Copier Lease Termination Letter | Example Document

What Does a Copier Lease Termination Letter Look Like?

Copier Lease Termination Letter

Why would a business need a copier lease termination letter?

As a business owner, you may find the need for a copier lease termination letter for various reasons. If you’re dissatisfied with the copier’s performance, features, or service, and are considering switching to a different provider, the termination letter will serve as a formal notification to the leasing company about your decision to end the lease agreement within the specified notice period.

Furthermore, in situations where your business is downsizing, relocating, or facing financial constraints, making it impractical or burdensome to continue with the copier lease, providing a termination letter is a courteous way to inform the leasing company about your circumstances. This allows them to make arrangements for the copier’s return and finalize any outstanding financial obligations smoothly.

By preparing a copier lease termination letter, you demonstrate professionalism and ensure clear communication, preventing potential disputes or misunderstandings with the leasing company and facilitating a hassle-free termination process.

If you are looking to cancel your lease, you’ll need to provide a written letter to the leasing company.  You can follow the example here:

Copier Lease Termination Letter Example


Leasing Company Name or Bank Name (this is on your invoice or the signed lease)

RE: Lease #

To whom it may concern:

Please accept this letter as our formal notification of our intent to terminate lease #____ for our Brand, Name, Model, Serial Number and Brand Name, Model, Serial Number at the fulfillment of the original term of this lease.  We do not intend to purchase the equipment, nor do we intend to extend the lease.

We will need to secure a return authorization number from you to provide to our shipper.  We appreciate your prompt response with that information as soon as possible.  Please let us know if there is anything else we need to do to affect a termination.


Your Name


Company Name

To learn more about best practices when it comes to your copier lease


Are copier leases legally binding?

Yes, copier leases are legally binding contracts. When a business enters into a copier lease agreement with a leasing company, both parties are obligated to adhere to the terms and conditions outlined in the contract. These terms typically include the lease duration, monthly payment amounts, maintenance responsibilities, and any penalties for early termination or default.

Once signed, the copier lease becomes a legally enforceable agreement, and failure to fulfill the contractual obligations can lead to legal consequences, such as financial penalties or potential legal action. It is essential for businesses to thoroughly review and understand the terms of the copier lease before signing to avoid any misunderstandings or complications during the leasing period. If there are any concerns or uncertainties, seeking legal advice may be beneficial before committing to the lease agreement.

When is the best time for a business to consider switching copier vendors?

As a business owner, the best time to consider switching copier vendors is when you encounter any of the following scenarios:

  1. Unsatisfactory performance:
    If your current copier is consistently experiencing breakdowns, frequent malfunctions, or is unable to meet your business’s printing demands, it may be time to explore alternatives with more reliable and efficient copier vendors.
  2. Expired lease or contract:
    As your copier lease or service agreement approaches its end date, it’s an opportune moment to reassess your copier needs and evaluate if the current vendor is still the best fit for your business. This is an ideal time to explore other options in the market and negotiate new terms that align better with your requirements.
  3. Poor customer service:
    If you’re consistently facing issues with the vendor’s customer support, delayed response times, or lack of satisfactory solutions to your copier-related problems, it could be a sign that it’s time to switch to a vendor that values and prioritizes customer satisfaction.
  4. Changing business needs:
    As your business evolves, so may your printing requirements. If you find that your current copier vendor cannot accommodate your changing needs, such as the need for additional features, increased capacity, or improved security measures, it might be time to seek a vendor that can better meet your evolving demands.
  5. Cost-effectiveness:
    Review your copier expenses regularly to ensure you’re getting the best value for your investment. If you discover that your current vendor’s pricing is no longer competitive or includes hidden costs, exploring other vendors with more affordable and transparent pricing structures is a wise decision.

Remember, switching copier vendors requires careful consideration and research. Before making the switch, thoroughly assess the offerings, reliability, customer reviews, and contract terms of potential vendors to ensure a smooth transition and a copier solution that truly benefits your business then reach out for a risk free print environment assessment from ABT!

To learn more about managing your office equipment lease, check out these blogs:

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