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How to Choose an Office Printer or Copier to Rent
The right multifunction printer rental starts with five facts about your office: how many pages you print each month, whether
you need colour, the largest paper size you use, how many people share the machine and how long you need it. Get those
right and the model choice becomes simple. This guide walks UAE office, admin and procurement managers through each
decision, and explains what a copier rental in Dubai should include before you sign.
What should you check before choosing a multifunction printer rental?
A multifunction printer (MFP) prints, copies and scans in one device, so one rented machine can replace a separate printer, copier and scanner. That saves floor space and leaves you with one machine to service instead of three. Before you ask for quotes, gather these details:
- Monthly print volume: an estimate of pages per month, split into colour and black and white if you can. Your current machine’s meter reading or how often you replace toner is a good starting point.
- Paper sizes: A4 only, or A3 as well for drawings, wide spreadsheets, posters or booklets.
- Users: how many people print, and whether many of them print at the same time, for example before meetings or at month end.
- Functions: scanning to email or shared folders, double-sided printing, and any finishing such as stapling or booklets.
- Rental period: a few days for an event, a project lasting some months, or ongoing office use.
These are the same details we ask for when we prepare a rental quote, so having them ready saves time and gets you a more accurate recommendation.
Do you need an A3 or an A4 printer?
An A4 printer suits offices that mainly print letters, invoices, contracts and standard documents. Choose A3 if you print
drawings, wide spreadsheets, posters or booklets, or need to copy and scan larger originals. An A3 multifunction printer also
prints A4, so it covers both sizes.
A3 printer rental makes most sense for design, engineering, real estate, education and marketing teams, or any office where one shared machine handles mixed work. If only one or two people print large sheets now and then, a single shared A3 machine is usually simpler than adding a second device just for large formats.
A3 printer rental makes most sense for design, engineering, real estate, education and marketing teams, or any office where one shared machine handles mixed work. If only one or two people print large sheets now and then, a single shared A3 machine is usually simpler than adding a second device just for large formats.
Should you rent a colour or mono printer?
A mono (black-and-white) printer is the practical choice when most of your output is text: invoices, reports, forms and
internal documents. A colour MFP suits offices that print proposals, presentations, marketing material or anything that goes
to clients.
Colour pages generally cost more to produce than mono pages, so it helps to know roughly what share of your printing needs colour. Some offices choose one colour MFP for client-facing work and keep everyday printing on a mono machine.
If you are unsure, you do not have to get it right first time. You can upgrade or switch to a different model during your rental term, depending on stock and your requirements, for example when your team grows or you start printing more in colour.
Colour pages generally cost more to produce than mono pages, so it helps to know roughly what share of your printing needs colour. Some offices choose one colour MFP for client-facing work and keep everyday printing on a mono machine.
If you are unsure, you do not have to get it right first time. You can upgrade or switch to a different model during your rental term, depending on stock and your requirements, for example when your team grows or you start printing more in colour.
How fast should a rented office copier be?
Printer speed is measured in pages per minute (ppm). Higher speed matters most when many people share one machine, or
when long print jobs run at busy times. For a small team printing a few documents at a time, a moderate-speed machine is
usually enough. The Ricoh M C2000 A3 colour multifunction printer listed on our website, for example, runs at up to 20 ppm
in colour and mono.
Rather than choosing on speed alone, match the machine to your monthly volume and your peak printing times. Tell us how many users you have and when they print, and we will recommend a suitable model.
Rather than choosing on speed alone, match the machine to your monthly volume and your peak printing times. Tell us how many users you have and when they print, and we will recommend a suitable model.
Which office copier suits your team?
Use this table as a starting point. The final choice depends on your volume, users and budget.
| Machine type | Best suited to | Typical jobs |
|---|---|---|
| A4 mono MFP | Small teams with mostly text printing | Invoices, letters, forms, scanning to email |
| A4 colour MFP | Offices that send printed documents to clients | Proposals, presentations, flyers |
| A3 mono MFP | Shared machines that copy larger originals | Drawings, wide spreadsheets, A3 copies |
| A3 colour MFP | Mixed office and marketing work on one device | Posters, booklets, colour reports, plans |
Our range of colour multifunction printers includes Canon imageRUNNER ADVANCE, Ricoh and Konica Minolta bizhub models, alongside black-and-white office machines. Which models are available for rental at any time depends on stock.
What should a copier rental in Dubai include?
Ask every supplier to list exactly what the rental fee covers, so you can compare quotes fairly. With Print Solution Trading, the rental fee covers:
- the printer or copier itself
- delivery, installation and setup
- standard maintenance and technical support
- on-site repair, or a replacement unit if the machine develops a fault
Paper is supplied by you. Whether toner is included depends on your plan. Before you sign, also check the minimum rental term, any deposit, how quickly a technician responds to a fault and the areas covered for delivery. Every cost is set out in your rental agreement before you sign.
Short-term or long-term rental: which do you need?
Short-term rental suits events, exhibitions, training courses, audits and temporary project offices, where you need a machine
for a fixed period and then want it collected. Long-term rental suits ongoing office use, where you want no upfront purchase
cost, maintenance included and the freedom to change models as your needs change.
Rental cost depends on the machine (colour or mono, A3 or A4, speed), your monthly page volume, the rental period, the number of machines and your location. Short-term and long-term plans are priced differently, so request a quote for your exact period rather than comparing general figures.
Rental cost depends on the machine (colour or mono, A3 or A4, speed), your monthly page volume, the rental period, the number of machines and your location. Short-term and long-term plans are priced differently, so request a quote for your exact period rather than comparing general figures.
What happens after you choose a model?
Once you approve the quote and sign the rental agreement, we deliver, install and set up the printer, connect it for your
users, then provide maintenance and technical support for the rental term until we collect it.
Ready to choose your rental printer?
Choosing a multifunction printer rental comes down to volume, colour, paper size, users and rental period. If you already
know those five details, the right machine is usually clear. If you do not, we can help you work them out from your current
printing.
Send us your requirements and we will recommend a suitable model and prepare a rental quote with all costs listed.
Send us your requirements and we will recommend a suitable model and prepare a rental quote with all costs listed.
Frequently Asked Questions (FAQs)
Yes. We rent multifunction printers that print, copy and scan in colour or black and white, including A3 machines. An A3
printer also prints A4, so one shared device can handle letters, spreadsheets, drawings and booklets. Tell us your monthly
volume and paper sizes, and we will recommend a suitable model for your office.
Rent a mono printer if most of your output is text, such as invoices, reports and forms. Choose a colour multifunction printer
if you print proposals, presentations or marketing material. If your needs change, you can switch to a different model during
the rental term, depending on stock and your requirements.
The rental fee covers the printer, delivery, installation and setup, standard maintenance and technical support. If the machine
develops a fault, we provide on-site repair or a replacement unit. Paper is supplied by you, and whether toner is included
depends on your plan. All costs are listed in your agreement.
Send us your estimated monthly print volume, colour or mono needs, paper sizes, number of users and rental period. With
these five details, we can recommend a model and prepare a rental quote that lists all costs before you commit. Your current
printer’s meter reading helps us estimate your monthly volume accurately.
Yes. You can upgrade or switch to a different printer or copier model during your rental term, depending on stock and your
requirements. This helps when your team grows, your print volume rises or you start needing colour printing. Tell us what
has changed, and we will recommend a suitable replacement and update your plan.
