The lease termination letter you send is what holds up in court if the leasing company tries to extend you. Verbal notice does not count. Email rarely counts. The letter has to follow the exact format your contract requires, which most templates online get wrong.
This is the format that actually works, the address you send it to, and the steps that protect you if things turn ugly.
Step 1: Find the Notice Address in Your Lease
Look in the ‘Notices’ section of your lease. It will name a specific address, usually a leasing company headquarters in a different city than your dealer. Sending the letter to your local sales rep does NOT satisfy the contract. Common addresses include De Lage Landen in Wayne PA, Wells Fargo Equipment Finance in Minneapolis MN, and Great America Financial in Cedar Rapids IA.
Step 2: Use the Right Format
Below is the lawyer-reviewed format. Adapt the bracketed fields to your situation.
[Your Business Name] [Your Address] [City, State ZIP] [Date] [Leasing Company Name] Attn: Customer Service / Lease Administration [Notice Address from Lease] Re: Notice of Non-Renewal Lease Number [12345] Dear Lease Administration: This letter constitutes formal written notice that [Your Business Name] does not intend to renew lease number [12345] beyond the current end-of-term date of [MM/DD/YYYY]. We will return all leased equipment, including the [model name and serial number(s)] currently installed at our location, on or before the end-of-term date. Please confirm receipt of this notice in writing within 10 business days. Please also provide written confirmation of: (1) the equipment return address, (2) the procedure for de-installation, and (3) a final statement of any end-of-term charges. Sincerely, [Your Name] [Your Title] [Phone] [Email]
Step 3: Send by Certified Mail With Return Receipt
Email and standard mail are not enough. Use certified mail with return receipt requested. Cost is around $9.50 per letter. Keep the green return card and the tracking number. Take a photo of the signed return card the moment it arrives.
Step 4: Send a Copy to Your Local Dealer
Send a duplicate copy to your local copier dealer for their records. This prevents the dealer from claiming they were unaware of your decision and trying to upsell renewals.
Step 5: Calendar Your Follow-Ups
The leasing company should confirm receipt within 10 business days. If they don’t, follow up in writing. Schedule a calendar reminder 30 days before lease end to confirm the return process is on track. Schedule another reminder 14 days before lease end to confirm pickup logistics. See the copier lease return process for what to expect during return.
What to Include vs Skip
Include: lease number, equipment model and serial, end-of-term date, your business name and address, your name and title, the date you signed. Skip: emotional commentary, complaints about the dealer, threats of litigation. Keep the letter clean and procedural. If you have legitimate complaints, send a separate letter through copier lease dispute resolution.
What Most Guides Miss
Most templates online leave out the single most important sentence: ‘Please confirm receipt of this notice in writing within 10 business days.’ Without that, the leasing company can later claim they did not receive your letter. With that sentence and a return receipt, you have ironclad documentation. About 12 percent of leasing companies will not respond to the first letter on purpose, hoping you will assume non-response means non-acceptance. Send a second letter at day 11 referencing the first, and they will respond.
Common Mistakes That Make the Letter Fail
The most common mistake is sending the letter to the local dealer instead of the leasing company’s notice address. The second most common is using regular mail instead of certified mail with return receipt. The third is missing the notice window by even one day. The fourth is using vague language like ‘I’d like to consider not renewing’ instead of clear non-renewal language. The fifth is forgetting to include the equipment serial numbers, which lets the leasing company claim the wrong equipment was returned.
Frequently Asked Questions
What if my lease has multiple copiers?
List every machine with its serial number in the letter. Send one letter covering all equipment under the same lease, or separate letters per lease number.
Should I follow up with a phone call?
Yes, after the certified mail is delivered. Call the leasing company’s customer service to confirm receipt and ask for written confirmation.
How long should I keep the records?
Keep the certified mail receipt, return card, and copy of the letter for 7 years. Tax returns and business records may reference these.
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