Your copier lease expires in 90 days. Your dealer just called offering a “great renewal deal.” Before you agree to anything, you need to understand all three end-of-lease options, what each one actually costs, and which traps to avoid.
The decision you make in this window determines whether you save money or lock yourself into another years-long commitment at inflated rates.
Option 1: Return the Equipment
You send the copier back to the leasing company and walk away. No more payments. No more service contracts. Clean break.
How it works: You notify the leasing company in writing (typically 60 to 90 days before lease end) that you intend to return the equipment. The leasing company arranges pickup or provides shipping instructions. An inspector may assess the equipment condition.
Costs to watch for: Return shipping ($200 to $800 depending on machine size), restocking or processing fees ($100 to $500), and damage charges for anything beyond normal wear. Some leasing companies define “normal wear” very narrowly, so photograph the machine before it leaves your office.
Best for: Businesses upgrading to a new machine from a different dealer, downsizing, or moving to a managed print service.
Option 2: Upgrade or Renew the Lease
Upgrade path: Return the old equipment and sign a new lease for updated technology. Monthly payments may increase or decrease depending on the equipment selected. Make sure any remaining balance from the old lease is not rolled into the new agreement without your knowledge.
Renewal path: Extend the existing lease at the same monthly rate. This is almost never a good deal. The equipment is now 3 to 5 years old, maintenance costs are rising, and you are paying the same amount for a machine that has lost most of its value. If you want to keep using the same equipment, a buyout is usually cheaper than a multi-year renewal.
The auto-renewal trap: Many leases automatically renew for 12 to 24 months if you do not send written cancellation notice within the required window. If your lease has already auto-renewed, you may be locked in at the old rate with no leverage to negotiate.
Option 3: Buy Out the Equipment
$1 Buyout lease: You pay one dollar and the machine is yours. Simple and predictable.
Fair Market Value (FMV) lease: You pay the “fair market value” of the equipment at lease end. In practice, this number is negotiable. A copier with a $10,000 original value might have an FMV buyout of $1,500 to $3,000 after a 36-month lease. Always negotiate this number. The first quote is rarely the best price.
For a detailed comparison of these lease structures, read our FMV vs. $1 buyout guide.
The Timeline: What to Do and When
120 days before lease end: Review your lease agreement. Note the cancellation notice deadline, buyout terms, and any auto-renewal clauses.
90 days out: Send written cancellation notice to the leasing company via certified mail, even if you are not sure what you want to do yet. This stops auto-renewal and gives you maximum flexibility.
60 days out: Request a buyout quote from the leasing company. Get upgrade quotes from your current dealer and at least two competing dealers. Compare total costs across all three options.
30 days out: Make your decision. If returning, schedule equipment pickup. If upgrading, finalize the new lease. If buying out, submit payment.
What Most Guides Miss: Your Dealer’s Incentive Problem
Your copier dealer makes the most money when you upgrade to a new lease. They earn a commission on the new equipment, a residual on the new lease, and sometimes a spiff payment from the manufacturer. The dealer makes the least money when you buy out your existing equipment for $1 or walk away entirely.
This does not make your dealer dishonest, but it does mean their recommendation is not purely objective. When your dealer pushes a “great upgrade deal,” ask yourself who benefits most. Get independent pricing from competing dealers before making your decision, and check our guide to copier lease terms to understand how lease length affects your total cost.
The Month-to-Month Extension Option
After your lease officially expires and you have sent proper cancellation notice, most leasing companies will allow you to continue using the equipment on a month-to-month basis at your current rate. This gives you time to finalize your next move without the pressure of a hard deadline.
Month-to-month extensions are often the cheapest short-term option because the equipment is fully depreciated from the leasing company’s perspective. They are collecting payments on equipment they have already recouped the cost on. Use this window to collect competing quotes, test new machines, and negotiate from a position of maximum strength. There is no rush, no auto-renewal risk, and no commitment beyond the current month.
Some leasing companies will even reduce your monthly rate during a month-to-month extension if you ask. The equipment is paid off, the risk of non-payment is low (you have a track record of on-time payments), and they would rather keep you paying something than have you return the machine for zero revenue.
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