15 Questions To Ask A Photocopier Supplier Before You Sign
Copier contracts aren't complicated, but they are long, and the expensive bits tend to sit in clauses nobody reads on the day. The salesperson is friendly, the quarterly payment looks reasonable, and the machine is lovely. Then, three years in, you discover the click rate has risen every year, the minimum volume is double what you print, and leaving early will cost thousands.
These 15 questions cover the clauses that matter most. Ask every supplier, get the answers in writing and compare them side by side.
Pricing questions
1. What's the total cost over the full term?
Not the quarterly lease. The total: lease, clicks at your expected volume, any fixed service charge and any fees, over the whole term. This is the only number that lets you compare quotes fairly.
2. What are the mono and colour click rates?
Get both, and A3 rates if you print A3. Published UK ranges for small businesses are roughly 0.5p to 1.0p mono and 6p to 10p colour (ExpertSure, checked October 2026). If a quote is well above that, ask why.
3. Will the click rates go up during the term?
Many contracts allow annual increases, either a fixed percentage or linked to inflation. Digital Office lists annual cost per page escalators among the main things to watch (checked October 2026). Ask for fixed rates for the full term, or at least a cap.
4. Is there a minimum volume or minimum billing?
If you agree to pay for 3,000 pages a month and print 1,500, you pay for 3,000. The government's guidance for schools buying copiers tells them to check the standing charge or minimum monthly page use is realistic (GOV.UK, checked October 2026). Set it below your quietest normal month.
5. What exactly is included in the click charge?
You want toner, parts, labour, engineer travel and remote meter reading included. Ask about staples and any parts excluded. Get the list in writing.
Contract questions
6. Who is the agreement with?
The lease is often with a finance company, not the dealer. The service contract is usually with the dealer. Know who you're dealing with for each, because they can end on different terms.
7. How long is the term?
Five years is common. Shorter terms usually mean higher payments but more flexibility. Make sure the lease and service terms line up.
8. Does it renew automatically?
This is the big one. Many agreements roll on unless you give notice within a specific window. Ask exactly how long the renewal lasts and how to stop it.
9. What's the notice period, and how must notice be given?
Some agreements need more than 30 days' notice, some three months or more, sometimes within a fixed window before the end date. Ask whether notice must be in writing, to which address and by what method.
10. Is it an operating lease or a finance lease?
It affects your accounts, and for schools it's critical: the DfE says schools can only enter operating leases, and that finance leases are borrowing and unlawful for them (GOV.UK, checked October 2026). Ask your accountant how each type affects you.
Service questions
11. What's the engineer response time, and is it guaranteed?
"Same day" or "four hours" means little unless it's written in the contract. Ask whether it's a target or a guarantee, and what happens if it's missed.
12. Where's the nearest engineer?
A promise from a firm whose nearest engineer is two hours away is weaker than it sounds. Ask where your engineer will come from.
13. What happens if the machine keeps failing?
Ask whether there's a replacement clause if the machine breaks down repeatedly, and whether there's a loan machine for long repairs.
Exit questions
14. What does it cost to leave early?
Ask how the settlement figure is calculated. Usually it's most or all of the remaining payments. Knowing this up front tells you how locked in you are. Our lease cancellation guide explains settlements in detail.
15. What happens to my data when the machine leaves?
Copiers store images of what they copy and scan. Ask how the drive will be wiped or destroyed at the end, and whether you'll get a certificate with the serial number. See our photocopier security guide.
Printable checklist
Copy this list into an email to each supplier and ask them to reply in writing:
- Total cost over the full term, at my stated volume
- Mono, colour and A3 click rates
- Any annual increase on click rates, and the cap
- Minimum volume or billing, if any
- Full list of what the click charge includes and excludes
- Who each agreement is with: lease and service
- Term length for lease and service
- Automatic renewal terms and how long renewal lasts
- Notice period, window and method
- Lease type: operating or finance
- Engineer response time, and whether guaranteed
- Location of the nearest engineer
- Replacement or loan machine terms
- How an early settlement figure is calculated
- End of lease data wiping and certification
When the replies come in, line them up in a spreadsheet. The best quote is rarely the one with the lowest quarterly payment; it's the one with the lowest total cost and the fairest terms.
Our suppliers page, contracts guide and click charges guide cover each area in more depth.
FAQs
What should I ask a photocopier supplier?
Focus on total cost, click rates and increases, minimum volumes, automatic renewal, notice periods, service levels, exit costs and data wiping.
Should I get answers in writing?
Yes. Verbal promises are hard to enforce. Ask for written answers and make sure the contract matches.
When should I start asking?
Well before your current agreement's notice window opens, ideally six months before the end date. That gives you time to compare quotes and give notice properly.
How many quotes should I get?
At least three for the same specification, so you can compare fairly.
What's the biggest trap in copier contracts?
Automatic renewal with a narrow notice window, closely followed by click rate escalators and unrealistic minimum volumes.
Get quotes to compare
Use the form on this page to get quotes from suppliers, then send each one this list of questions.