How to Prepare a Copier for Shipping: The Complete Pre-Pickup Checklist

Copiers are durable machines, but they're also precision equipment with moving internal parts, glass surfaces, and — on most multifunction models — a hard drive full of scanned documents. A rushed pickup with no prep is where damage claims and data-security surprises come from. This checklist covers everything worth doing before pickup day, whether you're shipping one desktop unit or coordinating a fleet of quarterly lease returns.

1. Start With Data Security

Most multifunction copiers manufactured in the last decade store an image of every document scanned, copied, or faxed on an internal hard drive. If your copier has ever processed patient records, financial statements, contracts, or any sensitive paperwork, that data is still sitting on the drive when the truck pulls away — and it's your responsibility, not the carrier's, to clear it first.

• Check with the manufacturer or your IT provider for the model's data-overwrite or "purge" function — most major brands (Canon, Xerox, Ricoh, Konica Minolta, Sharp, Kyocera, Toshiba, HP, Lexmark) support one
• If the copier is leased, confirm whether your leasing company requires a certificate of data destruction as part of the return
• For regulated industries (healthcare, legal, financial), keep documentation of the wipe for your own compliance records

2. Remove Consumables and Loose Supplies

Toner cartridges, ink, and staple cartridges are the most common source of in-transit mess. Loose toner in particular can shake free during normal freight handling and coat the inside of the machine.

• Remove toner and ink cartridges and pack them separately in a sealed bag or box
• Remove staple cartridges from any finisher unit
• Clear out any paper left in trays or the bypass feeder
• Empty the waste toner container if your model has one

3. Lock or Secure the Scanner

Many copiers — especially models with a flatbed scanner — have a transport lock switch designed specifically for moving the unit. If yours has one, engage it. If it doesn't, the scanner carriage should still be returned to its home/parked position before the copier is powered off, since an unsecured scan head is one of the more common sources of internal shipping damage.

• Check your model's manual for a scanner lock switch (often near the glass or on the underside)
• If unsure, power the unit off normally through its standard shutdown — most units park the scan head automatically
• Keep the platen glass and document feeder glass clean and free of anything that could scratch during transit

4. Remove Paper Trays and Loose Attachments

Paper trays, output bins, and add-on finishers often ship better removed and padded separately rather than left attached, especially on larger production units.

5. Photograph the Condition Before Pickup

This is the single easiest way to protect yourself if a damage dispute ever comes up — particularly on lease returns, where the leasing company inspects the unit on arrival and can bill you for pre-existing wear they didn't cause.

• Take clear photos of all four sides, the top, and any existing scratches or dents
• Photograph the serial number tag
• Date-stamp or timestamp the photos if your camera doesn't do it automatically
• Keep copies until the shipment is confirmed delivered and accepted

6. Label and Bag Cables and Accessories

Power cords, network cables, and any manuals or key fobs should travel with the unit but be secured so they don't tangle in moving parts or get left behind.

• Coil and tape cables, then tape them to the rear panel or bag them separately
• Label bagged accessories with the copier's make/model if you're shipping more than one unit
• Set aside any keys (for locking trays or cabinets) in a labeled envelope

What Our Crew Handles on Pickup Day

You don't need to crate the unit yourself or figure out palletizing — that's our job. Once your copier is prepped using the steps above, our team handles:

• Weighing and measuring for accurate freight classification
• Blanket-wrapping, palletizing, or crating based on the shipment type
• Loading with proper equipment for the unit's weight class
• Paperwork and tracking setup for the shipment

Curious what your shipment will actually cost? See our copier shipping cost guide for a full breakdown of pricing factors. Managing a recurring return schedule instead of a one-time move? Our quarterly lease return guide covers how standing pickups work. Relocating your office? Read how to move a copier.

Quick Reference: The Full Checklist