A good office copier is the quiet engine behind smooth office work. When your team can print, scan, and copy without delays, projects move faster, clients get answers sooner, and stress stays low. But buying a copier outright can be expensive, and technology changes fast. That’s why many companies choose an office copier lease — it keeps costs predictable and equipment updated.
Still, leasing isn’t just about signing a quick deal. Pick the wrong terms, and you might end up paying too much or being stuck with a copier that can’t keep up with your team’s needs. In this guide, we’ll walk you through the step-by-step process of choosing the right copier lease, providing tips that can be applied whether you run a small startup or a large corporate office.
Why an Office Copier Lease Makes Sense
Before getting into the details of how to choose, it’s worth knowing why leasing a copier is so common.
1. Lower Upfront Costs
Buying a high-quality copier can cost thousands of dirhams upfront. Leasing spreads that cost into affordable monthly payments, freeing up cash for other business needs.
2. Access to the Latest Models
Copier technology moves quickly — faster speeds, better energy efficiency, and smarter software features are released every year. A lease lets you upgrade when your term ends, so your office always has modern equipment.
3. Easier Budget Planning
With a fixed monthly payment, you can plan your expenses without surprise repair bills. Many leases also include maintenance and service.
Step 1: Know Your Office’s Needs
The first step in choosing the right office copier lease is to be clear about what your team really needs. This is where many businesses go wrong — they either overestimate and pay for features they never use, or underestimate and struggle with a copier that slows them down.
Measure Your Print Volume
Ask yourself:
-
How many pages does your office print each month?
-
Do you have seasonal spikes in printing?
-
Is most printing black-and-white or color?
Leasing companies will often classify copiers into different categories based on monthly print volume:
-
Small Office: up to 5,000 pages per month
-
Medium Office: 5,000–20,000 pages per month
-
Large Office: more than 20,000 pages per month
Decide on Key Features
Some features to consider:
-
Color vs. Black-and-White
-
Print speed (pages per minute)
-
Scan-to-email or cloud storage
-
Duplex printing (automatic double-sided printing)
-
Finishing options (stapling, hole punching, booklet making)
Step 2: Understand Lease Types
Not all copier leases are the same. The main types are:
Fair Market Value (FMV) Lease
At the end of the lease, you can:
-
Return the copier
-
Buy it at its current fair market value
-
Upgrade to a newer model
FMV leases usually have lower monthly payments but require you to return or buy the copier at the end.
$1 Buyout Lease
You pay slightly higher monthly rates, but at the end, you can buy the copier for just $1. This is good if you want to keep the machine long-term.
Short-Term vs. Long-Term Leases
-
Short-term (12–24 months): Higher monthly cost but more flexibility to upgrade sooner.
-
Long-term (36–60 months): Lower monthly cost, but you’re locked in longer.
Step 3: Compare Service and Maintenance Packages
A copier lease isn’t just about the hardware — service matters. A cheap lease without good support can lead to costly downtime.
What’s Usually Included
-
Regular maintenance
-
Toner and parts replacement
-
Emergency repairs
-
Remote troubleshooting
At Afan Office Equip, we include full maintenance packages with our leases, so clients never have to worry about finding a technician when something breaks.
Step 4: Check the Total Cost of Ownership
It’s easy to focus on the monthly payment, but that can be misleading. The total cost of ownership (TCO) includes:
-
Monthly lease payment
-
Service and maintenance fees
-
Cost per page (CPP) for printing
-
Supply costs (toner, paper)
Tip: If you’re comparing two lease offers, calculate the TCO for the full lease term. The cheaper monthly payment might not be the better deal.
Step 5: Read the Fine Print
Some lease contracts include clauses that can cause headaches later.
Key Things to Watch For
-
Automatic renewals: Some leases roll over for another term unless you give notice in advance.
-
End-of-lease return fees: You might have to pay to ship the copier back.
-
Overage charges: Going over your monthly page limit can be costly.
Step 6: Local Support Matters — Especially in Dubai
If your office is in Dubai, it makes sense to work with a local company that understands the market. For example, Afan Office Equip offers photocopier rental in Dubai with same-day service in many cases. This local presence means faster repairs, easier communication, and better accountability.
Think About Future Needs
Leases usually last 3–5 years. Try to plan for growth:
-
Will you hire more staff?
-
Will your print volume increase?
-
Will you need better document security or integration with cloud tools?
Choosing a copier that can grow with your company will save you from early termination fees or costly mid-term upgrades.
Common Mistakes to Avoid
Choosing Only by Price
The cheapest option might cost more in downtime and frustration.
Ignoring Service Terms
A copier that breaks down often but takes days to fix can hurt productivity.
Overestimating or Underestimating Volume
Get accurate usage data from your current copier before making a decision.
Questions to Ask Your Leasing Provider
When talking to a leasing provider, here are some key questions:
-
What’s included in the service package?
-
How quickly do you respond to service calls?
-
Are toner and parts included in the monthly payment?
-
What happens at the end of the lease?
-
Are there penalties for early termination?
Why Choose Afan Office Equipment for Your Office Copier Lease
At Afan Office Equip, we focus on making copier leasing simple and predictable. We offer:
-
Flexible lease terms for different business sizes
-
Maintenance and supplies included
-
Fast, local service in Dubai
-
Transparent contracts with no hidden fees
Whether you need a single copier for a small office or multiple machines for a corporate setup, we’ll guide you to the right lease plan.
Final Thoughts
Choosing the right office copier lease comes down to knowing your needs, understanding your options, and working with a reliable provider. Take the time to compare not just prices but also service quality, lease terms, and total costs. With the right choice, your copier will keep your office running smoothly for years.