How to Donate a Copier

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Electronics are filling our garbage dumps and leaking harmful chemicals into the ground, which negatively affects soil and water conditions. Many communities now hold special recycling days for computers, copiers, printers and other electronics. But before sending the equipment to the recycle bin, determine if it is in good working condition and warrants a second life. A donation to a local charity will help a group defray some costs to fulfill its mission.

Donating a Copier

Step 1

Ensure that the copier is in complete working condition, or whether a charity will accept it with certain defects. Be upfront on the condition and compatibility of the copier with other office equipment.

Step 2

Turn over any instruction books, accessories and cords/plugs that came with the copier during the original purchase. If anything is missing, obtain replacements from the manufacturer or a supplier.

Step 3

Learn if a warranty becomes void by the manufacturer or supplier when the equipment is donated. If the machine has a service contract, determine if you can transfer the remaining amount of time on the contract to the nonprofit.

Step 4

Locate nonprofits within your community that can benefit from a used copier and inquire if they accept donations. Nonprofits can include after-school programs, environmental organizations or houses of worship. Some organizations that perform human services work may not be considered nonprofits according to the tax code. These can include hospitals or quasi-government agencies.

Step 5

If easy to carry, deliver the copier to the nonprofit office, unless they specifically request that their organization must pick it up. If professional services are needed to deliver the copier, offer to incur that expense and ask the nonprofit to include the cost of delivery as part of the donation.

Step 6

Obtain a letter or receipt from the nonprofit on its letterhead that identifies the equipment, any related donated services and the agreed-upon value of the donation. This information may be used by a company or individual as a guide for tax deduction consideration on federal and local tax forms. All tax considerations must be in accordance with the tax code and the regulations that are in place at the time of the donation.


About the Author

Mike Virgintino began as a broadcast journalist and has been a marketing communications executive for more than 25 years. A graduate of Fordham University in New York, Virgintino has directed corporate, nonprofit and product branding initiatives for many leading companies and nonprofits. His articles have been published in a variety of trade magazines and American history publications such as Civil War News.

Photo Credits

  • Ryan McVay/Photodisc/Getty Images