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Copier News

What Does a Lease Cancellation Letter Look Like?

Posted by William Albaugh on Apr 20, 2017 9:42:00 AM

Copier Lease Cancellation Letter Template.jpg

So, you want to cancel your copier lease? That’s no big surprise.
Most of our clients come to us because they’re (very) dissatisfied with their current copy company; either they think they’re paying too much or waiting too long for service or the machine they’re stuck with is subpar.

We’ve talked before about what you need to know concerning getting out of a copier lease. It’s not easy, but it can be done! The best strategy for getting out of your copy lease is to do it within the terms of the lease. In most cases, that means sending an official lease termination letter before the lease “auto-escalates” a few weeks or even months before it expires.

Auto-escalation, a.k.a. auto-renewal, is a dirty little secret of the big-box copy companies. But you know better.

Be sure to send your copy company a letter of termination well before the date they require it. For example, if they need “90 days’ notice,” send that letter at least 120 days out, just to be safe. Sometimes there’s a specific window of time specified that you must give notice within – make a note of it on your calendar. Use certified mail so you have a paper trail, and email the letter, too, to cover all your bases. Ask your copy company for a written confirmation of termination so you have it for your files.

What does a copy lease cancellation letter look like? Well, a good one includes the following:

Business name
Contact at business and their title
Your lease contract number/serial number on your machine(s)
Notice that the letter terminates the lease on the termination date
Instructions for the copy company to provide you written confirmation
Request for contact re: logistical specifics of returning the copier

Here’s an example of how you could format your letter:


To Whom It May Concern,

It is our company’s intention to discontinue our current copier lease with (NAME OF COPIER COMPANY) effective (TERMINATION DATE). This letter serves as our legal notification to you in accordance with the Terms & Conditions of our lease.

For reference, our lease contract number is _____ and the serial number(s) of equipment currently in our possession include _________.

Please send written confirmation of receipt for this letter along with instructions on returning the equipment at lease end. This documentation can be sent to _______, _______, or _______.

If you have any questions regarding this notification, please contact ________.

Thank you for your attention,




It’s that simple…the problem is, most people forget to do it! Pull out that old copy contract today and mark your calendar to remind yourself to send a termination letter.

In the meantime, give us a call to find out how much money you’re going to save when your current lease is up.

Topics: Copier Lease