Refurbished Photocopiers: 2026 Prices & What To Check

A good refurbished copier is one of the best value buys in office equipment. Copiers are built to run for years, many come off lease with plenty of life left, and a properly refurbished machine can do the same job as a new one for a fraction of the cost. A bad one is a slow motion disaster: endless engineer visits, parts that are no longer made, and toner that costs more than the machine.

The difference between the two comes down to a handful of checks. Here's what they are.

Refurb vs used

People use these words interchangeably, but they shouldn't.

Used (or second hand) means the machine has had a previous owner and is being sold more or less as it is. It may have been tested, or it may not. You might buy it from a dealer, an auction or a private seller.

Refurbished should mean the machine has been inspected, cleaned, repaired where needed, had worn parts replaced, been tested and comes with some form of warranty. There's no legal definition, so the word only means as much as the seller backs it up with.

	Used	Refurbished
Inspection	Maybe	Should be thorough
Worn parts replaced	Rarely	Should be
Data wiped	Not guaranteed	Should be, with evidence
Warranty	Often none	Should be included
Price	Lowest	Low to moderate
Risk	Higher	Lower, if done properly

Our second hand photocopiers guide covers buying used machines in more detail.

Prices

There's no reliable published price list for refurbished copiers, because each machine's price depends on its model, age, meter reading, condition and the warranty that comes with it. What we can do is give you a way to judge whether a price is fair.

Start from the new equivalent. As a published guide, a new mid sized floor standing A3 colour machine leases for about £49 a month, and a new desktop A4 colour machine for about £22 a month (Midshire, checked October 2026). A refurbished machine should come in clearly below the new cost of an equivalent current model, otherwise you're taking on extra risk for no saving.

Factor in age and meter. A machine that's two years old with a low meter reading is worth much more than one that's six years old and has printed a million pages.

Add service. Unless the refurb comes with a service contract, budget for one. Click charges on refurbished machines often sit in the same published UK ranges as new ones, roughly 0.35p to 1.5p mono and 3.5p to 10p colour (Digital Office, checked October 2026), though some suppliers charge more for older models.

Compare total cost. Purchase price plus service and toner over the years you'll keep it, compared with a new lease over the same period. Our lease vs buy calculator does the sums.

Checks

Before you buy, ask for or check each of these.

1. The model and its age

Find out exactly which model it is and when it was made. Then check whether the model is still on the manufacturer's current range or has been replaced. For example, Canon's imageFORCE range has replaced much of the imageRUNNER ADVANCE DX line, and Kyocera's TASKalfa MZ series follows its earlier Evolution series (checked October 2026). A replaced model isn't a deal breaker, but it means parts and toner may become harder to find over time.

2. The meter reading

Ask for the total page count, mono and colour, ideally a printed configuration or counter page from the machine itself. A refurb with a very high count may still be fine if major parts have been replaced, but you'll want to know.

3. What was replaced

Ask for a list of parts replaced during refurbishment. Drums, fusers, transfer belts and rollers are the usual wear items. "Cleaned and tested" is not the same as refurbished.

4. Parts and toner availability

Ask the seller how long they can supply parts and toner for this model. If it's an older machine, get a straight answer before you buy.

5. Data wiping

The previous owner's documents may still be on the drive. Ask how it was wiped and get evidence, ideally a certificate. When you eventually dispose of it, you'll need to do the same. See our photocopier security guide.

6. A demonstration

If possible, see it running. Print a few test pages in mono and colour, copy a document through the feeder and scan to email. Listen for unusual noises and check for streaks or marks.

7. Who will service it

If you're buying from a dealer, will they service it? If you're buying elsewhere, find a service provider before you buy, not after it breaks.

Warranties

A refurbished copier should come with a warranty, and the terms matter more than the length.

Ask:

• How long is it? And does it start on delivery or on purchase?
• What does it cover? Parts and labour, or parts only?
• Are wear items excluded? Many warranties exclude drums, fusers and toner.
• Who does the work? The seller's engineers, or a third party?
• What's the response time? And what happens if the machine can't be fixed?

Get it in writing. A warranty that exists only in a sales conversation won't help you when the machine stops.

Where to buy

Copier dealers. Many dealers refurbish machines that come back off lease and sell them with warranties and service contracts. This is usually the safest route because the dealer knows the machine and can service it.

Manufacturer approved refurbishment. Some manufacturers or their main partners sell approved refurbished machines. Ask dealers whether they offer these.

Specialist refurbishers. Independent firms that buy, refurbish and sell copiers. Quality varies; check reviews, warranty terms and whether they offer service in your area.

Auctions and online marketplaces. Cheapest, riskiest. Fine if you know copiers well and have a service provider lined up. Otherwise, think carefully.

For lower cost new machines, our cheap photocopiers guide is also worth a look.

FAQs

Are refurbished photocopiers worth it?

They can be excellent value if properly refurbished, with a clear warranty and a service plan. Check the model, meter reading and parts availability first.

What's the difference between refurbished and used?

Refurbished should mean inspected, repaired, tested and warrantied. Used means sold more or less as it is.

Can I lease a refurbished copier?

Some dealers offer leases or rentals on refurbished machines. Compare the total cost with a new lease.

What warranty should a refurbished copier have?

Look for one that covers parts and labour, with clear exclusions and a defined response time.

Should I worry about data on a refurbished copier?

Yes. Ask how the drive was wiped and get evidence.

Get refurbished and new quotes

Use the form on this page to tell us what you need, and we'll put you in touch with suppliers who can quote for refurbished and new machines, so you can compare.