Understanding Your Copier Service Contract with Northwest Office Solutions
This article first appeared on NW-OS.com
May 27, 2025
At Northwest Office Solutions, we strive to provide top-notch copier and printer solutions to keep your business running smoothly. A key part of this is your service contract, which outlines the support and supplies included with your equipment. But what exactly does your service contract cover, and what falls outside its scope? In this blog post, we’ll break it down for you in a clear and concise way, so you know what to expect from your partnership with Northwest Office Solutions.
What Is a Service Contract?
A service contract is an agreement you sign when you acquire a copier or printer from Northwest Office Solutions. It specifies:
- The duration you’ll have the equipment.
- Your monthly print allowance (for both color and black-and-white prints).
- The per-print cost for any usage beyond your allowance.
- The supplies and services included in the agreement.
This contract is typically separate from any equipment leasing agreement. Below, we’ll outline what’s covered and what isn’t, giving you a clear picture of your contract’s benefits and limitations.
What Is Covered?
Your service contract with Northwest Office Solutions is designed to keep your copier or printer in top condition with minimal hassle. Here’s what’s included:
Supplies
- Toner and Ink: We provide toner and ink as part of your contract, ensuring you never run out of these essentials. Note that these are user-replaceable, so you won’t need a technician to swap them out.
- Initial Staple Cartridge: If your copier has a finishing unit, it comes pre-loaded with one staple cartridge at delivery.
Service
- Basic Maintenance and Repairs: We cover standard service needs, such as clearing paper jams, addressing print quality issues, and fixing common equipment malfunctions caused by normal wear and tear.
- Replacement Parts: Parts needed due to regular use are included, provided the issue isn’t due to misuse or neglect.
These covered services and supplies ensure your equipment stays operational and your workflow remains uninterrupted.
What Is Not Covered?
While your service contract is comprehensive, there are some items and services that fall outside its scope. Here’s what you should know:
Supplies
- Paper: You are responsible for supplying your own paper, as it’s not included in the contract.
- Additional Staples: While a staple cartridge is pre-loaded in finishing units at delivery (if applicable), additional staples must be purchased separately from Northwest Office Solutions.
Service
Certain services and issues are not covered under your contract, including:
- Networking Support: Initial networking setup is provided on delivery day and for up to 14 days afterward. Beyond this period, reconnecting your copier to the network or setting up additional workstations is a chargeable service. To help you get back online quickly, Northwest Office Solutions offers self-help guides for common networking tasks.
- Damage Due to Abuse or Neglect: Issues caused by misuse, neglect, or malicious actions are not covered. For example:
- Damage from using inappropriate paper types (e.g., paper that’s too thick or incompatible with the copier).
- Broken parts due to mishandling or intentional damage.
- If a technician determines that the problem stems from abuse or neglect, you may be charged for replacement parts and, at Northwest Office Solutions’ discretion, the service call itself.
Tips for Maximizing Your Service Contract
To get the most out of your service contract with Northwest Office Solutions:
- Use Approved Supplies: Stick to recommended paper and supplies to avoid damage and ensure optimal performance.
- Leverage Self-Help Resources: Use our networking guides to troubleshoot minor issues and avoid unnecessary service fees.
- Contact Us Promptly: If you encounter an issue, reach out to our team quickly to address covered problems efficiently.
- Keep Staples Stocked: Order additional staples in advance to keep your finishing unit ready for action.
Conclusion
Your service contract with Northwest Office Solutions is designed to simplify copier and printer maintenance while keeping costs predictable. By covering toner, ink, basic repairs, and parts for normal wear and tear, we ensure your equipment stays reliable. However, items like paper, additional staples, and services such as networking beyond the initial setup period or repairs due to misuse are your responsibility.
We hope this guide clarifies what your service contract entails. If you have questions or need assistance, the Northwest Office Solutions team is here to help. Contact us today to keep your office equipment running at its best! Call Today 503-707-3006