A modern office copier looks like one solid box, but inside it's a precision instrument: a scanner carriage on rails, a fuser assembly, drum units, sensors, and a hard drive holding copies of everything it has scanned. It's also heavy and top-heavy. That combination is why "just put it on a dolly" is how most copier moving damage happens.
This guide walks through everything you need to know about how to move a copier — whether you're relocating an office, moving a machine to another floor, or shipping it to a new location in another state.
Can You Move a Copier Yourself?
For a small desktop printer or MFP, yes — two people can usually handle it. For a floor-standing office copier, it's rarely worth the risk. Here's why:
- Weight: Desktop MFPs often weigh under 100 lbs, but a floor-standing office copier commonly runs from roughly 150 to 400+ lbs, and production printers can weigh well over 500 lbs.
- Center of gravity: Copiers are tall and top-heavy. Tipping one on a ramp, threshold, or elevator lip is the most common way they get damaged — and injure people.
- Casters aren't built for travel: The small wheels on a copier are meant for repositioning it a few feet on a smooth floor, not for rolling over parking lots, curbs, or elevator gaps.
- Lease terms: If the machine is leased, your agreement may require you to notify the leasing company before relocating it, and damage caused during a DIY move is typically your responsibility.
- Service contracts: Some service agreements don't cover damage caused by moving the unit without the dealer or a qualified mover.
Moving a copier a few feet within the same room is fine. Anything involving stairs, elevators, a truck, or another building is a job for a copier moving company.
Step 1: Check Your Lease and Service Agreement
Before anything else, pull the paperwork. If the copier is leased:
- Look for an "equipment location" clause — many leases require written notice before the equipment moves to a new address
- Tell your dealer or service provider the new address so service calls and meter reads keep working
- Ask whether the dealer requires specific movers or documentation of the move
If the lease is ending instead, you're doing a return, not a move — see our copier lease return guide.
Step 2: Plan the Route at Both Buildings
Most copier moving delays come from surprises at the building, not on the road. Walk the path the machine will take at both the pickup and delivery locations and note:
- Doorway and hallway widths (measure the copier's width and depth, including any finisher)
- Stairs — how many flights, and whether there's a landing to turn on
- Elevator door width, interior depth, and weight capacity
- Loading dock availability, or whether a liftgate truck is needed
- Building rules: certificate of insurance (COI) requirements, move-in hours, freight elevator reservations
- Where the copier will be placed at the new site, with a nearby outlet and network drop
Share these details when you request a quote. Stairs, missing loading docks, and tight turns change the equipment and crew needed — and knowing upfront keeps the price firm.
Step 3: Protect Your Data
Most multifunction copiers store images of scanned, copied, and faxed documents on an internal drive. Before the machine leaves your office, run the manufacturer's data-overwrite or purge function, or have your dealer or IT provider do it. For regulated businesses such as healthcare, legal, and finance, keep a record of the wipe.
If the copier is simply moving to your new office and staying in your possession, a wipe is still smart practice — but at minimum, make sure you know where the drive is and who has access during transit.
Step 4: Prepare the Copier
A few minutes of prep prevents most in-transit damage. The short version:
- Print a configuration page so you have IP address, network, and address-book settings for reinstallation
- Remove toner cartridges and bag them — loose toner is the biggest mess risk
- Remove staple cartridges and empty paper trays
- Engage the scanner transport lock if your model has one
- Detach finishers, output trays, and add-on cabinets if they're designed to come off
- Power down through the normal shutdown sequence, unplug, and coil cables
- Photograph all sides and the serial number tag
For the full, brand-by-brand version, see our copier shipping prep checklist.
Step 5: Move It the Right Way
This is where professional copier movers earn their fee. Proper copier moving involves:
- Keeping the unit upright. Copiers should travel upright. Laying one on its side can shift internal components and spill residual toner.
- Using the right equipment. Stair-climbing or heavy-duty dollies, ramps, straps, and a liftgate truck — not a standard hand truck.
- Wrapping and padding. Blanket-wrapping for local moves; palletizing or crating for long-distance freight.
- Securing it in the truck. Strapped to the wall or a pallet so it can't roll or tip during braking.
- Protecting the building. Floor runners and door-jamb protection at both locations.
Step 6: Set It Up at the New Location
Once the copier is placed, let it acclimate before powering it on — especially if it traveled in a cold or humid truck, since condensation can form inside. A common rule of thumb is to wait a few hours. Then:
- Re-install toner and consumables
- Release the scanner lock (powering on with it engaged can cause errors)
- Reconnect network cables and verify the IP settings from your configuration page
- Run a test print and scan, and call your dealer if any error codes appear
Moving a Copier to Another Floor vs. Another Building vs. Another State
Same building, different floor
Usually a freight elevator job. The main risks are the elevator threshold and tight turns — have at least two people and a proper dolly. If there's no elevator and stairs are involved, bring in professionals.
Across town
A local copier move needs a liftgate truck, straps, and blanket-wrapping. Often it's done in a single morning, with the machine back up and running the same day.
Out of state or cross-country
Long-distance copier moves are freight shipments. The copier is typically palletized or crated, then moved via LTL freight or a dedicated truck, with liftgate and inside delivery at the destination. Distance, weight, and service level drive the price — see how much it costs to ship a copier.
International
Overseas moves add export crating, freight forwarding, and customs documentation. Our domestic vs. international copier shipping guide covers the differences.
Questions to Ask a Copier Moving Company
- Have you moved copiers of this size and brand before?
- Is the shipment insured, and for how much?
- Do you provide liftgate, stair, and inside pickup and delivery?
- Will you wrap, palletize, or crate the unit?
- Can you provide a certificate of insurance for the building?
- Is the quote a firm price, and what could change it?
- Can you handle multiple units or multiple locations on one schedule?
Frequently Asked Questions
How much does a copier weigh?
It varies widely by size. Desktop multifunction printers are often under 100 lbs, floor-standing office copiers commonly weigh from about 150 to 400+ lbs, and production printers can exceed 500 lbs. Check the spec sheet for your exact model.
Can a copier be transported on its side?
No — copiers should be kept upright during moves. Laying a copier on its side risks shifting internal components and spilling toner.
How much does it cost to move a copier?
Local moves are priced mainly on labor, stairs, and equipment; long-distance moves are priced on distance, weight, crating, and delivery service level. The fastest way to know is to request a free quote with your pickup and delivery details.
Do I need to tell my leasing company I'm moving the copier?
Often, yes. Many copier leases require notice before the equipment is relocated. Check the equipment location clause in your agreement and contact your leasing company or dealer before the move.