Illustrative CallTeam script. The buyer is reviewing suppliers and describes a service problem at one office. The rep asks for a coverage discussion before preparing a quote.
You: Hi [Name], it’s [Rep] at [Dealer]. We supply office copiers and service. Who looks after the copier agreement at [Office]?
Buyer: I do. We’re already under contract.
You: When do you normally compare suppliers before it renews?
Buyer: We’re starting to look now. I think the lease ends in April.
You: Which offices does that cover?
Buyer: Calgary and Red Deer. Two copiers here and one there.
You: What would you want to work better with the next supplier?
Buyer: Getting someone out when a machine is down. Red Deer waits longer.
You: What happens there while they wait?
Buyer: They send bigger print jobs to Calgary.
You: Who else needs to look at a change?
Buyer: IT checks the equipment. Finance signs the agreement.
You: Our service manager can check the Red Deer coverage with you. Would ten minutes help you see whether we should be part of the review?
Buyer: Just send a price.
You: I can get the team to prepare a quote once they know the equipment and service you need. Is the Red Deer response time the main thing you want addressed?
Buyer: Yes. We need to know someone can actually get there.
You: Then would a short call with our service manager on Tuesday help? We can check coverage first and agree what the quote needs to include.
Buyer: Tuesday afternoon works.
You: Would two Mountain time work?
Buyer: Yes.
You: What’s the best work email for the invite?
IF THE REVIEW IS LATER
Buyer: We won’t look at this until next September.
You: Would it be useful if I called in September, or do you have it covered?
Record a callback only if they agree. Ask for the year and a suitable week.
IF HEAD OFFICE OWNS THE AGREEMENT
Buyer: Procurement handles the whole fleet.
You: Who can tell me when they review copier suppliers?
Follow the route provided. Do not book a local equipment review without the owner’s involvement.
IF THEY DO NOT KNOW THE DATES
Buyer: I’d have to find the agreement.
You: That’s fine. Who usually keeps it?
Record the dates as unknown until the buyer confirms them.
IF THE CURRENT ARRANGEMENT WORKS
Buyer: We’re happy with it and aren’t looking.
You: Understood. Thanks for your time. I’ll leave it there.
A copier sales call should establish who owns the agreement and when they compare suppliers. Ask about one service or equipment requirement, then agree on the next step. Keep the buyer’s review window, lease expiry and notice terms in separate fields.
A buyer may know when they want to compare options while being unsure when the lease ends. Ask about each separately. The next conversation should address the stated service or equipment need.
1
When do you normally compare suppliers before the agreement renews?
2
Which offices does that agreement cover?
3
What would you want to work better with the next supplier?
4
Who else needs to look at an equipment or service change?
5
What contract dates have you confirmed so far?
Choose the next step from the buyer’s answer
Active review and a relevant requirement
Agree what a specialist will check, who should attend and when to meet.
Future review
Ask for permission to call in the buyer’s review window. Record the month and year.
Central agreement
Follow procurement’s supplier route and record the local contact’s role.
Covered or no interest
Close the record when the buyer has no need or asks for contact to stop.
From the call to the CRM
A copier lease-review worksheet with the unknowns visible
Illustrative completed example from the call. CallTeam created this fictional record to show what the dealer knows before the meeting and what the buyer still needs to verify.
Sites and devices
Calgary has two copiers. Red Deer has one. Counts were stated by the office manager. Models, usage and separate site agreements are unknown.
Buyer’s requirement
“Red Deer waits longer.” When its copier is down, larger jobs go to Calgary. Actual service commitments and response history still need checking.
Supplier review window
The office manager says the supplier review is starting now. No evaluation deadline was given.
Lease and notice information
The buyer thinks the lease ends in April. Year, exact expiry date and document source are unconfirmed. Notice terms are unknown. Ask the agreement owner to verify them.
Decision roles
Office manager coordinates the review, IT checks equipment and Finance signs. The final supplier-selection process needs confirmation.
Agreed next step
Ten-minute call with the service manager on Tuesday at 2 p.m. Mountain time. Confirm the calendar date and work email. Check Red Deer coverage and agree the scope for a quote.
Blank copier lease-review worksheet
Site and devices — [one entry per office, count, ownership and known service scope]
Buyer’s requirement — [their words and the affected work]
Supplier review window — [month/year, review owner and confirmation source]
Lease expiry — [exact date and year, or unknown]
Notice terms and date — [verified agreement details, or unknown]
Date evidence — [who confirmed, document checked, check date]
Decision roles — [office contact, IT, procurement and sign-off]
Agreed action — [information, callback, meeting, referral or close]
Next owner and date — [calendar date, time zone and confirmed contact details]
What to say next
When they have a lease, a supplier or a central buyer
“We are still in a lease.”
“When do you normally compare suppliers before it renews?” If the buyer has a future review, ask whether a callback then would be useful. Do not assume they can exit the lease early.
“Our current supplier is fine.”
“Understood. Thanks for letting me know.” If they have no review or unmet requirement, close the call. A working supplier relationship can remain the right choice.
“IT or head office handles it.”
“Who can tell me when they review copier suppliers?” Record the agreement owner and the permitted supplier route. The local office may only report service issues.
“Send me your cheapest price.”
“Which equipment and service would the quote need to cover?” Clarify the site, devices and support requirements. Ask the quoting team to state what is included once the scope is confirmed.
Make it yours
A blank copier script, routing call and voicemail
Fill-in copier sales script
Adapt the questions to the dealer’s actual service area and offer.
Hi [Name], it’s [Rep] at [Dealer]. We supply [equipment and service]. Who looks after the copier agreement at [Office]?
[If they already have a supplier.]
When do you normally compare suppliers before it renews?
[If a review is relevant, ask one at a time.]
Which sites does the agreement cover?
What would you want to work better?
Who else needs to look at a change?
[If there is a need you can assess.]
Our [specialist] can check [buyer’s requirement]. Would ten minutes help you see whether we should be part of that review?
[If the timing is later.]
Would a call in [buyer’s review month] be useful?
[If they are covered.]
Understood. Thanks for your time.
Reception or procurement routing call
Identify the agreement owner before discussing equipment.
Hi, it’s [Rep] at [Dealer]. Who handles your copier supplier agreements?
[If a central team owns the agreement.]
Who can explain when they review print suppliers and how a dealer can be considered?
[If procurement provides a process.]
Thank you. Where can I find the requirements for that review?
Copier sales voicemail
Keep the message tied to the supplier review.
Hi [Name], it’s [Rep] at [Dealer]. I’m calling to find out when [Company] next reviews its copier supplier and whether you’re the person who handles that. You can reach me at [number]. Again, [Rep] at [number].
Questions about copier and managed print sales calls
What is a useful opening for a copier sales cold call?
Give your name, dealership and service, then ask who looks after the copier agreement. Once you reach the owner, ask when they compare suppliers. That establishes responsibility and timing before you discuss equipment.
How do you respond when the buyer already has a copier lease?
Ask when they review suppliers before renewal. If the review is later, request permission for a callback in that window. Leave lease expiry and notice terms unconfirmed until the buyer checks the agreement.
What should a managed print services caller qualify?
Identify the sites, equipment scope, agreement owner, service requirement, supplier review window and people involved in a decision. A later assessment can confirm device usage, invoices, service scope and contract details with the buyer’s permission.
Can I copy this copier sales script for free?
Yes. The full call, fill-in script and blank review worksheet are available without a form. Replace the dealer, office and service details with accurate information before using them.
Can CallTeam generate leads for an office equipment dealer?
CallTeam can scope a calling campaign to find relevant office accounts, identify agreement owners and qualify supplier review timing. The handoff records the buyer’s requirement, the sites in scope and an agreed next action for the dealer’s sales team.
Editorial and source notes
How CallTeam put this script together
CallTeam wrote the conversation and lease-review worksheet as illustrative sales tools. The Xerox checklist informs the assessment fields. It provides industry context for a later review. The fictional office dialogue is CallTeam’s own example.
Xerox managed print assessment checklist. Lists assessment inputs including site scope, device inventory, usage, service invoices and lease details. These are inputs for a later buyer-approved assessment.
Need someone to call office accounts for your dealership?
CallTeam researches suitable offices in your service area, reaches the person responsible for the copier agreement and checks the supplier review window. Callers record the site, the buyer’s requirement and the next action they agree to. Your team gets a clear purpose for a booked conversation, with contract details marked for confirmation where needed.
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