How to Transport a Printer: Packing and Moving Tips

Why Moving a Printer Requires Extra Care

Printers are more delicate than they look. The paper path, scanning unit, and print head contain precision parts that can shift or break when jostled. Ink and toner are prone to leaking, and a drum unit can lose its charge if handled roughly. Taking a few minutes to prepare the machine before you move it can save you from expensive repairs or a replacement purchase.

The main risks are physical damage to the chassis, misalignment of optical components, and clogged or damaged print heads. Laser printers have additional concerns: toner can spill inside the machine, and the imaging drum can be scratched. Inkjet printers must be kept with the print head capped to prevent drying, but moving with cartridges installed can cause leakage. Following the steps below protects your investment and keeps the printer working after the move. If you are moving to a new office, see our guide on home office vs small business printers to ensure the new space is properly set up.

Before You Move: Power Down and Clean

Start by turning off the printer and unplugging it from the wall and any device. Wait a few minutes if it has been used recently; internal parts may be warm. Remove any USB or Ethernet cables, and if you have a wireless connection, note your network settings or write down the Wi‑Fi password if you will need to reconnect after the move.

• Power down and unplug.
• Remove all cables and close any open ports with the original covers.
• Remove paper from all input trays and the output bin.
• Clean the paper dust from the exterior and around the trays using a dry cloth.

Remove Toner, Ink, and Drums

Ink and toner cartridges are the most likely to leak during transit. Ink cartridges for inkjet printers should be removed if you are moving over a long distance or if the printer will be tilted. Many manufacturers recommend keeping them in their sealed wrappers or in a plastic bag. For laser printers, the toner cartridge often contains the drum; you should remove the combined unit and keep it in its protective bag or box. If the drum is separate, take it out as well and protect it from light and impact.

Store the removed items in a safe place away from heat and moisture. If you are moving boxes separately, carry the printer upright and keep the cartridges with you rather than in the moving truck. This prevents the toner from settling and the ink from drying out during a long journey. For more detailed advice on handling individual consumables, see our guide on replacing toner cartridges and replacing ink cartridges.

Secure the Scanner, Trays, and Output Bins

All-in-one printers have a flatbed scanner with a glass top and a lid that can swing open. Secure the lid with a piece of tape or a strap to prevent it from flipping up during transit. The scanning unit itself may have a lock or a shipping screw; install it if your model includes one. Check the manual for any transport locks, which are often found on laser printers to hold the internal parts in place.

Output trays and paper guides are also vulnerable. Fold them in or remove them if they snap off, and place them in a separate bag. Some printers have a manual feed slot; tape it closed to stop debris from entering. If your printer has a duplexer, remove it if it is separate and pack it along with the printer. If your printer uses a separate drum unit, consult our guide on replacing a drum unit to know how to handle it safely.

Choose the Right Orientation: Upright or Flat

Most printers are designed to be transported upright, with the paper path in its normal line. Laying a printer flat on its side can cause ink or toner to move where it should not, and it may cause the print head to shift. The original box will show the correct orientation with an arrow or a 'this side up' label. If you no longer have it, place the printer on its back if the output tray is at the top, or on its side only when the manual specifically allows it. When in doubt, keep it upright.

For laser printers, the fuser unit can be damaged if the printer is turned upside down, so an upright position is almost always required. Inkjet printers with a flatbed scanner also need to stay upright to avoid stressing the hinge. In a moving truck, brace the printer against other items so it does not tip over. Secure it with straps or blankets. Understanding the differences between laser and inkjet construction can help: read our comparison of inkjet vs laser printers.

Pack the Printer in a Sturdy Box

The original box with its foam inserts is the safest option. If you do not have it, choose a sturdy cardboard box that gives at least two inches of space on every side. Fill the empty space with packing peanuts, bubble wrap, or crumpled paper. Make sure the printer cannot shift inside the box. Wrap the printer in a soft layer, but do not block the vents or ports. Add a layer of plastic to protect against moisture.

• Place the printer upright in the box.
• Fill all voids with cushioning material.
• Tape the box securely and mark 'Fragile' and 'This Side Up'.
• If you have multiple boxes, label them clearly.

Unpack and Test After the Move

Unpack the printer and give it time to reach room temperature if it has been in a cold truck. For laser printers, leave the toner cartridge out for at least an hour to avoid condensation. For inkjet printers, install fresh cartridges or reinstall the ones you removed. Plug the printer in, turn it on, and run a nozzle check or print a test page. This tells you whether the print head or drum is still aligned.

If pages come out blank, smudged, or missing colors, you may need to clean the print head or realign the printer. Many models have a self-cleaning routine you can start from the control panel or software. A few test prints should confirm that the printer is back to normal. If you moved to a new network, you will need to reconnect to Wi‑Fi. Modern printers support IPP Everywhere, which allows direct printing from many devices without additional drivers, as long as the printer and device are on the same network. You can also use the printer's touchscreen or a manufacturer app to set up the connection. For help with connectivity, see our guides on printer connectivity options and printer network protocols.

If You're Not Moving It: Recycle Responsibly

If you are replacing the printer rather than moving it, dispose of it responsibly. According to the EPA, used electronics should be recycled rather than thrown in the trash. Many local recycling centers accept printers, and some manufacturers offer take-back programs. Remove any ink or toner cartridges and recycle them separately. Check your local regulations for electronic waste collection events. If you are looking for a new printer, our best laser printers and best inkjet printers guides can help you choose a replacement that fits your needs.

What to pick for your move

Questions

Can I lay my printer on its side during transport?

Only if the manual explicitly allows it. Most printers should stay upright to avoid ink or toner leakage and to protect the print head and fuser. If you must lay it flat, place it on its back with the output tray at the top, and never turn it upside down.

Do I need to remove ink cartridges before moving?

Yes, especially for long moves or if the printer will be tilted. Ink cartridges can leak and dry out, clogging the print head. Remove them and store them in sealed plastic bags or their original packaging.

What should I do with the drum unit in a laser printer?

Remove it if it is separate from the toner cartridge. Keep it in its protective bag or box and place it away from light and heat. If the drum is part of the toner cartridge, remove the whole unit and handle it carefully.

How do I pack a printer without the original box?

Choose a sturdy cardboard box that is at least two inches larger on each side than the printer. Use bubble wrap, packing peanuts, or crumpled paper to fill all voids. Secure the printer upright and mark the box as fragile with 'This Side Up' labels.

Why does my printer show a paper jam after moving?

This is often caused by a piece of paper left in the rollers or by a misaligned paper tray. Check the input and output trays for stray paper, and open the jam access door to remove any obstruction. Run a test page after clearing the jam.

Should I ship a printer by courier?

Yes, but you must pack it properly to withstand handling. Use the original box or a double-walled box with heavy cushioning. Remove all consumables, secure the moving parts, and clearly label the package as fragile. Consider insurance for high-value printers.