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For most offices, having a reliable and efficient printer is absolutely essential. However, purchasing a high-quality printer can be a significant financial burden for businesses, especially those with limited cash flow and tight budgets. What’s the solution in such cases? Either Printer Rental (short-term leasing) or Printer Leasing (long-term leasing).
Printer Leasing
Leasing a printer, whether short-term or long-term, is a cost-effective and convenient way for businesses to access advanced printing equipment without the upfront expense. Although it is a relatively simple process, there are a few things you need to pay attention to when considering this option, so that you choose the right printer with the appropriate terms for your business—saving you time, money, and future headaches.
What to Look for in a Leasing Contract
Before signing any contract, make sure you know what to look for and that you fully understand the terms of the agreement. Here are some things we at Business Print recommend you consider:
Printer Features
A printer with many specifications and impressive features may seem appealing, but if you don’t really need it, you’ll end up paying more unnecessarily. Discuss with your team what your actual needs and requirements are, and what performance you expect from a printer, based on your daily operations. Some key questions to ask yourselves include:
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How much do you print per day, week, and month?
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Do you mostly print in color or black & white?
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Is printing speed important to you?
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How many images did you print last month?
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Do you frequently scan and make copies?
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Do your copies require finishing, such as booklet folding or stapling?
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Do you have a network connection in your workspace?
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Do you need a central printer for everyone or a separate printer for each user?
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How much space do you have available for installing the printer?
Answering these questions will help you determine what you need and guide you in selecting the right equipment for your business.
Technical Support and Spare Parts
A leasing contract should include regular maintenance and repair services to ensure the machine performs at its best and malfunctions are addressed promptly. In some lease agreements, printers are brand new and thus covered by the manufacturer's warranty. This means certain issues caused by manufacturing defects won’t be covered by the leasing contract. Always make sure that the printer you lease is still under the manufacturer’s warranty or that your contract includes maintenance and repair costs.
It’s also important to check whether remote support is available when needed. Most companies offer remote support and can usually resolve issues quickly, without delays or interruptions to your workflow.
Other Important Contract Terms
A typical office printer lease contract can last anywhere from 12 to 60 months. Before signing, assess which duration best suits your business needs. Also ask about the payment schedule (monthly, quarterly, etc.) to ensure it aligns with your cash flow.
Lastly, clarify what options are available at the end of the lease—such as purchasing the printer, renewing the lease, or switching to a newer model.
Make sure your supplier can adapt if your needs change—whether by adjusting the lease amount or offering software solutions to optimize your overall print output.
By fully understanding the contract terms and considering factors such as service and support, you can make an informed leasing decision that delivers maximum value. From selecting the ideal printer to understanding the lease terms, Business Print has you fully covered!
For more information, the types of leasing we offer, and to submit a request for a leasing quote tailored to your needs, visit the Leasing (Long-Term Rental) section of our website.
