Copier lease ending? How to return, renew or buy out
Short answer: to end a copier lease at the end of its term, find the notice and renewal clauses in your lease, send written notice to the leasing company (which may not be the dealer) within the notice window and in the way the contract requires, keep proof that it arrived, and follow the return or buyout steps the contract describes. If you miss the window, some leases renew automatically. Ending a lease early is a separate matter that depends on your contract. This page is general information, not legal advice. For advice about your specific contract, talk to a lawyer.
Copier Atlanta is an independent referral and quote-matching service. We aim to connect businesses with local copier dealers. We are not a copier dealer, lessor or repair company, and we do not sell, lease, rent or repair equipment ourselves.
Step 1: Find your lease and note the key terms
- The lease start date, term and end date
- The notice period and how notice must be sent (for example, in writing to a specific address)
- Any automatic renewal clause, and how long a renewal lasts
- The lease type: a fair market value (FMV) lease or a buyout lease (often called a dollar-buyout lease)
- Return terms: who packs and ships the machine, and who pays for it
If you can't find your copy, ask the leasing company for a copy of the signed lease and your account details.
Step 2: Work out who holds the lease
Many copier leases are financed by a separate leasing company, not the dealer who installed and services the machine. The name on your monthly invoice is usually the company that needs your notice. Your service agreement may be a separate contract with the dealer, with its own end date and notice terms, so check both.
Step 3: Choose what happens next
- Return the copier and lease or buy a replacement. Line up the new machine before the old one leaves.
- Renew or extend with the same leasing company, if the terms still suit you. Ask whether the payment changes.
- Buy it out, if your lease allows. With an FMV lease, ask for the buyout price in writing. With a buyout lease, check what's needed to transfer ownership.
- Upgrade to a newer machine, sometimes with the same dealer. Ask how any remaining balance is handled and whether it's added to the new lease.
Comparing a few quotes on a replacement before you decide can help. You can send one quote request, and where suitable independent local dealers are available, we may pass it to up to three of them.
Step 4: Send written notice the way your lease requires
- Send it to the address and in the way the contract specifies, within the notice window.
- Include your lease or account number, the equipment make, model and serial number, and a clear statement that you won't renew.
- Use a delivery method that gives you proof of delivery, keep a copy, and ask for written confirmation.
Sample copier lease non-renewal letter
A starting point only. Adapt it to what your lease requires. It isn't legal advice.
[Date]
[Leasing company name]
[Address for notices, from your lease]
Re: Lease or account number [number]; equipment [make, model, serial number]
This letter is our written notice that [your business name] will not renew the lease referenced above when its current term ends on [end date]. Please confirm in writing that you received this notice, tell us the return instructions and any amount you believe is still owed, and confirm the date billing will stop.
[Name, title]
[Business name, address, email]
Step 5: Plan the return
- Record the final meter reading and keep a copy of it.
- Ask how the copier's hard drive will be wiped or removed, since copiers can store scanned and printed documents.
- Confirm who packs and collects the machine, the pickup date and any charges.
- Get a written receipt when the machine is collected, and check your final invoices.
Ending a copier lease early
Many equipment leases don't allow early cancellation without paying some or all of the remaining payments. If you need to end early, ask the leasing company for a written payoff figure. If a dealer offers to take over or pay off your current lease as part of a new one, ask how that amount is handled and whether it's added to your new payments.
Frequently asked questions
Who do I send copier lease notice to, the dealer or the leasing company?
Send it wherever your lease says notices must go. That's often the leasing company named on your invoice, which may be different from the dealer who services the machine. If your service agreement is a separate contract, check its notice terms too.
What happens if I miss the notice window on my copier lease?
Some leases renew automatically if notice isn't given in time. Read the renewal clause in your contract and contact the leasing company in writing as soon as possible to ask about your options.
Can I stop paying when the copier lease term ends?
Check your contract first. Some leases keep billing until the equipment is returned or a renewal period ends. Ask the leasing company in writing to confirm the date billing will stop.
When should I start shopping for a replacement copier?
Start well before your notice window, so you have time to compare quotes and schedule the new installation around the old machine's return.
Ready to compare quotes?
Replacing a copier when your lease ends? Send one request. Where suitable independent local dealers are available, we may pass it to up to three of them.
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