You are moving offices next month and wondering if you can just take the leased copier with you. The answer is yes, but only if you follow the proper steps. Moving a leased copier without the leasing company’s written approval can trigger a lease default, void your service agreement, and make you liable for any damage during transit.
Here is exactly what you need to do, and what most businesses get wrong.
Why You Cannot Just Move It
The copier does not belong to you. The leasing company owns it. Your lease agreement specifies an approved equipment location, and any change requires their consent. This is not a technicality. If the copier is damaged during an unauthorized move, the leasing company can hold you responsible for the full replacement cost ($5,000 to $25,000 depending on the model).
Beyond the lease agreement, your service contract with the copier dealer is tied to a specific location and service territory. Moving the equipment without notifying the dealer can result in service gaps, delayed repairs, and uncovered maintenance costs.
The Approval Process (It Is Simpler Than You Think)
Contact the leasing company and request written approval for the relocation. Most companies process this within 5 to 10 business days. You will need to provide the current lease number, the new office address, your planned move date, and confirmation that a qualified technician will handle the move.
In most cases, the leasing company simply updates the equipment address on file and sends you an approval letter. Some charge a processing fee of $100 to $300, but many waive it if you ask.
Hire the Right Movers
Do not let your regular movers touch the copier. A commercial copier weighs 200 to 500 pounds, contains precision optical equipment, and has components that can be damaged by tilting, vibration, or improper handling. Your copier dealer should handle the disconnection, transport preparation, and reinstallation.
The typical cost for professional copier relocation is $200 to $600 and includes powering down and disconnecting the machine, securing all trays and components, transporting the equipment in a properly equipped vehicle, reinstalling and reconnecting at the new location, running calibration and test prints, and reconfiguring network settings.
Update These Three Things After the Move
After the copier is installed at the new location, update three things immediately. First, confirm with the leasing company that the equipment address has been updated in their system. Second, verify with your copier dealer that the service agreement covers the new location. If the new office is outside the dealer’s territory, you may need a new service provider. Third, update your business insurance to reflect the equipment’s new address.
What Most Guides Miss: The Network Configuration Problem
Moving a copier is not just a physical relocation. It is a network reconfiguration project. Your copier’s print drivers, scan-to-email settings, fax lines, and network addresses all need to be updated at the new location. If your IT team does not coordinate with the copier technician during reinstallation, you can end up with a machine that physically works but cannot connect to your network, send scans to email, or receive print jobs.
Schedule the copier installation for the same day your IT team sets up the network at the new office. Give the copier technician your new network details (IP range, subnet mask, email server settings) in advance so the configuration can happen in one visit. A second service call to fix network issues costs $150 to $300 and delays your team’s productivity. For more on managing your lease at the end of its term, see our copier lease return guide, and learn about relocation options in our office relocation copier lease guide.
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