Free template from Keepwatch
Copier lease non-renewal letter
Stop a copier, printer or other equipment lease from renewing, and ask for what you need to return the equipment cleanly.
Before you send it
- Find out who the lessor is. Many copier leases are financed by a leasing company that is not the dealer who services the machine. Notice usually goes to the lessor named in the lease, at the address in its notice clause. If a different company provides service under its own agreement, that agreement may need its own notice.
- Check the notice window. Some leases say notice must be given no more than a certain number of days, and no less than another number, before the term ends. Notice sent too early may not count. The notice deadline calculator handles both.
- Read the end-of-lease terms. Leases often say what happens at the end: return the equipment, buy it, or keep paying. Many make you responsible for the equipment until it is received back, and for return shipping.
- Protect your data. Many copiers and multifunction printers store images of what they copy, scan and print on an internal drive. Ask how it will be erased before the machine leaves your office.
- Keep proof. Send the letter the way the lease requires, keep the receipt, and follow up if you hear nothing.
Other contracts: all letter templates.
The template, as text
The same letter with blanks in brackets, for copying into your own letterhead. The optional notice-period sentence is included; delete it if your contract doesn’t state a period.
[Your name]
[Your title]
[Your company]
[Your address]
[Date]
VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
[Leasing company (lessor)]
[Their notice address, from the contract]
Re: Notice of Non-Renewal of Equipment Lease Agreement
To whom it may concern:
This letter is written notice that [Your company] does not intend to renew the above-referenced agreement with [Leasing company (lessor)] (the “Agreement”).
The Agreement requires not less than [notice period] written notice prior to the end of the current term. This notice is given on [Date], in advance of the [End of current term] expiration, and is intended to satisfy that requirement.
Accordingly, the Agreement will expire by its terms on [End of current term] and will not renew.
Please provide instructions for returning the leased equipment at the end of the term, including any return authorization, packing requirements and the return address.
Before the equipment is removed, please confirm in writing how documents and data stored on the equipment will be erased.
Please send a final invoice for any amounts you consider due through the end of the term.
Please acknowledge receipt of this notice.
Sincerely,
_______________________________
[Your name]
[Your title]
[Your company]
Next year, don’t start from the contract. Keepwatch tracks the notice deadline for every contract you have signed, reminds you before each one, and drafts this letter from the contract’s own details. Free for three contracts on iPhone, iPad and Mac. Get Keepwatch.
Common questions
Who do I send a copier lease non-renewal letter to?
To the lessor, the company you lease the equipment from, at the address in the lease’s notice clause. That is often a finance company rather than the dealer who installed and services the copier. If service is under a separate agreement with another company, send that company its own notice.
What happens if I miss the deadline on a copier lease?
Many equipment leases renew automatically, often for a year or month to month, if notice is not given in time. Read your lease’s renewal clause to see what applies and when the next chance to give notice comes.
When do I have to send a non-renewal letter?
By the notice deadline in your contract, which is usually a set number of days or months before the current term ends. Use the free notice deadline calculator to find the date, and allow time for delivery if the contract counts notice from when it is received.
How should I send it?
The way your contract’s notice clause requires. Many require certified mail, overnight courier or hand delivery, and some do not accept email. Keep the receipt or tracking record as proof of when the notice went out and when it arrived.
What if they don’t acknowledge the letter?
Follow up in writing and keep a copy. A missing acknowledgment does not by itself make your notice ineffective, but proof of delivery matters if the other side later says it never arrived.
Linking to a filled-in letter
Add ?example to open the Miami example: https://lincolnroadapps.com/keepwatch/non-renewal-letter/copier-lease/?example.
To open the builder with details already filled in, put them after a #, which
browsers never send to the server: https://lincolnroadapps.com/keepwatch/non-renewal-letter/copier-lease/#co=Your%20Company&rc=Their%20Company&end=2026-12-31&nn=60.
Fields: co your company, nm name, ti title, ad
address, rc recipient, at attention, ra their address,
ag agreement title, agd agreement date, acct account
number, loc location or premises, cc copy to, end end of
term, nn notice period, nu days or months,
nb calendar or business, dm delivery method.
Dates are YYYY-MM-DD; use %0A for a new line in an address.
This template is sample language, not legal advice, and the builder runs entirely in your browser; nothing you type is sent anywhere. Your contract controls: check the notice clause for what the notice must say, who receives it and how it must be delivered. For advice about a specific agreement, consult an attorney.