The end of a printer or copier lease is not a cliff edge, but it does catch businesses out, usually because nobody diarised the notice period and the agreement quietly rolled over. Handled well, the end of a lease is simply a decision point with a few good options. Here is what actually happens, and what to check before your term runs out.
Your three main options
1. Upgrade to a newer device
The most popular route. You refresh to the latest HP or Konica Minolta hardware on a new agreement, picking up better speed, security and energy efficiency, often with little or no change to your monthly cost. It is the natural moment to right-size too, scaling the device up or down to match how your printing has actually changed.
2. Continue with the device you have
If the current machine still does everything you need, many agreements let you continue on a secondary rental, sometimes at a reduced rate. It keeps things simple, though you stay on ageing technology, so it is best treated as a short bridge rather than a long-term plan.
3. Return the device
If you no longer need the equipment, you end the agreement and return it. The key here is to follow the return conditions in your contract and, critically, to deal with the data first (more on that below).
What to check before your lease ends
- Your notice period. This is the big one. Most leases auto-renew if you do not give notice in time, so find the notice window in your contract and act ahead of it.
- The final meter reading and billing. Make sure closing meter readings are submitted so the final invoice is accurate.
- Return condition and logistics. Confirm who arranges collection, and that the device is returned complete and undamaged beyond fair wear and tear.
- Any settlement figure. If you are ending early, check whether there is a settlement amount, and weigh it against the cost of upgrading.
Don't forget the data on the device
This is the step most businesses overlook. A modern multifunction printer is effectively a networked computer with a hard drive, and it can hold copies of the documents it has scanned, printed and emailed. Returning a copier without securely wiping that drive is a real data-protection risk, the kind of thing that turns up in a breach or an ICO complaint. Before any device leaves your premises, the storage must be securely wiped or physically destroyed. At Mastercopy, secure data wiping is built into every device changeover, so nothing sensitive walks out of the door, in keeping with our ISO 27001 certification.
How Mastercopy makes the transition painless
We manage the whole end-of-lease process for you: a timely reminder before your notice period, a clear recommendation on whether to upgrade, continue or return, secure data wiping, and collection of the old device, with no gap in service if you are moving to a new machine. It is all part of our UK-wide printer and copier leasing service. If you are weighing up the wider decision, our guides on owning vs leasing and the benefits of leasing are a useful read.
Frequently Asked Questions
What are my options at the end of a copier lease?
Three: upgrade to a newer device on a fresh lease, continue with the existing device on a secondary rental, or return the equipment and end the agreement.
Do I have to give notice before my printer lease ends?
Usually yes. Most leases have a notice period and roll over automatically if you miss it, so check your contract and diarise the window well ahead of the end date.
What happens to the data on a leased copier when it's returned?
Multifunction printers store documents on an internal hard drive, so the drive must be securely wiped or destroyed before the device leaves your premises. Mastercopy handles this as part of every changeover.
Can I buy the printer at the end of the lease?
It depends on the agreement. Operating leases usually don't transfer ownership; some allow purchase at fair market value. Ask us and we'll confirm the options for your lease.
What condition does the device need to be returned in?
Fair wear and tear is fine, but you're typically responsible for returning it complete and undamaged. Your agreement sets out the exact conditions, and we manage collection so nothing is missed.
Coming to the end of a lease, or not sure when yours ends? Call Mastercopy on 01642 750404 or email sales@mastercopy.co.uk and we'll review your options.