10 Expert Tips for Shipping a Copier Machine

10 Expert Tips for Shipping a Copier

After shipping 175,000+ copiers over 20 years, our team has seen everything. Here are the 10 tips we give every customer.

1. Always Lock the Drum Before Shipping

This is the single most common cause of copier damage. Every copier has a drum transport lock — usually a green lever or orange pin. If it's not engaged before shipping, the drum can shift and crack.

Find it: Search "[your copier model] shipping drum lock" for your specific machine.

2. Remove and Seal Toner Cartridges

Toner is a fine powder. A small crack during shipping can become a complete interior spill requiring $300–$1,000+ to clean. Remove all cartridges and seal in zip-lock bags.

3. Use Copier-Specific Packaging

Standard moving blankets and foam peanuts aren't adequate. You need density-matched foam, anti-static wrap, corner protectors, and a properly rated pallet.

4. Always Take Before-Photos

Photograph all sides, corners, and the control panel before the carrier touches the machine. Timestamped phone photos are fine — and they're your evidence in a dispute.

5. Declare the Full Replacement Value

Standard carrier liability is $0.50–$1.00 per pound — about $100–$200 for a 200-lb copier. Full-value cargo insurance costs 1–2% of declared value. Worth every penny.

6. Never Ship a Copier on Its Side

Unless the manufacturer specifically directs otherwise, always ship upright. Laying a copier on its side can damage the drum, migrate fuser oil, and displace toner.

7. Use a Carrier with Copier Experience

Generic freight carriers see copiers as heavy boxes. A specialized copier shipper has copier-specific protocols and 10x lower damage rates.

8. Get Condition Documentation at Pickup

For lease returns, insist on: timestamped photos from all angles, serial number verification, notation of pre-existing damage, and driver signature.

9. Allow Buffer Time for Delivery

Don't schedule a delivery the day before you need the machine in production. Allow 2–3 days buffer for transit delays, inspection, IT setup, and user training.

10. For High-Value Machines, Choose White Glove

For any copier worth $3,000+, the upgrade from standard freight to white glove delivery is almost always worth it — typically $200–$400 more for professional deinstallation, custom crating, inside delivery, and installation.

[Get a free copier shipping quote →](/quote)