Printers and photocopiers. If you run a law firm, having the right printer is like having the right kettle in the staff room – you don’t notice it until it stops working.
Whether you’re handling mountains of contracts, scanning ID documents, or putting together court bundles at the eleventh hour, your printer needs to be reliable, secure, and not cost a fortune every time someone hits “Print”. So, how do you pick the one that fits your firm?
Here’s the lowdown – no jargon, no fluff, just straight-up advice to help you make a smart choice.
Start With What You Actually Need (Not What a Salesperson May Tell You)
First things first – don’t just buy the biggest, shiniest thing on offer. Take a proper look at what your firm actually does day-to-day.
- How much are you printing each month? If you’re churning out reams of legal docs, look for something with a high duty cycle (fancy term for how much it can handle without breaking down).
- Black and white or colour? Most firms stick with monochrome for legal work – it’s cleaner, cheaper, and gets the job done. But if you’re creating marketing packs, or visual evidence, colour might be essential.
- Do you need scanning, copying, and faxing too? A multifunction printer (MFP) might be your best bet. Saves space, and you won’t need to hop between devices like it’s a 1990s office.
- Legal-size paper? Yep, some documents still come in 8.5 x 14. Make sure your printer doesn’t throw a tantrum when it sees one.
- Double-sided printing? Non-negotiable, really. Cuts down on paper and looks more professional.
- Fancy finishing options? Stapling, hole-punching, even booklet making – these can be a lifesaver if you prep your own court bundles.
Don’t Skimp on Security
Law firms deal with stuff that’s meant to stay private. That means your printer can’t be a weak spot.
Look for things like:
- Secure printing – Jobs only come out once you’ve authenticated at the machine (via PIN, swipe card, or even biometrics).
- Encryption – For both documents in transit and stored data.
- Audit logs – To track who’s printing what and when. Useful if you ever need to check who printed 400 pages of cat memes.
- GDPR compliance – No shortcuts here. If your printer stores data, it needs to do it properly.
Some newer models even let you set print permissions per user. So, no more trainees accidentally printing 200 pages of a client file.
Quality and Speed Matter – Especially When You’re on a Deadline
You don’t want to hand a judge a blurry contract, or wait 15 minutes while a client stands by the printer watching one page slowly crawl out.
- Laser printers are your friend here. They print sharp text and are built for speed. Inkjet can give you better image quality, but they’re slower and more expensive to run.
- Pages per minute (PPM) is a stat worth checking. Aim for at least 30-40 ppm for a medium-sized office. Bigger firms? Go higher.
Let’s Talk Money (Because Running Costs Sneak Up on You)
Buying a printer is a bit like buying a cheap car – the upfront cost might be low, but if it guzzles ink like a teenager raiding the fridge, it’s going to sting long-term.
Here’s what to keep an eye on:
- Cost per page – Check the price of toner or ink and how many pages each cartridge can do. Laser printers usually win this round.
- Energy efficiency – Some business models are surprisingly decent on this front. Look for Energy Star ratings or similar.
- Maintenance – What happens when it breaks? Are parts expensive? How long is the warranty?
Managed Print Services (MPS) can be worth considering too. They take care of the hardware, ink, and maintenance for a set monthly fee. Less admin, fewer surprises. Just make sure you read the small print.
Don’t Forget About Integration
Your printer shouldn’t be the one tool that doesn’t play nicely with everything else.
- Network-ready? Check it can easily connect to your Wi-Fi or Ethernet.
- Mobile printing? Handy for partners and staff who work from phones or tablets.
- Document management systems? If your firm uses one (like Clio, iManage, or NetDocuments), see if the printer integrates easily for scanning and uploading straight to client files.
Reliability Saves You from Tech Headaches
A cheap printer that constantly jams or breaks is a nightmare no firm needs. Look for something built for business use – not a home office model dragged into a law firm because it was on sale.
Check the recommended monthly print volume, not just the maximum duty cycle. The former is what the manufacturer thinks the printer can handle comfortably without it dying a slow, paper-jammed death.
And always check:
- Warranty length – Ideally next business day support if something goes wrong.
- UK-based support – Because no one wants to sit on hold for hours to a call centre halfway across the globe.
Keep It Simple for Your Team
Your staff shouldn’t need a degree in engineering to use the printer.
- Go for a model with a clear interface, preferably with a touchscreen.
- Easy-to-replace consumables – Nobody wants to be the one stuck trying to figure out which toner goes where during a busy morning.
- Remote monitoring and alerts – Some printers can email you when they’re low on toner or need servicing. It’s 2025, after all.
A Few Solid Printer Types to Look Into
If you’re looking for a place to start, here’s a rough guide based on law firm size and usage:
- Monochrome laser MFPs – Great for most firms. Efficient, fast, and cheap to run.
- Colour laser MFPs – More expensive but worth it if you print marketing materials or evidence photos.
- Inkjet MFPs – Can be great for colour, but watch out for high ink costs. Newer refillable tank models (like Epson EcoTank) are better value.
- Dedicated scanners – If you’re scanning all day long, a fast document scanner might be a better investment than relying on the MFP alone.
Brands to check out: HP, Brother, Canon, Xerox, Epson – all have solid options in their business lines.
What To Do Next
Here’s how to make sure you pick the right printer, not just a printer:
- Write down your printing needs – Volume, colour vs mono, scanning requirements, etc.
- Shortlist a few models – Look at what’s on offer from top brands. Check reviews from other law firms, not just office supply websites.
- Get hands-on if possible – Ask suppliers for a demo or trial. Some will let you test for a week or two.
- Compare running costs, not just sticker prices – That budget model might end up costing you more than a better one over a year.
- Ask about support and warranties – Especially if you’re in a smaller firm without in-house IT.
And if you’re really not sure where to start? Talk to a local print specialist who works with other law firms. They’ll know what tends to work (and what doesn’t).
The bottom line? Choosing a printer for your law firm isn’t glamorous, but it is important. Get it right, and it’s one less thing you have to worry about. Get it wrong, and it’ll drive you round the bend.
So take a bit of time, think through your real needs, and choose something built to make your working life that bit easier.
