This guide is for office managers, controllers and CFOs whose Xerox copier or printer is leased through Xerox Financial Services, also called XFS. If your term ends soon, the notice window and renewal clause are the parts to plan around. Xerox Financial Services offers several options at the end of the term. Below we explain how the XFS lease forms we reviewed handle notice, renewal, return and buyout, and where to look in your own paperwork.
Who Xerox Financial Services is
Xerox Financial Services is the financing business of Xerox. In its 2025 annual report, Xerox describes XFS as a global financing business that finances Xerox equipment and solutions bought through Xerox’s direct channel, using bundled lease agreements, and that provides lease financing to end users who buy Xerox equipment through indirect channels. Sample XFS lease forms identify the lessor as Xerox Financial Services LLC, 201 Merritt 7, Norwalk, Connecticut.
The same annual report also notes:
- Xerox has an agreement with PEAC Solutions to provide leasing programs for Xerox and non-Xerox equipment sold through Xerox’s US network of independent dealers and resellers. If you bought through an independent dealer, your lease may be with PEAC rather than XFS. Check the lessor name on your agreement.
- Xerox reports that it has sold some finance lease receivables to funding partners, and in some cases continues to service them. The name on your agreement and invoices tells you who to contact.
Xerox customers can use Xerox Account Management online. Xerox says the tools let you view contract status by serial number, request a copy of a maintenance, lease or rental contract, and contact Xerox about billing questions, including lease buyout requests. Contacting XFS through Xerox Account Management early is the easiest way to confirm your options.
How lease end usually works with Xerox Financial Services
The terms below come from XFS lease agreements that public agencies posted as public records and from a sample XFS lease posted by a dealer. XFS uses different form versions, and the details differ between them. Your signed agreement controls.
Notice: look for “End of Agreement Options”
In every XFS form we reviewed, section 5 is titled “End of Agreement Options.” For a lease with an FMV purchase option, it says that if you give XFS written notice no more than 150 days and no less than 60 days before the end date, you may either buy all the equipment or return it.
The window has both a start and a finish, so plan to send notice inside it. Send it to the XFS address on the first page of your agreement.
Renewal: the period varies by form
If no option is chosen, the XFS forms say the agreement continues on a renewal basis until you choose one. The renewal period was not the same in every form we read:
- A sample commercial XFS lease (form XFS-FMV 04.05.18) and one county government lease renew for successive 3 month terms.
- Another county lease and a school district lease (form dated 08.24.21) renew for successive 1 month terms.
In each version, either party can end a renewal term with 30 days of written notice, along with a purchase or return of the equipment. Read section 5 of your own agreement to see which period applies to you.
Return: within 30 days of the end date
The XFS forms say a return takes place within 30 days after the end date, fully insured and at the customer’s expense, to a continental US location XFS specifies. Under the “Equipment Return” section of the sample form, the equipment comes back in the same condition as delivered, apart from ordinary wear and tear.
Xerox’s April 2024 returns document says returned devices are picked up by a Xerox bonded shipping agent and tracked to an equipment center. Ask XFS to confirm pickup details in writing once your notice is in.
Buyout: Determined FMV or $1
For an FMV lease, the purchase price is the equipment’s fair market value as provided by XFS, which the forms call “Determined FMV,” plus taxes. The purchase covers all the equipment on the agreement. You can send a buyout request through Xerox Account Management.
If your lease has a $1 purchase option, the forms say you are treated as having exercised it as of the acceptance date, so the end of term steps above apply mainly to FMV leases.
Protect your data before any return
Most copiers and multifunction printers keep scanned, copied and printed images on internal storage. Before any machine leaves your office, plan drive wiping or removal with your dealer or IT team. Ask for written confirmation that the work was done, and keep it with your lease records. The Federal Trade Commission’s guide, “Digital Copier Data Security: A Guide for Businesses,” is a useful checklist to follow.
Invoice questions
Depending on your agreement, invoices can include items like property tax or insurance. Xerox Account Management or Xerox Financial Services customer service can explain each line.
Some XFS leases are paired with a separate service agreement, such as a cost per print agreement. That agreement has its own terms and may end on a different schedule than your lease, so review it alongside the lease.
Your 120-90-60 day checklist
- About 150 days out: find your agreement. Use Xerox Account Management to check contract status by serial number or request a copy. Confirm the lessor is XFS, not PEAC or another company.
- About 150 days out: read section 5. Note the end date, the notice window and the renewal period.
- About 120 days out: list every unit. Match serial numbers to the equipment schedule. A buyout covers all equipment on the agreement.
- About 120 days out: check your service agreement. Find its own notice window and end date.
- Between 120 and 90 days: decide. Return, buy or upgrade. If buying, request the Determined FMV in writing.
- Between 150 and 60 days: send written notice. Use the XFS notice address on the agreement, include the agreement number and keep proof of delivery.
- About 60 days out: confirm. Get written confirmation of receipt and return instructions.
- Before pickup: protect your data. Have your dealer or IT team wipe or remove the drive, and get written confirmation.
- Within 30 days after the end date: return and document. Photograph each unit, keep shipping records and confirm with XFS that the account is closed.
Upgrading instead of returning
If you plan to replace your Xerox equipment, the current lease still needs its own notice inside the 150 to 60 day window and its own return or buyout. Because XFS finances Xerox equipment, a new XFS lease is one natural option, and a lease with another lessor is another. Either way, the new lease can be timed so the new equipment arrives near the current end date. If a dealer offers to handle the payoff or the return as part of a new deal, get that in writing, including who sends notice to XFS and who arranges shipping.
A partner dealer can review your options, whether that is a return, a buyout or new equipment from Xerox or another brand. We do not promise any specific outcome.
FAQs
How early can I give notice on a Xerox Financial Services lease?
In the XFS forms we reviewed, notice for an FMV lease is due no more than 150 days and no less than 60 days before the end date. Check section 5 of your agreement.
What happens if no option is chosen during the notice window?
The agreement continues on a renewal basis until you choose an option. Depending on the form, renewals run in 3 month or 1 month terms, and either party can end a renewal with 30 days of written notice plus a purchase or return.
How do I get the Xerox buyout price?
For FMV leases, XFS provides the Determined FMV. Request it through Xerox Account Management, which handles lease buyout requests, and ask for the figure in writing before your notice deadline.
Is my lease with XFS or PEAC Solutions?
Check the lessor name on your agreement and invoices. Xerox has an agreement with PEAC Solutions for leases on equipment sold through its independent dealers, so a dealer purchase may carry a PEAC lease.
Check your lease before you act
Not sure where your lease stands or which step comes first? Use our free Lease End Check to see what to do first. If you are considering new equipment, you can also request a commercial copier lease quote and we will connect you with a partner dealer who can review your options.
1-800 Office Solutions is not affiliated with Xerox Financial Services. This guide is general information, not legal advice. Your lease agreement controls.