Leasing a printer can be a smart move for businesses that want to reduce upfront costs and keep up with modern technology. However, not all printer lease agreements are created equal and a few missteps can lead to higher expenses, service issues, and long-term headaches.
Before you sign on the dotted line, make sure you're aware of these top mistakes to avoid when entering a printer lease.
1. Not Reading the Fine Print
One of the most common mistakes in any lease agreement is failing to read the details. A printer lease may include terms related to:
- Automatic renewals
- Usage limitations
- Early termination fees
- Maintenance obligations
Always read the full contract and ask questions about anything that's unclear. What seems like a minor clause can have big financial consequences down the line.
2. Ignoring the Total Cost of Ownership
A low monthly payment may seem attractive, but don't forget to account for the total cost:
- Overages for print volume
- Required branded supplies (like toner)
- Mandatory maintenance packages
- Delivery, installation, or removal fees
Focus on the true cost of the printer lease over its full term, not just the monthly rate.
3. Overestimating or Underestimating Print Volume
Guessing your print needs can result in wasted money:
- Overestimating means paying for pages you never use.
- Underestimating can trigger overage fees.
Work with the vendor to calculate your average monthly usage. Many providers will conduct a print audit to help align your printer lease with actual needs.
4. Overlooking Service & Maintenance Terms
Service and maintenance are critical. Before signing a printer lease, ask:
- Who handles maintenance?
- What's the response time for service calls?
- Are parts and labor included?
- How often is preventive maintenance scheduled?
An unreliable service provider can cause frustrating downtime that disrupts your workflow.
5. Committing to an Inflexible Long-Term Lease
A 60-month lease may lower your monthly payment, but what happens if your business scales or changes? Long-term leases with no upgrade options or early exit clauses can become burdensome.
Look for printer lease agreements with flexibility—whether that's the ability to upgrade equipment or exit early under fair terms.
6. Not Clarifying End-of-Lease Options
At the end of the lease, do you:
- Own the printer?
- Have to return it (at your expense)?
- Need to notify the vendor in writing to prevent auto-renewal?
These are crucial questions. Some leases auto-renew if you don't give written notice 30–90 days in advance.
7. Choosing the Wrong Equipment for Your Needs
Don't let the vendor talk you into a printer that's more powerful—or more limited—than what your business requires. Evaluate:
- Speed (pages per minute)
- Color vs. black & white
- Scanning and faxing needs
- Paper handling options
A poor equipment match means inefficiency and higher costs.
Final Thoughts: Do Your Homework Before You Lease
A printer lease can provide convenience, updated technology, and predictable monthly costs—but only if you understand the terms and avoid common pitfalls. Take your time to review the agreement, compare multiple vendors, and ensure the lease structure aligns with your business needs.
Avoiding these mistakes can save your company thousands of dollars and help you build a more efficient office environment.
