Printer Lease Contract Checklist

A printer or photocopier proposal may be split across an equipment agreement, service agreement, order form, schedule, quotation and separate terms. Use this checklist to confirm that the complete document set describes the same equipment, dates, charges and responsibilities.

This is a practical comparison checklist, not legal advice or an interpretation of any agreement.

Gather the Complete Document Set

Before checking individual terms, confirm that you have received every document referred to in the proposal.

• [ ] Equipment quotation
• [ ] Order form
• [ ] Lease or finance agreement
• [ ] Equipment schedule
• [ ] Service or maintenance agreement
• [ ] Cost-per-page schedule
• [ ] Software or licence schedule
• [ ] Installation or implementation statement
• [ ] Supplier terms and conditions
• [ ] Any amendment, upgrade or settlement document
• [ ] Any document incorporated by reference

Record the document title, version and date. Ask for missing documents before approval.

Confirm the Parties and Equipment

• [ ] The correct legal or trading names are shown
• [ ] The installation address is correct
• [ ] Every device is identified clearly
• [ ] Accessories and finishing equipment are listed
• [ ] Included software and licences are listed
• [ ] Quantities match the quotation
• [ ] New, refurbished or existing equipment status is clear
• [ ] Serial numbers will be recorded where appropriate
• [ ] The supplier and any separate finance provider are identified
• [ ] Responsibility for each part of the arrangement is clear

Do not assume that a model shown in a sales summary automatically forms part of every associated agreement.

Check the Start, Term and Payment Schedule

• [ ] The agreement start trigger is clear
• [ ] The number and frequency of payments are stated
• [ ] Any initial or advance payment is stated
• [ ] The equipment payment is separated from service and usage charges
• [ ] Installation, delivery and training charges are stated
• [ ] Software or licence charges are stated
• [ ] The agreement length is consistent across documents
• [ ] Any payment review or change process is identified
• [ ] The treatment of delayed installation is clear
• [ ] The position where equipment is rejected or not accepted is clear

Create a dated note of any calculation used to compare the payment schedule.

Check Installation and Acceptance

• [ ] Delivery access and final location are agreed
• [ ] Network and electrical responsibilities are agreed
• [ ] Driver, queue and scan setup responsibilities are agreed
• [ ] User and administrator training is identified
• [ ] Required paper trays and accessories are included
• [ ] Acceptance tests are defined
• [ ] The person authorised to accept installation is named
• [ ] Outstanding work can be recorded before sign-off
• [ ] The process for correcting failed acceptance checks is clear

Do not sign an acceptance record for work that has not been checked.

Check Service and Fault Support

• [ ] Service start and end dates are stated
• [ ] Support hours are stated
• [ ] Fault-reporting routes are stated
• [ ] Response targets are defined rather than described generally
• [ ] Parts and labour coverage is stated
• [ ] Remote support is explained
• [ ] Replacement or loan-equipment arrangements are stated
• [ ] Exclusions and chargeable visits are listed
• [ ] User-caused damage treatment is stated
• [ ] Relocation or network-change support is stated
• [ ] Escalation routes are available

Record which responsibilities remain with the business or its IT provider.

Check Toner and Other Supplies

• [ ] Included toner is identified
• [ ] The ordering or automatic-supply process is explained
• [ ] Delivery responsibility and address are clear
• [ ] Waste-toner and maintenance items are addressed
• [ ] Paper is identified as included or excluded
• [ ] Staples and finishing consumables are addressed
• [ ] Emergency supply arrangements are explained
• [ ] Unused supplies at replacement or return are addressed
• [ ] Excluded consumables are listed

Avoid relying on a general phrase such as “all consumables” without checking the stated exclusions.

Check Page Charges and Minimums

• [ ] Mono and colour rates are stated
• [ ] The definition of a chargeable page is clear
• [ ] A3 treatment is clear
• [ ] Copying and printing meters are identified
• [ ] Scanning treatment is clear
• [ ] Minimum billing is stated
• [ ] Unused minimum pages are addressed
• [ ] Excess usage is addressed
• [ ] Meter-reading collection is explained
• [ ] Rate-change wording is identified
• [ ] Fixed charges outside the page rate are listed

Use the cost-per-page guide to calculate and compare the usage component.

Check Business Changes

• [ ] The process for moving the device is stated
• [ ] The process for changing the installation address is stated
• [ ] Adding or removing equipment is addressed
• [ ] Adding users or scan destinations is addressed
• [ ] Office closure or consolidation is addressed
• [ ] Assignment or transfer restrictions are identified
• [ ] Changes to software or network requirements are addressed
• [ ] The effect of a supplier change or service-provider change is clear
• [ ] Every agreed change must be recorded in writing

A verbal assurance should not be used as the only record of how a future change will be handled.

Check Notice, Renewal and Early Exit

• [ ] The notice period is stated
• [ ] The notice deadline can be calculated
• [ ] The permitted notice method is stated
• [ ] The notice address or recipient is stated
• [ ] Equipment and service agreements have both been checked
• [ ] Automatic renewal wording is identified
• [ ] Holdover or continued-service arrangements are identified
• [ ] Early termination treatment is identified
• [ ] Remaining payment or settlement treatment is identified
• [ ] An upgrade does not obscure the effect on existing commitments
• [ ] Notice evidence can be retained

Use the plain-English lease guide when the wording needs to be translated into practical questions.

Check End-of-Agreement Actions

• [ ] Ownership at the end is clear
• [ ] Return responsibility is clear
• [ ] Collection booking is explained
• [ ] Collection or deinstallation charges are stated
• [ ] Packaging or access requirements are stated
• [ ] Accessories and supplies to be returned are listed
• [ ] The condition process is stated
• [ ] Meter readings at removal are addressed
• [ ] Stored settings and business information are addressed
• [ ] Continued service after the equipment term is addressed
• [ ] Written confirmation of collection or closure will be provided

Do not assume that the final scheduled payment completes every return or service obligation.

Create an Unanswered-Questions Record

For every unclear point, record:

A useful response should identify the wording that will govern the arrangement. Keep the final signed documents and approved amendments together.

Final Approval Check

Before approval:

• [ ] All documents have been received
• [ ] Equipment and accessories match the requirement
• [ ] Payment figures reconcile
• [ ] Service and page-charge responsibilities are clear
• [ ] Notice and end-of-agreement dates have been recorded
• [ ] Verbal promises have been added to the written documents
• [ ] The authorised signatory has reviewed the final versions
• [ ] The business has retained a complete copy
• [ ] Unresolved points have been escalated for appropriate advice

Copier Check’s free contract review can help identify key dates, charges and practical questions for further consideration. It does not replace professional legal, financial or tax advice.

Use the Checklist to Compare Complete Arrangements

The purpose of the checklist is not to make every agreement identical. It is to expose missing documents, inconsistent dates, unclear responsibilities and charges that are easy to overlook when attention stays on the device and monthly payment.

Complete the checklist for each proposal and resolve unanswered points before approval.