What To Do When Your Copier Lease Is Expiring

Your copier lease is almost up. You have deadlines, busy teams, and a device that your office relies on every day. The last thing you want is surprise fees, last-minute scrambling, or downtime. This guide explains what to expect, what to do, and how to avoid the common gotchas that cost time and money.

First Things First: Know Your Lease Type and Dates

Look at your current agreement and confirm three items:

1. Lease type. Is it Fair Market Value or $1 Out?

2. End date. Exact month and day the term ends.

3. Notice window. The number of days you must give written notice to avoid auto-renewal.

Fair Market Value means you can return the device, continue month-to-month, or buy it at the fair market price. A $1 Out lease means you own the device at the end after making the final payment. Your next steps depend on this. (Make sure the $1 is paid so the leasing company doesn’t say they didn’t know you wanted to own it and keep charging the standard leasing price. It is uncommon for this to happen, but we have seen it.)

Your Four Main Options

1. Renew with your current setup. Good if the device still meets needs and costs are favorable.

2. Upgrade to a new device. Best if you want faster output, better scanning, finishing, or stronger security.

3. Buy out and keep the current device. Consider total cost of ownership, expected repairs, and parts availability.

4. Return the device and switch providers. Useful when service quality, pricing, or fit is not ideal.

Novatech supports all four paths and can model the real costs so you can compare apples to apples.

90-Day Action Plan That Prevents Surprises

Day 90 to 45

• Pull the lease and note end date and notice window (some leases require a 60-day notice).
• Ask the lessor for your buyout, return instructions, and any end-of-lease fees.
• Capture quarterly print volumes so you can size the next device correctly.

Day 45 to 30

• Compare three scenarios: renew, upgrade, or buyout.
• Ask about toner and parts coverage, on-site response times, and loaner policies.
• Confirm hard-drive security steps for end of lease, including wipe or removal.
• Choose your next copier so it arrives before the old one needs to be returned.

Day 30 to 10

• Send written notice that matches lease language.
• Schedule pickup or installation dates so there is zero downtime.
• Plan data transfer for address books, workflows, and scan shortcuts.

Day 10 to 0

• Complete device wipe or remove and retain the drive if required by policy.
• Take photos of device condition and meter reads.
• Return all accessories listed on the lease such as finishers, paper decks, or fax kits.

Fees and Costs To Expect and How To Reduce Them

• End-of-lease fee. Many leases include a small administrative fee.

• Return freight. Lessor-arranged freight may be required; ask for cost in writing.

• Packaging. Some returns require original packaging or professional crating.

• Damage or missing items. Missing trays, finishers, or HDDs can trigger charges.

• Overages. Final overage charges may appear after the last meter read.

How to reduce these: Send notice on time, document the device, follow return instructions exactly, and ask your provider to coordinate pickup and paperwork.

Data Security: Do Not Skip This Step

Your copier stores data on an internal drive. Before you return or resell, you need a secure wipe or physical drive removal. Ask for a certificate of data destruction.

If your business is in a regulated industry, include this document in your compliance records. Novatech can handle the wipe, removal, and documentation.

How To Decide Between Renewing, Upgrading, or Buying Out

Renew when:
• Your volume is steady, service has been strong, and pricing is competitive. This also makes sense if you won’t need the copier a few months past the end of the term on a FMV lease.

Upgrade when:
• You want faster speeds, lower cost per page, better security, or finishing like stapling and booklet-making.

Buy out when:
• The device is reliable, parts are easy to source, and keeping it lowers total cost for the next one to two years. This is uncommon but possible.

Novatech can provide a simple total cost model that includes monthly payment, supplies, service, expected overages, and soft costs tied to downtime and support tickets.

What If You Missed the Notice Window

Some leases roll to a short auto-renewal term. Act quickly:

• Send notice right away to stop further renewals.
• Ask for a negotiated early exit when you upgrade with a verified provider.
• Document all communication in writing and keep copies.

Checklist You Can Copy

• Lease end date confirmed

• Notice window and method confirmed

• Buyout quote requested

• Return instructions requested

• Device configuration documented, including accessories

• Final meter reads captured with photos

• Data wipe or drive removal scheduled

• Pickup or installation date scheduled

• Final supplies plan arranged

• All paperwork saved to your records

 

Common Questions We Hear

Do I have to return the device in the original box?
Usually no, but some lessors require professional crating. Get instructions in writing.

Who pays for shipping back to the lessor?
Often the customer. Ask for a quote and timeline so you can budget.

Can I keep my current service plan if I buy out the device?
Sometimes yes. Service terms vary by age and parts availability. We will evaluate and price it for you.

Will a new device really lower costs?
In many cases yes. New engines often reduce cost per page, energy use, and service calls. We will show the side-by-side math.

What happens to my scan shortcuts and address book?
We back them up and migrate them during the cutover. Your team can scan on day one.

How long does installation take?
Most devices install in a single visit. Complex finishing or fleet rollouts may take longer. We schedule around your busy hours to avoid downtime.

How Novatech Makes This Easy

Right-sized devices. We recommend models from leading brands that match your real volume.
Transparent costs. We show payment, service, and expected overages in one simple view.
Zero-downtime cutovers. We stage the new device, migrate settings, and confirm print and scan before removing the old one.
Data protection. We perform secure wipe or removal with documentation for your records.
National support. Local technicians with fast response, plus easy remote help when you need it.

A Simple Next Step

If your lease ends in the next 90 days, send us your current agreement and a recent invoice. We will confirm dates, notice windows, buyout, and return steps. Then we will give you a short plan with options to renew, upgrade, or buy out, along with the total cost picture so you can choose with confidence.

Sample Notice You Can Adapt

Subject line: Lease Termination Notice

Message:
Please accept this as written notice of our intent to terminate lease number [lease number] for device [make and model, serial number]. The lease ends on [date]. We request final pickup instructions, shipping details, and any end-of-lease fees in writing. Please confirm receipt of this notice.

The Bottom Line

You can finish this lease without stress. Confirm your dates, choose the right path, protect your data, and schedule a clean handoff. Novatech can handle the details so your team stays productive.

Book a quick lease review with Novatech or call your local office>