The expensive mistake

Do not let a general moving crew relocate a leased copier. These machines have components that must be locked before transit — the scanner carriage in particular — and toner that will contaminate the interior if the unit is tipped. Damage in transit is your liability on a lease, and a scanner assembly is not a cheap repair.

More practically, a machine that arrives damaged is not covered by a service agreement, because the damage is not wear. Have the dealer move it, or have the dealer prepare it and supervise the move.

Approach one: bridge with a rental

Leave the existing machine running at the old site until the last week, and place a rental at the new site as soon as it is network-ready. Both locations keep working through the overlap and there is no day when nobody can print.

This is the right answer when the two sites overlap by more than a week, when the new space is not finished on schedule, or when the move is phased by department. Rentals from 30 days make the overlap cheap relative to the disruption.

Approach two: move the machine properly

If the sites do not overlap, schedule the dealer to decommission the device the evening before the move and reinstall it at the new address the following morning. Preparation includes locking the scanner, removing or securing toner and waste containers, emptying trays and recording the meter.

Expect a relocation charge. It is usually a few hundred dollars and it is far less than a damaged scanner assembly.

What to sort out before either approach

  • Confirm the new address with the leasing company. Most agreements require written notice before equipment is relocated, and some restrict moving it across state lines.
  • Update the service agreement so the machine is dispatched to the right address.
  • Check power at the new location: a dedicated 120 V, 20 A circuit at the machine's intended position.
  • Have the network port live and the scan destinations ready before the technician arrives.
  • Reconfirm the machine still suits the new space — moves are a natural moment to right-size, and a floor that just grew from twelve to thirty people probably needs a different device.

Tell us the move dates and both addresses and we will plan the sequence. See copier rental terms or ask about relocating equipment you already have.

Common questions

Can I move a leased copier to a new address?

Usually yes, but most lease agreements require written notice to the leasing company first, and some restrict moves across state lines. Notify them before the move, not after.

Who is liable if a copier is damaged during an office move?

On a leased machine, you are — you are responsible for equipment you do not own, which is why lessors require insurance. Having the dealer prepare and move the machine is the practical protection.