Switching Printer Rental Providers Without the Disruption

Check your current agreement first

Look for the end date, notice period and return arrangements. If equipment finance and servicing are separate, check both agreements. Ending one does not automatically end the other.

Ask your current supplier to confirm any remaining payments or collection costs in writing. A new supplier cannot simply remove those obligations. If a term is disputed, get appropriate advice before committing to a change.

You do not need to send RAC your full contract. Tell us your expected end date and what you would like to improve: cost, reliability, scanning, colour output or support.

Record the old machine before it leaves

Take the final meter readings and note the model and serial number. Keep a dated record of the machine’s condition, accessories and collection confirmation. This can help resolve questions about the final bill.

Check whether the device stores scanned files, address books or other business information. Agree with your IT team and the current supplier how that information will be removed. Deleting an address-book entry is not the same as securely clearing stored data.

Save the printer settings your team still needs, such as paper defaults and scanning destinations. Use a non-confidential sample document to explain your usual tasks.

Choose a replacement that improves the working day

Replacing a photocopier is a chance to fix the things that have been frustrating your team. Tell us if large jobs hold up the office, scans take too long, or you spend too much on colour pages.

RAC supplies Toshiba A3 photocopiers and A4 multifunction printers. We match the machine to your actual workload, then explain rental, finance or purchase options and the support available. A free print cost assessment can help you judge whether the proposed change offers better value.

For installation, we need your address, floor and access details, a suitable machine position, and an IT contact where network setup is required.

Plan the change around your office

Choose a date that avoids your busiest deadlines. Confirm equipment availability and installation before arranging collection of the old machine, where your existing agreement allows this.

Ask whether a short overlap is possible and what it would cost. If your business cannot manage without printing, discuss a backup plan rather than assuming a loan machine will be included.

Agree who will be available on the day, what the installer needs access to, and which jobs must work before your team starts using the new equipment.

Check the essentials on installation day

• Print a normal office document from the computers that will use the machine.
• Check colour, black-and-white and double-sided settings.
• Scan to the agreed destinations and check that the files arrive.
• Test supported user codes or private-print settings if these form part of your setup.
• Confirm how staff request toner and report a fault.

RAC’s role continues after delivery through the agreed maintenance and service arrangements. We want your team to know how to use the machine and who to contact for support.

Talk to us about replacing your current printer or photocopier. We can arrange a site assessment or discuss a remote recommendation.