What exactly is printer service contracts? This type of agreement typically includes an undertaking by the supplier of the unit to service and maintain the unit in good working order for its expected life (or a specified fixed term) by the supplier at a predetermined cost. These contracts are a form of purchased coverage for printers or other office equipment.
No matter which payment or financing option is selected for acquiring a device, various printer service contracts are available to cover the device for its serviceable lifespan. Office equipment rentals, one of the alternatives to buying a unit outright, can be a cost-effective and flexible route to meeting a business’s office requirements.
Rental agreements usually include maintenance and service plans, ensuring risk-free operation of the equipment over time without unbudgeted-for ad hoc costs as the cost of consumables and maintenance can be made part of the monthly rental payment. These agreements are almost a form of short-term insurance with additional benefits.
Printer service contracts are designed to provide technical support from certified professionals should a technical fault occur with the unit. In addition, most office equipment service and maintenance agreements not only include spares but may also include and consumables.
What Do Printer Service Contracts Include?
As a minimum, the contracts will include the labour and materials required for any equipment repairs during the design life of the equipment or for an agreed-on fixed term. This will include service calls and replacement parts, especially items that wear or have finite lifespans, such as drums, fusers, feed rollers, and motors among others.
Basically, an undertaking is given by the service provider to keep the printer operating and producing acceptable-quality prints for the term of the contract. Scheduled preventative maintenance is also provided for as are consumables, such as ink or toner. There are limits to how far the contracts extend cover for, usually set in the form of how many prints or copies per month are included in the agreement. Exceeding the upper print per month limit will attract an additional cost per print. In other words, if the usage of the machine becomes far higher than initially agreed upon, the cost per print will increase to cover the additional wear and tear on the device.
Printer service contracts will vary from supplier to supplier as far as the specifics go. Care should be taken to read the agreement carefully, especially any fine print that may contain additional exclusions of cover or situations not covered. Reputable companies offering printer service contracts will usually take care to make sure that a potential customer understands the terms and conditions of the agreement thoroughly.
For example, labour and parts may be covered but only in respect of warrantied parts. Training on the correct operation of the device may be a “one time only” proposition conducted when a new device is installed. Most maintenance agreements will not cover paper and staples should the device have a stapling function. Customer negligence is, of course, not covered. Some companies will offer agreements that include cover for damage due to acts of nature. Alternatively, one would need to lodge a claim through a normal short-term insurance provider.
Important Questions to Ask
When engaging with a company with the aim of acquiring printers or other office automation equipment, certain key questions need to be canvassed upfront. Most importantly, is the servicing and maintenance of the device included in the cost as part of the deal?
Secondly, what exactly is covered by the contract? Are all parts and labour for the unit included? Will a loan machine be provided in the event of a repair taking an extended period to complete? Is there a guaranteed maximum turnaround time on site call outs? Can equipment under service and maintenance agreements be traded in or upgraded?
Often, companies will provide service for a device on a “time and parts” basis, but as already mentioned, this can often turn out to be prohibitively expensive should anything major go wrong with the device. For predictable budgeting, reliability of use, and peace of mind, it is best, in most cases, to sign with the supplier of your office equipment. Engage with a company like Raydian for equipment and support that will provide the best experience. View our full range of service contracts here.
