As you know, most office workers don’t realize just how vital their copiers and printers are until they break down. Has your company been on a critical deadline for a huge presentation or proposal and had your printer stop working at the last minute? What do you do? Who do you call? Are you or your office managers even aware of the type of warranty that is on your company’s office equipment?

If not, you should be—because not all office equipment warranties are the same. And not being familiar with your warranty can definitely impact your bottom line.

Who provides your equipment warranty? And for how long?

Whenever you buy new office equipment, it is important to keep all the warranty information easily in reach so you can have the smarts you need when the chips are down. For example, who provides the warranty on your printers and copiers? Is it the manufacturer? Maybe it’s a third party reseller. It could be the dealer. Or maybe the warranty is a combo deal. There are a lot of options. And when a faulty piece of equipment needs to be fixed or replaced, it matters.

Knowing the length of your warranty is critical too. Many companies are sad to learn that some office equipment warranties may only last 30 days. Others are a standard 90 days, while some are longer. For example, larger manufacturers like Xerox provide a three-year warranty. And most dealers and manufacturers will allow you to buy an extended warranty for better peace of mind.

What is “equipment fail” and who decides?

When something doesn’t function, who decides if a repair or replacement is needed? Is it your company’s decision? The dealer’s decision? The manufacturers decision? Whether you have bought or leased your equipment, there is information provided with the warrantee that outline who decides when the word “fail” can be applied—and whether repair or replacement is needed.

Ultimately it is better for you to have control of that issue, (as bigger companies like Xerox allow) because you are the one who will be most impacted by the equipment’s ability to perform. But look at the fine print. And ask for testimonials from others. It’s good to get an example or two about the experiences of others so you can know what to expect for yourself.

Talk is cheap. Replacing equipment is not.

Whether you are buying or leasing office equipment, it is critical to understand and talk about the warranty before an agreement. And see the details in writing! As they say, “talk is cheap”, so don’t rely on verbal agreements from a dealer or manufacturer. Things can be written into proposals that can be negated once the official contract is signed. Keep the warranty top of mind. And remember, a standard warranty for office equipment is typically 90 days (manufacturer to dealer), so use that as a gauge to decide what your company’s needs may be.

Summing it up. Five critical things to know about your equipment warranty

1. Who provides your warranty?
2. What is the length of the warranty
3. Who decides when action must be taken, and what that action is (replacement or repair)?
4. Ask for the testimonials of others
5. Get it in writing—you don’t want any last minute surprises!

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