Your copier lease is about to expire, and your dealer just called with a “special offer” to renew. Before you say yes, you need to understand exactly what your end-of-term options are, what each one really costs, and which one saves your business the most money.
Most businesses default to whatever their dealer recommends. That is a mistake. The end of your lease is the one moment where you hold the most leverage in the relationship, and the right choice can save you thousands over the next contract cycle.
Option 1: Return the Copier and Walk Away
Returning the equipment is the cleanest exit. You send the machine back, stop making payments, and owe nothing further (assuming you followed the cancellation notice requirements).
What it costs: Return shipping runs $200 to $800. Some leasing companies charge a $100 to $500 “restocking” or “processing” fee. If the equipment has damage beyond normal wear, expect repair charges. Photograph the machine before pickup as proof of condition.
When to choose this: You are switching to a different dealer, downsizing your office, or moving to a print management service that provides equipment. You do not want to own aging technology or lock into another multi-year commitment with the same provider.
Option 2: Renew or Upgrade With Your Current Dealer
Your dealer will pitch this option hard because it generates the most revenue for them. Two variations exist:
Renewal (same equipment): You extend the lease at the same or similar monthly rate. This is rarely a good deal. You are paying full price for equipment that is now 3 to 5 years old, needs more maintenance, and lacks current technology features. If you want to keep the same machine, buying it out is almost always cheaper than renewing.
Upgrade (new equipment): You return the old copier and sign a new lease for a newer model. This can be a good option if you genuinely need updated technology, but compare quotes from at least two competing dealers first. Your current dealer’s pricing will magically improve when they know you are shopping around.
Option 3: Buy Out the Copier
At the end of your lease, you can purchase the equipment. The price depends on your lease structure:
$1 buyout leases: You pay $1 and own the machine. Simple, predictable, and built into your original lease terms.
Fair Market Value (FMV) leases: The leasing company sets a “fair market value” price, typically $1,000 to $4,000 for a mid-range copier after a 36-month lease. This number is negotiable. Counter their first offer at 50% to 60% and expect to settle around 70% to 80% of the initial quote.
Owning the copier eliminates your monthly payment entirely. If the machine still meets your needs and your service contract covers maintenance, this can deliver significant savings over the next 2 to 3 years. For a deeper comparison, see our FMV vs. $1 buyout lease guide.
The Decision Framework
Choose return if the current equipment no longer meets your needs and you want maximum flexibility to shop for the best deal on a replacement.
Choose upgrade if your print volume or feature requirements have changed significantly and you want the latest technology, but only after comparing quotes from multiple dealers.
Choose buyout if the machine still works well, your service contract is affordable, and you want to eliminate monthly lease payments. This is often the best financial move for businesses satisfied with their current equipment.
What Most Guides Miss: The Month-to-Month Extension Hack
After your lease expires (and you have properly sent cancellation notice to prevent auto-renewal), most leasing companies will allow month-to-month extensions at your existing rate while you finalize your next move. This gives you breathing room to negotiate without the pressure of a hard deadline.
What your dealer will not tell you: month-to-month is often the cheapest short-term option because the equipment is fully depreciated from the leasing company’s perspective. Use this window to get competing quotes, test new machines, and negotiate from strength. Check our copier lease negotiation tips for specific phrases and tactics that lower your cost.
Common End-of-Term Mistakes to Avoid
The biggest mistake businesses make at lease end is waiting too long to start the process. If you begin evaluating your options 30 days before the lease expires, you have almost no leverage. Dealers know you are under time pressure and will not offer their best pricing.
Start the process 120 days out. Send your cancellation notice immediately. Then spend the next 60 days collecting quotes, testing equipment, and negotiating from a position where walking away is a credible option. Businesses that start early save an average of 15% to 25% on their next lease compared to those who wait until the last minute.
Another common error: assuming your current dealer’s “loyalty discount” is actually a good deal. Loyalty discounts sound generous but are typically 5% to 10% off an already inflated price. A competing dealer’s standard quote is often lower than your current dealer’s “discounted” renewal offer.
Ready to Compare Copier Lease Quotes?
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