How far in advance must I notify my leasing company to avoid auto-renewal?

Most copier lease contracts contain an automatic renewal clause requiring written notice of termination within a specific window, typically 30 to 90 days before the lease expires. Failing to send this notice can automatically extend the lease for up to 12 months.

What is the biggest data security risk when returning a leased copier?

The biggest risk is failing to securely wipe the internal hard drive. Copiers store images of every document copied, scanned, or faxed, and simply deleting files is not enough. You must securely erase or destroy the drive to comply with data protection regulations.

How do I get a transparent quote when transitioning to a new copier lease in Columbus, OH?

You can request a personalized quote quickly by calling our Columbus personnel directly at (614) 210-0800. We offer transparent terms and help coordinate the return of your old copier while ensuring your new lease is cost-effective and includes reliable service.

Why and How to Transition to a New Copier Leasing Company

Cutting ties with your current copier leasing company is not easy, but it’s something you must do if they can no longer meet your needs. Even if you have signed a contract with them, you can switch to a new company and enjoy better services, equipment, and prices.

Here are the primary reasons why you should look for a new copier leasing company in Columbus.

Reasons to Change Your Copier Leasing Company

1. Poor Service and Unreliability

Copier leasing companies offer support and service to keep the equipment in top condition throughout the contract duration. If they’re unreliable, consider changing your current leasing company.

Delayed Support: Less reputable companies delay replacements and repairs or help you only when a problem arises.
Downtime: Your copier leasing company should offer prompt assistance whenever you need help to reduce your downtime. The support you receive is just as important as the machine itself.

2. Overpricing and Hidden Fees

If you believe that your services are overpriced, it is time to find a new one that will provide better prices.

Escalation Clauses: Constantly increasing prices is a common indication of overpricing. A reputable company should give a consistent price throughout the lease term.
Hidden Costs: Watch out for extra fees like overage charges, lease initiation fees, end-of-lease inspection fees, and return shipping costs.

4 Tips for a Smooth Transition to a New Provider

When you’re transitioning to a new leasing company, a smooth process is critical. The tips below will help you avoid financial and legal liability.

1. Avoid the Automatic Renewal Trap (CRITICAL)

Many lease agreements contain an automatic renewal clause (or evergreen clause) that will extend your lease for another term (often 12 months) unless you provide timely written notice.

Check the Window: The written notice must be sent within a small, pre-determined window, typically 30 to 90 days before the lease expires. Check at least three to six months before the lease expires to ensure you don’t miss the deadline.
The Penalty: If you fail to send the notice within this window or return the copier by the deadline, the previous company may automatically renew your lease or charge you.

2. Securely Wipe the Copier Hard Drive

Copiers and printers keep files that are scanned, copied, and printed on their internal hard drives. This data remains even after unplugging or simple deletion.

The Risk: Returning a copier without properly wiping the hard drive poses a major data security risk and may violate regulations like HIPAA or GDPR.
Best Practice: You must securely erase all data before returning the copier. You can request a certificate of data destruction from your new provider for documentation.

3. Coordinate Returns and Get Proof of Delivery

When ending a lease, you are responsible for returning the copier.

Get Proof: When coordinating the return, make sure you get proof of delivery to avoid any liability or charges from the previous company.
New Vendor Coordination: A reputable new provider should coordinate with the old one for timely removal of the leased device and a smooth transition with no service gaps.

4. Separate Your Contracts

Sometimes, contracts combine the service contract and the copier’s lease. You can often get these components separately to avoid price hikes and allow you to change service agreements in the future.

Service Inclusions: Always ask about the service contract’s inclusions. Does it include repairs and maintenance? Are they available 24/7? By asking these questions, you’ll know what to expect.

Conclusion: Switch to a Local, Reputable Partner

Switching to a new leasing company should not be a stressful process. Staying with a reputable company will save you time and effort because you can enjoy better services. Follow the tips stated above to make your transition as easy and stress-free as possible.

Do you need a new copier for your office? Perhaps you want to rent one for your business.

Ready to Take the Next Step?

Ready to find the perfect copier for your Columbus office?

Whether you need a short-term copy machine rental (less than one year) or a long-term copier lease (one year and up), the experts at Copier Lease Columbus are here to help. We are a trusted local provider, backed by the nationwide network of Clear Choice Technical Services.

Get a fast, personalized quote based on your specific needs and volume requirements.

Contact Us Today

📞 Call us directly for a free quote at (614) 210-0800.

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