How to Write a Copier Lease Termination Letter (With Example)
Copier leases are legally binding contracts often lasting 36 to 60 months. While they offer a cost-effective solution for many Colorado businesses, situations like downsizing, equipment issues, or vendor upgrades may require ending the lease early.
This guide explains why and when to send a copier lease termination letter, what details to include, and provides a customizable example. Plus, we’ll share key warning signs and helpful links to better manage your copier agreements.
Why Send a Copier Lease Termination Letter?
Sending a formal lease termination letter documents your intent clearly and prevents misunderstandings like auto-renewals or penalties. Colorado businesses often send these letters when:
- Equipment underperforms or malfunctions
- Relocation or office downsizing
- Switching to a better vendor
- End of lease and opting not to renew
Putting your lease termination in writing helps protect your business and streamlines communication. Here’s how to do it right.
Copier Lease Termination Letter Template
Use this sample letter as a starting point. Update it with your company’s lease number, copier details, and send it before the notice period (typically 30–90 days before lease ends):
Date
Leasing Company Name
1234 Main Street
City, State ZIP
RE: Lease #XXXXXXXX
To whom it may concern:
Please accept this letter as our formal notice of intent to terminate lease #XXXXXXXX for the following equipment:
- Brand, Model, Serial Number
- Brand, Model, Serial Number (if applicable)
We are providing this notice in accordance with our original lease agreement. We do not intend to renew or purchase the leased equipment at the end of the term.
Please provide a return authorization number and instructions for returning the equipment.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
Need help interpreting your lease? Request a free copier lease assessment from ABT to review your contract obligations.
Are Copier Leases Enforceable Contracts?
Yes, copier leases are enforceable legal contracts. Once signed, you and the leasing provider must adhere to the terms, which often include:
- Fixed lease length (e.g., 36, 48, or 60 months)
- Monthly payment schedule
- Maintenance and service provisions
- Equipment return procedures
Failing to follow proper termination procedures may result in financial penalties or legal disputes. Always send a termination notice in writing before your contract auto-renews or ends.
When to Consider Changing Copier Vendors
It might be time to evaluate a new vendor if you’re experiencing:
- Frequent performance issues such as paper jams or network problems
- Lease expiration and you want newer technology or lower costs
- Unreliable service or poor technician support
- Growing business needs like remote access or multi-location support
- Excessive costs from hidden fees or poor contract terms
Before signing a new lease, compare multiple vendors. Choose a company that offers scalable solutions and managed print services aligned with your business goals.
Additional Resources on Copier Lease Management
Explore more guides from ABT to make informed decisions about copier contracts:
- How Do I Terminate My Copier Lease?
- Copier Lease Cancellation Letter Example
- Best Questions to Ask Before Leasing a Copier
- Changing Copier Companies: How-To Guide
Need Lease Help? ABT Is Here for Colorado Businesses
ABT supports businesses throughout Colorado with copier lease evaluations, reliable equipment, and seamless transitions. We provide:
- Free copier lease assessments
- Top brands like Kyocera, Canon, and HP
- Flexible leasing and service plans
- Local support in Denver, Colorado Springs, and nearby cities
Want to learn more? Contact ABT today to schedule your free lease consultation or request an equipment demo.