Your business is moving to a new office. The movers are booked, the new space is ready, and then someone asks: what do we do about the copier lease? Can you just put it on the truck with everything else?
Technically, no. Most copier leases include a relocation clause that restricts moving the equipment without the leasing company’s written approval. Ignoring this requirement can void your service agreement, trigger a lease default, and leave you without coverage if the machine is damaged during the move.
Step 1: Check Your Lease for Relocation Terms
Open your lease agreement and look for sections titled “Equipment Location,” “Relocation,” or “Permitted Use.” Most leases specify that the equipment must remain at the address listed in the contract and cannot be moved without prior written consent from the leasing company.
Some leases are more restrictive than others. A few prohibit relocation entirely (rare). Most require written approval plus documentation of the new location. Some charge a relocation fee of $100 to $500 to process the change.
Step 2: Notify the Leasing Company in Writing
Send a written request to the leasing company at least 30 days before your planned move date. Include your current lease number, the current equipment location, the new address, your planned move date, and confirmation that the equipment will be professionally moved and reinstalled.
Most leasing companies approve relocation requests routinely. They care about the equipment being properly maintained, not about which office it sits in. But you need the approval in writing before the move, not after.
Step 3: Coordinate with Your Copier Dealer
Your copier dealer handles the service agreement, and they need to know about the move for several reasons. The service territory may change. If your new office is outside the dealer’s coverage area, you may need a new service provider, and the transition must happen seamlessly.
The dealer should handle the disconnection at your old office and the reinstallation at your new office. This typically costs $200 to $600 and includes disconnecting the machine, securing it for transport, reconnecting it at the new location, configuring network settings, and testing all functions.
Do not let your general movers handle the copier. Commercial copiers weigh 200 to 500 pounds, contain sensitive optical components, and require specific handling procedures. Damage during an improper move is your financial responsibility.
Step 4: Update Your Insurance
If your business insurance policy covers the leased copier, update the policy with the new address. If coverage lapses during the move, you are personally liable for any damage to the equipment, which can cost $5,000 to $20,000 to replace.
Ask your insurance provider about transit coverage for the move itself. Standard business policies often exclude equipment in transit. A rider for the move day may cost $50 to $150 and provides peace of mind for a 400-pound machine rolling across a loading dock.
What If You Are Moving to a Smaller Space?
If your new office is significantly smaller and you no longer have room for the copier, a relocation is not your real problem. You need to decide whether to keep the lease or exit it. Options include negotiating an early termination, transferring the lease to another business, or swapping to a smaller machine through your dealer’s upgrade program.
What Most Guides Miss: The Service Agreement May Not Transfer
Even if the leasing company approves your relocation, your service agreement with the copier dealer may not automatically follow. Service agreements are often territory-specific. If your new office is in a different city or region, the original dealer may not service that area.
In that case, the dealer must assign your service agreement to a different authorized dealer in your new area. This handoff does not always go smoothly. The new dealer may have different response times, different parts availability, or different interpretations of what your service agreement covers. Get the new service arrangement in writing before you move, and keep the original dealer’s contact information in case of disputes. For related guidance on moving equipment, see our copier lease return process guide, and learn about lease transfer options at our getting out of a copier lease guide.
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