If you’re nearing the end of a copier lease, now is the time to get proactive—not reactive. Many businesses unknowingly get stuck in auto-renewals, surprise billing cycles, or logistical headaches simply because they didn’t plan ahead or were not aware of the initial end date for their copier lease. Printer, multifunction printer (MFP), and copier leases are structured with strict timelines and procedures, and missing one critical step (like providing notice or requesting return paperwork) can cost you money and severely limit your options.
Whether your machine is no longer meeting your needs or you’re unhappy with your current provider, it’s very important to be on top of things when it comes to navigating the timeline of your copier lease term ending. That’s why we’ve put together this quick guide – to provide you with everything you need to know to avoid those headaches and surprises, stay in control, and make the best decision for your organization.
Quick Guide to Avoiding Copier Lease Auto-Renewal
If your copier lease end date is approaching, now is the time to start planning. Many businesses wait too long to review their lease terms, only to find themselves locked into an auto-renewal or scrambling to understand their options.
1. Know When Your Lease End Date Is
Your lease agreement will list the original term (typically 36, 48, or 60 months), your copier lease start date, and the end date of the initial term. The single most important detail in your copier lease is the end date. Without knowing it, you can’t plan for returns, upgrades, or buyouts. And while this may sound simple, you’d be surprised how often businesses don’t know their exact lease maturity date.
Why it matters:
Leasing companies require written notice if you intend to return the equipment—and they won’t remind you. If you miss that notice window, you can get stuck in an auto-renewal billing cycle.
Parmetech Pro Tip: Put your copier lease end date in your calendar on day one—then set reminders for at 365, 180, and 120, days ahead of that date. This will ensure your well within your notice window. Waiting until the final month is one of the most common (and costly) mistakes.
2. Know Your Notice Window for Providing a Letter of Intent (LOI)
Most copier leases require an official Letter of Intent (LOI) within a specific timeframe if you plan to return your existing print equipment. Not every lease has the same terms, but commonly we find that this window is:
- No more than 150 days before lease end date
- No less than 90 days before lease end date
This means if your LOI arrives too early or too late, it may not be accepted—and failure to provide it often defaults you into auto-renewal.
Elements of proper LOI typically include:
- Your company name
- Lease contract number
- Equipment serial number(s)
- Your intent (return, upgrade, or buyout)
- Signature from an authorized representative
- Prepared on company letterhead
Always check your specific lease contract for the required timing and wording. In order to ensure your LOI is accepted you’ll need to confirm the exact notice period, where to send the LOI, and how the LOI needs to be sent (email, certified mail, etc.).
Parmetech Pro Tip: Send Your LOI early within the notice window and request written confirmation. Be persistent! Sometimes your requests will be ignored, and you will need to follow up to avoid auto-renewal
3. Understand What a Return Authorization (RA) Is & How to Get One
If you plan to return your print equipment at the end of your copier lease, you’ll need a Return Authorization (RA) from the leasing company. This is an official document from leasing company and includes:
- Approval to return the equipment
- The return address and location
- Shipping or logistics instructions
- Deadlines for equipment arrival
Parmetech Pro Tip: Leasing companies typically will not issue an RA until all original term lease payments are received. If you have missed payments or have outstanding payments due, the leasing company may delay issuing the RA or ignore your requests. It’s very important to ensure your account is current prior to requesting an RA!
4. Know Who Is Responsible for Returning the Equipment
This is critical (and surprises many customers): You (the customer) are responsible for returning the equipment to the address listed on the RA, not the leasing company.
Per most lease contracts:
The customer is responsible for packaging, insuring, and shipping the equipment to the return address listed on the RA.
This includes:
- Paying for freight
- Coordinating pickup and logistics
- Paying any late-return fees if it arrives after the deadline
If the copier is damaged in transit, you may also be charged—so working with reputable carriers matters.
Parmetech Pro Tip: If you are ending your lease to upgrade to a new device, whoever you are engaged with for the lease/purchase of your new equipment (whether that’s your current print provider or a new print partner), ask them if they offer services for removal and return of existing equipment to a leasing company. Some print providers will offer this service as an add-on when they are delivering and installing your new equipment.
5. Know Your End-of-Lease Options
When your copier lease ends, you generally have four options:
- Return the Equipment
If you no longer need the copier or are moving in a different direction (i.e., with a different print provider), you can choose to simply return the equipment at the end of your lease.
To do this without incurring an auto-renewal or additional billing you need to:
- Submit your Letter of Intent (LOI) within the required notice window
- Ensure all original term lease payments have been received
- Request and receive a Return Authorization (RA)
- Ship the equipment to the return address listed on the RA
Parmetech Pro Tip: Returning the equipment is a clean exit, but it requires careful attention to deadlines and documentation and usually requires multiple follow-ups with the leasing company. Be persistent and diligent! Keep note of dates you sent communications and names of representatives, ask for written confirmation for everything that you submit, and ensure you have tracking numbers for returned equipment.
- Auto-Renewal
If you take no action, your copier lease(s) will more than likely enter into an auto-renewal. Terms vary, but could include:
- Month-to-month billing
- 3 additional billing cycles
- A full 12-month renewal
Parmetech Prop Tip: This is rarely the most cost-effective option so avoid letting your lease default into this stage unintentionally. If your intention is to keep your current equipment, your best option is to buy out the remainder of the lease. â
- Buyout
You can request a buyout quote to own the equipment outright. This is often beneficial if:
- Your equipment is still reliable
- Your equipment still fits your print needs
- Your print volume is steady
- You’re not ready to upgrade yet to newer technology
Parmetech Prop Tip: Be sure to request a written buyout quote and review any continued service agreement requirements. If you have an FMV lease, you will be quoted for the current fair market value of your copier. If you have a $1 buyout lease, then you will essentially own the equipment at the end of the initial copier lease term. Not sure what type of lease you have? Check out our blog on different office copier lease types.
- Upgrade
Technology evolves quickly, and especially after a 60-month lease term, many organizations will choose to return their current equipment to upgrade to a new device. This is popular when:
- Your needs have grown or change
- Technology has changed significantly
- You want newer features or lower service costs
Parmetech Pro Tip: In an upgrade scenario, the old equipment is returned, and a new lease is started. If this is being done with the same print provider and leasing company, it’s worthwhile to ask if return costs of the equipment can be waived for upgrading to new equipment.
Navigating the End of Your Copier Lease:
Start Early to Stay in Control
Copier lease end dates don’t have to be stressful—but they do require planning. By knowing your dates, your rights, and your responsibilities, you can avoid surprise renewals, unnecessary billing, and rushed decisions.
And even when you follow the rules, leasing companies are not always quick to acknowledge notices, return requests, or RA paperwork.
To protect yourself:
- Send LOIs via email and certified mail when possible
- Keep copies of all correspondence
- Follow up every 7–10 days if you don’t receive confirmation
- Request acknowledgment of receipt in writing
Persistence matters. Many organizations end up in auto-renewal not because they did nothing, but because their requests were ignored.
If you need help interpreting a lease, coordinating a return, or exploring upgrade options, let our team help! Parmetech has been a reputable copier dealer and technology partner for over three decades, and we do everything that we can to save our customers time, money, and headaches! You can give us a call at (800) 727-6383, email us at info@parmetech.com, or submit a request through our website form.
