Why It Costs Money to Return a Copier at Lease End
If your copier lease is ending and you hear, “You need to return the device,” your first thought is probably: “Why am I paying to give something back?”
The reality: returning a copier is freight shipping, not a simple pickup—and freight costs money.
At Pahoda Copiers & Printers, we make this process painless. In most replacements, we handle the logistics or roll the cost into your new setup, so you avoid a surprise $500 to $1,000 bill just to return the old unit.
Why the Lease Company Wants the Copier Back
Most copier leases are with a bank or finance company, not the dealer. During the lease, the leasing company owns the equipment. At the end, they typically:
- Require the copier returned, or
- Offer a buyout option (depending on the lease type)
If they want it returned, you are responsible for freight shipping.
Why Returning a Copier Costs Money
Copiers are heavy, bulky, and fragile. Proper returns often involve:
- Scheduling a freight carrier with a liftgate if needed
- Palletizing and securing the copier, protecting sensitive parts
- Coordinating pickup with office hours and loading access
- Delivering to a designated warehouse or processing center
All of this costs real money, and leasing companies usually don’t include it in your monthly payments.
Why Return Freight Isn’t Included in the Lease
Most buyers focus on the lowest monthly payment. If shipping costs were included upfront:
- Monthly payments would be higher, and
- Clients might pay for a cost they never incur (buyouts or renewals)
The industry standard: handle return costs only if a return is required.
How Dealers Help During Replacements
Many dealers simplify returns by:
- Handling it as part of service for loyal clients
- Rolling the cost into a new device package
This avoids a surprise invoice while keeping monthly pricing predictable.
What Happens if the Dealer Goes Out of Business?
A common concern: “What if the dealer disappears before my lease ends?”
- Your lease is usually with a bank, so payments still apply.
- At lease end, if a return is required, you must return the copier, regardless of the dealer’s status.
That’s why handling returns during a replacement project is safer than paying years in advance.
Tips to Avoid End-of-Lease Surprises
- Ask early: “Is my lease a return lease or a buyout lease?”
- Get return instructions in writing from the leasing company
- Don’t miss the deadline—late fees add up fast
- Include the return in your replacement plan to avoid extra costs
The Bottom Line
Returning a copier costs money because freight shipping and handling for a leased device aren’t free. Many dealers cover this cost or include it in the next device to make budgeting simple. Understanding your lease terms early ensures you avoid unnecessary fees.
FAQ
How much does it usually cost to return a copier?
$500–$1,000, depending on size, location, and freight requirements.
Can I keep the copier instead of returning it?
Sometimes, depending on your lease type and buyout terms. The leasing company decides.
Why do some people get charged extra fees?
Late returns, missing accessories, damage, or ignoring return instructions.
If my dealer disappears, do I still have to return it?
Yes. The lease is with the bank, so your obligations remain.
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