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When your office printer goes down, it can feel like the whole workplace grinds to a halt. Deadlines get pushed, employees hover around the machine pressing buttons, and someone eventually says, “How hard could it be to fix this thing?”
We know how tempting it is to roll up your sleeves and try to fix it yourself, especially when repair costs and downtime feel overwhelming. But printers aren’t like coffee machines or microwaves. They’re complex, high-voltage devices packed with delicate parts, specialized software, and very specific repair needs.
As a print vendor with decades of experience, we’ve seen many businesses try to handle repairs themselves. More often than not, this approach ends up costing more in the long run, both financially and in lost productivity.
In this blog, we’ll break down four big reasons why servicing your own printer or copier is a bad idea, and what you should be doing instead to keep your office equipment running smoothly.
Table of Contents
- Reason #1: Lack of Documentation
- Reason #2: Lack of Experience
- Reason #3: Availability and Cost of Parts
- Reason #4: You Could Cause More Damage
- What Should You Do Instead?
- Final Thoughts
Reason #1: Lack of Documentation
Most people throw printer manuals in a drawer or the recycling bin and never think about them until something breaks. Or, they forget that you can download the manual online, too. But when it comes to troubleshooting, documentation of your printer’s service history is more than just a “nice to have.”
There is real value in keeping a record of your printer’s service history.
Without a service history, you can’t easily tell whether an issue is brand new, part of a recurring pattern, or a sign your device is nearing the end of its life cycle. This makes diagnosing the root cause difficult, even for an experienced technician.
One way STPT makes documentation easier is through our Customer Portal Account. With a portal account, you can track all service history, supplies, and error reports in one place. It’s a simple but powerful way to see patterns and ensure nothing slips through the cracks.
Read more: What Are the Benefits of Our Customer Portal Account?
Reason #2: Lack of Experience
Modern multifunction printers (MFPs) are far more complicated than they look, especially as they get bigger and have more finishing options. Beneath the surface are precision rollers, high-voltage fusers that reach over 400°F, circuit boards, firmware, and networking components. Even seemingly simple tasks, like diagnosing a paper jam error, often require specialized training to interpret correctly.
Without hands-on experience, DIY repairs often lead to incorrect diagnoses, wasted time, and even safety hazards. For example, reaching into a printer without the right precautions can expose you to burns or electrical shocks.
Trained technicians, on the other hand, know how to safely navigate the inner workings of your machine. They can quickly pinpoint what’s wrong, fix it properly, and ensure the same issue doesn’t crop up again.
Reason #3: Availability and Cost of Parts
Even if you identify the faulty component, getting your hands on the right replacement isn’t simple. Like most cars, phones, and computers, specific printers require specific parts. However, unlike computer chips or auto parts, copier/printer equipment parts are a bit trickier to obtain.
Buying directly from the manufacturer like Xerox ensures the part will fit and function correctly, but it’s not cheap. Hunting for “deals” online can be risky too, since you might end up with outdated stock or off-brand substitutes that cause even bigger problems.
With a service contract or maintenance plan, however, your technician already has access to the correct parts at reduced rates, saving you time and money.
Related read: How Much Do Printer/Copier Supplies Cost?
Reason #4: You Could Cause More Damage
This is one of the biggest risks of DIY printer repair. Even with the best intentions, you could end up:
- Breaking fragile components while trying to “wiggle something back into place.”
- Misaligning rollers, which can cause recurring paper jams.
- Bricking the device’s firmware while attempting a reset.
All of these could end up causing you more downtime, higher repair costs, and even the need for a complete replacement. And while your staff is waiting on a functional printer, productivity takes a hit across the organization.
And if you try to fix a printer issue yourself, you might get it running again, but you’re also just as likely to make it worse.
What Should You Do Instead?
All copiers and printers will need service eventually, which is why a maintenance plan is the smartest long-term strategy. A good plan gives you:
- Coverage for parts and labor.
- Access to highly trained technicians.
- Predictable costs instead of surprise repair bills.
- Faster service with less downtime.
Learn more about the benefits of a maintenance plan here.
That said, not every issue requires a service call. For simple fixes like replacing toner, waste cartridges, or light cleaning, we have resources to help:
- Our Learning Center features step-by-step how-to blogs.
- Our YouTube channel, The Printing Workshop, shows you exactly how it’s done, guided by one of our expert technicians.
For anything more complex, though, we recommend reaching out to a professional. It’s the best way to protect your investment, keep downtime low, and avoid costly mistakes.
Ready to Protect Your Printers Long-Term?
Servicing your own machine might seem like a way to save money, but the risks, such as safety hazards and higher repair bills, far outweigh the benefits.
If your organization relies on its printers daily, a maintenance plan can provide peace of mind and serve as a cost-saving strategy. Instead of worrying about surprise repair bills or extended downtime, you’ll know your devices are covered and your team has expert support when it matters most.
Learn more about STPT’s Maintenance Plans or request a quote today to see how we can keep your fleet running smoothly.
