If you’re tired of mystery print costs, overflowing copiers, and “I didn’t know” excuses, you’re ready for a print policy template you can actually hand to your team and say, “Use this.” In this guide, we’ll break down what a practical print policy looks like, then give you a ready-to-copy version you can customize for your office.
Carolina Business Technologies, Inc. works with offices every day that are drowning in print waste and surprise toner bills. The good news? A simple, clear policy goes a long way toward fixing that.
Why Your Office Needs a Print Policy (Even If You’re “Mostly Digital”)
Most teams assume “we don’t print that much,” until the monthly bill hits.
A clear print policy helps you:
Cut waste and unnecessary color prints
Protect sensitive information left on printers
Reduce toner, paper, and maintenance costs
Keep your devices available for real work, not personal projects
Get everyone on the same page with expectations
You don’t need a 20-page manual. You need something short, readable, and easy to enforce.
What a Good Print Policy Covers
Before we jump into the template, here are the core areas every policy should hit:
Who can print, copy, and scan
Are all employees allowed full access?
Do some teams have color or high-volume privileges only?
What can be printed
Work-related vs. personal use
Prohibitions on offensive, illegal, or confidential personal printing
Color vs. black and white
When color is allowed
When black-and-white is required
Single-sided vs. duplex (double-sided)
Default to duplex to cut paper usage
Exceptions for legal or special documents
Confidential and sensitive documents
Secure print/release requirements
Rules for picking up documents promptly
What to do with misprints or abandoned pages
Cost awareness and accountability
Making teams aware that printing has a real cost
Optional: department cost reporting or monthly print summaries
Maintenance and support
Who to contact for paper jams, toner, or tech issues
Basic do’s and don’ts (don’t yank paper out, don’t remove parts, etc.)
Compliance and consequences
Reminder that misuse can lead to restricted access or discipline
Focus on education and coaching first
Now let’s turn that into a plug-and-play policy you can adapt in minutes.
Copy-and-Customize Print Policy Template
Below is a simple print policy template you can copy into a Word or Google document and customize for your company.
[Your Company Name] – Print & Copy Policy
Effective Date: [Insert Date]
Applies To: All employees, contractors, and temporary staff
1. Purpose
The purpose of this Print & Copy Policy is to:
Control printing and copying costs
Reduce waste and unnecessary printing
Protect confidential and sensitive information
Keep our devices available and reliable for daily business use
Our printing equipment is a shared business resource. Please use it responsibly.
2. Scope
This policy applies to all printers, copiers, scanners, and multifunction devices (MFPs) owned, leased, or managed by [Your Company Name], including any devices managed through our print partner, Carolina Business Technologies, Inc.
3. Acceptable Use
Printing and copying should be primarily for business purposes.
Occasional personal printing is allowed only with manager approval and must be minimal.
It is strictly prohibited to print, copy, or scan:
Offensive, discriminatory, or inappropriate content
Illegal materials or copyrighted content without permission
Personal, confidential, or financial documents unrelated to work (e.g., tax returns, legal docs)
4. Color vs. Black & White
Default setting: All devices should default to black-and-white printing.
Color printing is to be used only when necessary, such as:
Client-facing presentations
Marketing materials
Visual reports where color is essential for understanding
If color is not required, please select black-and-white before printing.
5. Single-Sided vs. Double-Sided (Duplex)
Default setting: All devices should default to double-sided (duplex) printing to reduce paper usage.
Single-sided printing should only be used when:
Required by legal or compliance standards
A document will be scanned or faxed and duplex causes issues
Your manager specifically requests single-sided output
6. Print Only What You Need
Before you print, ask:
Do I really need a paper copy?
Can this be emailed, shared digitally, or stored in our document system instead?
Can I print only the pages I actually need?
Whenever possible, avoid printing:
Full email threads
Draft versions that can be reviewed on screen
Large documents when a small section will do
7. Confidential and Sensitive Documents
To protect our clients, employees, and company:
Use secure print / PIN release (if enabled) when printing:
HR documents
Financial reports
Client records
Any document labeled “Confidential”
Do not leave documents sitting on trays. Pick up your print job immediately.
Shred confidential misprints or extra copies using approved shredders or shredding services.
Never leave documents containing sensitive information in common areas, on top of devices, or in recycling bins.
8. Scanning & Emailing
Use scanning instead of printing and copying whenever possible.
When scanning to email:
Double-check the recipient’s address.
Avoid sending confidential information externally unless authorized and secured (e.g., encryption, secure portals).
9. Device Care & Reporting Issues
To keep our equipment reliable:
Do not attempt major repairs or pull on jammed paper with force.
If you experience:
Repeated paper jams
Error messages
Streaky or faded prints
Low toner or empty trays
Please report the issue to [IT/Office Manager Name or Department] or follow the posted instructions near the device.
Do not move, unplug, or reconfigure devices unless authorized.
10. Monitoring & Cost Management
Print and copy usage may be monitored by user, department, or device to identify waste and manage costs.
Large or unusual print jobs may be reviewed, and employees may be asked to explain or adjust their usage.
Departments may receive monthly summaries of print usage to help track their costs.
11. Policy Compliance
We expect all employees to follow this policy in good faith. Repeated or intentional misuse of printing resources may result in:
A reminder and coaching
Restricted access to certain devices or features (e.g., color printing)
Further disciplinary action, if necessary
If you are unsure whether something is allowed, please ask your manager or HR before printing.
12. Questions & Support
For questions about this policy or help with printers, copiers, or scanners, contact:
[Contact Person or Department]
Phone/Extension: [Insert]
Email: [Insert]
For more information on secure, cost-effective print environments, you can also review this external resource on secure printing best practices: Secure Printing and Document Security Guide
How Carolina Business Technologies, Inc. Can Help
A written policy is a great start, but tools and devices have to support it.
Carolina Business Technologies, Inc. can help you:
Set device defaults to black-and-white and duplex
Enable user authentication and secure print release
Track print usage by user or department
Lock down color and high-volume printing to specific roles
Standardize devices across locations so your policy actually sticks
If you don’t have time to build all this from scratch, you can start by customizing the template above, then let your print partner help you implement it on your actual fleet.
Next Step: Make the Policy Real
Here’s a simple rollout plan:
Customize the template with your company name, dates, and contacts.
Review with leadership, HR, and IT to confirm what’s realistic.
Align your printer settings (defaults, secure print, color limits) with the policy.
Train your team—a short email plus a 10-minute meeting is enough.
Follow up after 30–60 days with reminders and any cost-savings wins.
Start simple. You can always refine it later. What matters most is that your team has clear, written expectations—and that your devices are set up to support those expectations, not work against them.
If you’d like help turning this policy into a real-world, cost-saving print strategy, Carolina Business Technologies, Inc. is ready when you are.