How to Write a Copier Lease Termination Letter (With Example)

Copier leases are legally binding agreements that typically span 36 to 60 months. While leasing is a smart, cost-effective option for many Colorado businesses, there may come a time when you need to end your lease—whether due to office downsizing, unsatisfactory equipment, or vendor changes.

In this article, we’ll walk you through the purpose of a copier lease termination letter, when to send it, what to include, and provide a copy-and-paste example. We’ll also explore red flags to avoid and link to other helpful resources about managing copier contracts.

Why Your Business Might Need a Copier Lease Termination Letter

A copier lease termination letter is a formal notification that you intend to end your lease contract. It ensures clear, documented communication with your leasing company and helps avoid unwanted auto-renewals or penalties. Businesses across Colorado use termination letters when:

• The copier isn’t performing as expected
• Your business is relocating or downsizing
• You’re switching to a new vendor with better service or rates
• You’ve reached the end of your lease and don’t want to renew

Using a written letter demonstrates professionalism and protects your business from future billing or legal complications. Now, let’s look at how to write one.

Sample Copier Lease Termination Letter Template

Customize the template below with your business information and lease details. Be sure to send it before the end-of-term notice deadline listed in your lease (usually 30–90 days prior).

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 the terms of our original agreement and do not intend to renew or purchase the leased equipment at the end of the term. Kindly provide a return authorization number and instructions for equipment pickup or shipping. We appreciate your assistance in ensuring a smooth termination process. Sincerely, Your Name Title Company Name 

Need help reviewing your current lease? Request a free copier lease assessment from ABT. We’ll help you identify your end-of-term obligations and evaluate smarter options.

Are Copier Leases Legally Binding?

Yes—copier leases are legally binding contracts. Once signed, both parties (you and the leasing company) are expected to fulfill the agreement’s terms, which usually include:

• Length of the lease (36, 48, or 60 months)
• Monthly payments and billing structure
• Maintenance and service expectations
• End-of-lease return policies and equipment condition

If your business defaults or attempts early termination without following proper procedure, the leasing company may charge penalties or pursue legal action. That’s why it’s crucial to send a formal termination notice before your lease auto-renews or ends.

When Should You Switch Copier Vendors?

It’s wise to explore switching copier providers when:

1. Performance Issues: Frequent malfunctions, slow output, or network compatibility issues.
2. End of Lease: Your contract is expiring and you want more advanced features or lower costs.
3. Poor Service: Slow technician response times or lack of helpful support.
4. Business Growth: Your printing needs have changed—more locations, more users, or cloud access.
5. Cost Concerns: You’re overpaying or dealing with hidden fees.

Before committing to a new lease, compare vendor options. Look for companies that offer flexible plans, responsive support, and managed print services that align with your long-term goals.

More Copier Lease Resources

If you’re looking to better understand copier leases and plan your next steps, check out these helpful blog articles from ABT:

• How Do I Terminate My Copier Lease?
• Copier Lease Cancellation Letter Example (2023)
• Best Questions to Ask When Leasing a Copier or Printer
• How to Change Copier Companies: Process & Tips

Need Help Exiting Your Copier Lease? Let ABT Assist

ABT has helped hundreds of Colorado businesses evaluate copier lease agreements, avoid auto-renewal traps, and make smarter transitions to more reliable equipment. Whether you’re ending a lease or exploring a better vendor, we offer:

• Free lease assessments and contract reviews
• Access to top copier brands like Kyocera, HP, and Canon
• Flexible leasing and service plans
• Fast local support in Denver, Colorado Springs, and beyond

Ready to start fresh? Contact us today to schedule your free consultation or request a risk-free copier demo.