your motivations will help inform your approach.
  3. Gather Supporting Documentation: Collect any documentation that supports your reasons for terminating the lease. This may include records of communication with the leasing company, evidence of equipment malfunctions, or documentation of changing business circumstances.
  4. Negotiate with the Leasing Company: Initiate negotiations with the leasing company to explore options for termination. You may be able to negotiate a reduced termination fee, a lower buyout price for the equipment, or alternative solutions such as lease transfer or subleasing.
  5. Draft a Letter of Intent: Formalize your intention to terminate the copier lease by drafting a Letter of Intent (LOI). This document should clearly state your reasons for termination and provide any necessary supporting documentation.
  6. Send the Letter of Intent: Once the LOI is drafted, send it to the leasing company via certified mail or email. Be sure to adhere to any deadlines or notice periods specified in your lease agreement.
  7. Address Outstanding Payments: If there are any outstanding payments or fees associated with the lease, make arrangements to settle them before terminating the lease. This will help ensure a smooth transition and minimize the risk of disputes.
  8. Return Leased Equipment (if applicable): If required by your lease agreement, arrange for the return of any leased equipment to the leasing company. Follow the instructions provided by the leasing company to ensure a hassle-free return process.

Frequently Asked Questions About Copier Lease Terminations

Can I terminate my copier lease early?

Yes, you can terminate your copier lease early, but it may involve penalties or fees. Review your lease agreement and consult with the leasing company to understand your options.

What if I can’t afford the termination fees?

If you’re unable to afford the termination fees, consider negotiating with the leasing company for a reduced fee or explore alternative solutions such as lease transfer or subleasing.

What happens if I can’t return the copier equipment?

If you’re unable to return the copier equipment, you may be required to continue making lease payments until the end of the lease term. Contact the leasing company to discuss your options.

How long does it take to terminate a copier lease?

Copier lease terminations typically take 30 days to process. However, the timeline may vary depending on the terms of your lease agreement and negotiations with the leasing company.

Can I negotiate the terms of my copier lease termination?

Yes, you can negotiate the terms of your copier lease termination, including termination fees, buyout prices, and alternative solutions. Consult with the leasing company to explore your options.

Is it possible to buy the copier equipment instead of returning it?

Yes, you may have the option to purchase the copier equipment instead of returning it. Contact the leasing company to discuss buyout prices and payment options.

What if I’m unhappy with the service provided by the leasing company?

If you’re unhappy with the service provided by the leasing company, document your concerns and communicate them with the company. You may be able to negotiate a resolution or termination of the lease.

How long does it take to complete a copier lease termination?

Most copier lease terminations are completed in 30 days. Note that you might need to be aggressive in your follow-ups to bring the matter to a close as fast as possible.

Dealing with Automatic Lease Renewals

Automatic lease renewals offer convenience but may present challenges for both lessors and lessees. Understand the implications of automatic lease renewals and proactively manage lease expiration dates to avoid unintended renewals. By staying informed and proactive, you can navigate copier lease terminations successfully and explore alternative solutions that better align with your business needs.

Returning Copiers After Negotiating Lease Termination

Once you’ve successfully negotiated a lease termination with the leasing company, the next step is to arrange for the return of the copiers, if applicable. Follow these steps to ensure a smooth and hassle-free return process:

Companies Specializing in Returning Copiers

If you need assistance with returning copiers to leasing companies, consider reaching out to the following companies. They might be able to provide you with an affordable quote to return your copiers to the leasing company. Of course, you’re also free to choose any other vendor. These folks have specialized experience in this job.

Company NameWebsitePhone Number
STI 333-1232
(800) 728-8558
We have had positive experiences using these two companies that specialize in Copier Lease Returns


In conclusion, navigating a bad copier lease can be a challenging endeavor for any business owner or decision-maker. However, armed with the knowledge and strategies outlined in this guide, you now have the tools to take proactive steps towards terminating a detrimental lease agreement and exploring better alternatives. Remember, understanding the legal aspects, communicating effectively with the leasing company, and being prepared with supporting documentation are key factors in successfully terminating a copier lease.

Whether you choose to negotiate terms, return equipment, or explore buyout options, the ultimate goal is to ensure that your business’s copier needs are met efficiently and cost-effectively. By following the steps outlined in this guide and leveraging the resources available, you can confidently navigate the process of getting out of a bad copier lease and moving towards a solution that better aligns with your business objectives.

Travis Fisher

Travis is Inacom’s Executive Vice President, tasked with assisting customers with their web based marketing initiatives. He’s kinda famous for his BBQ. He lives in Easton, MD with his amazing wife, two kids, and two dogs.


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