Rentals guide
What to Include in a Copier or Printer Rental Quote Request
By JR Copier
The more specific your rental request, the more accurate the quote — and the fewer surprises on delivery day. Use this checklist to prepare a complete request.
Timing
Give your start date, end date and whether the dates could move. Short rentals and long rentals are often priced differently, and extensions may depend on availability.
Include any fixed deadlines, such as an event opening, a move-in day or a filing date, so the delivery can be planned around them. If you need the device installed and tested the day before it is used, say so. Mention the hours the site is open for delivery and pickup, and any days when access is restricted.
If you are not sure how long you will need the equipment, give your best estimate and a likely range. That is more useful than leaving the end date blank.
Workload and functions
Estimate total pages and the share in color. List the functions you need — print, copy, scan, fax — and paper sizes. If you need finishing such as stapling or booklets, say so. For help estimating volume, see how to size a copier to your print volume.
Mention the kinds of documents you will produce and any special media, such as labels, card stock, envelopes or ledger-size sheets. Also say how many people will print to the device and whether you need user codes or secure release. These details decide whether a desktop model or a floor-standing copier is the better fit.
Site details
Describe the location: building type, floor, elevator or stair access, available power and network. For temporary sites, see our guide to temporary office rentals. Note any security or access procedures for delivery staff.
Give the name and phone number of the person who will meet the delivery, and a backup contact. If the building has a loading dock, a freight elevator or restricted parking, describe it. For network setup, say whether someone from your IT team will be on hand, or share the details the device will need to connect and scan.
The complete request
Copy this list into your quote request. Answering each point up front saves a round of follow-up questions, and if something is still unknown, say so rather than leaving it out, so it can be discussed before the quote is finalized.
- Start and end dates
- Monthly or total page estimate (B&W and color)
- Required functions and paper sizes
- Delivery address and site access
- Network and setup requirements
- Pickup and data-wipe expectations
