The leasing company sends a return notice. The copier is picked up. Six weeks later, you receive a charge of $1,200 for “end-of-lease damage and missing accessories.” You have no chance to dispute the inspection because the equipment is already gone. This pattern is unfortunately common, and it can be prevented entirely with 90 minutes of preparation before pickup.
Here is the inspection process used by experienced office managers to protect against post-return damage charges.
Why Lease-End Inspection Matters
Most copier lease contracts require the equipment to be returned in “good working order, free of damage beyond normal wear and tear.” The leasing company defines “damage” and “normal wear” with sole authority. Without your own documentation, every charge they assess is unilateral and very difficult to dispute.
Common end-of-lease charges:
Cosmetic damage (scratches, dents): $50 to $300 per incident
Missing accessories (paper trays, finishers, manuals): $100 to $1,500 per item
Cleaning charges: $75 to $250
Excessive wear (rollers, fusers, drums): $200 to $1,200
Decommission and pickup: $250 to $750
Total potential damage assessment: $675 to $4,000 on a single machine.
The Pre-Return Inspection Checklist
60 to 90 days before lease end, conduct your own inspection. Document everything.
Step 1: Locate All Original Accessories
Pull the original equipment delivery confirmation from your lease file. List every accessory, manual, and supply that came with the copier:
Paper trays (typically 2 to 4)
Bypass tray
Finisher (if equipped)
Stapler unit
User manuals
Toner cartridges (often required to be returned partially full)
Fax handset (if applicable)
Network cable, power cord
Original packaging (if your contract requires it)
Confirm each item is present, accessible, and functioning. If anything is missing, contact the dealer for replacement before lease end.
Step 2: Photograph the Machine
Take 20 to 40 photos with your phone. Cover:
All four sides of the machine
Top, control panel, document feeder
Inside the paper trays
Underneath any access panels
Each accessory separately
Cosmetic condition (any scratches, dents, or marks already present)
Photos should include a date stamp. Save them in cloud storage and email a copy to yourself for timestamp verification.
Step 3: Document the Counter
Photograph the total page counter. Take a clear shot of black and color counters. This proves the machine state at the time of your inspection.
Step 4: Run a Test Print
Print 5 to 10 pages including a color page if equipped. Confirm the machine works correctly. If it does not, log a service ticket immediately. The dealer should fix any issues before pickup, so the machine is returned in working condition.
Step 5: Clean the Machine
Dust the exterior. Empty the paper trays. Clean the document feeder glass. Remove any company stickers, asset tags, or labels. The leasing company can charge cleaning fees if the machine arrives dirty.
Required Documentation Before Pickup
Pull together a single email or letter to send the dealer 30 days before pickup:
“Per our copier lease ending [date], I want to confirm the following before pickup:
Equipment serial number: [number]
Pickup date: [date]
All accessories included with original delivery are present and accounted for, including [list]. Photos attached.
Equipment is in working condition with current page counter readings of [black] / [color]. Photos of counter attached.
I am sending this letter to establish the condition at pickup and request that any post-return damage assessment include reference photos and your inspection report.”
This single letter neutralizes most post-return damage claims. The dealer cannot reasonably claim damage that you photographically documented as not present.
Day of Pickup
If possible, be present when the freight company picks up the machine. Take additional photos:
The machine being loaded
The pickup driver’s bill of lading
Any condition notes the driver makes
Signed pickup receipt with notation that machine was in working order
If you cannot be present, designate someone (office manager, IT staff) to handle the pickup and document it.
What Most Guides Miss: The “Right of Inspection” Letter
Most copier lease contracts give the leasing company the right to inspect returned equipment and assess damage charges. Few contracts require them to share their inspection report with the lessee or allow the lessee to dispute findings.
The fix: 30 days before pickup, send a letter formally requesting:
Copy of the inspection report within 14 days of pickup
Photographs supporting any damage claims
Right to inspect any damage in person before final assessment
14 day window to dispute charges before they are billed
Some leasing companies will agree, especially if your contract is otherwise in good standing. Even if they refuse, the request goes in their file and creates a basis for dispute if charges are unreasonable.
How to Dispute Post-Return Charges
If charges arrive after pickup:
Request the inspection report and supporting photos in writing within 14 days
Compare against your pre-pickup photos. Identify any “damage” that was already present at pickup.
Cross-reference with your contract. Damage outside contract definitions cannot be charged.
Send a written dispute. Include your photos, contract language, and specific objection to each charge.
Set a 14 day response deadline.
If unresolved, escalate to state AG, BBB, or arbitration as your contract requires.
Common Damage Disputes Worth Fighting
Scratches that look exactly like manufacturer-applied surface texture
Dents in plastic panels that machines collect through normal use
“Excessive toner residue” inside a machine that is the result of normal printing
Worn rollers (a maintenance item the dealer should have replaced under service contract)
Missing manuals that you can prove via photos were never delivered with the original equipment
The Wear and Tear Standard
Normal wear and tear typically includes:
Light surface scratches from normal use
Faded or worn key labels
Minor dents from normal repositioning
Roller wear consistent with stated page count
Toner residue inside the machine
Excluded from wear and tear:
Major scratches, deep dents, or cracks
Liquid damage
Damage from improper transport or storage
Missing parts that were originally delivered
Modifications to the machine
For more on lease end-of-term costs, see our guides on copier lease return process and what happens at end of copier lease.
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