Toner pirates are scammers who call businesses pretending to be a copier or printer supplier. Their goal is to pressure you into buying overpriced toner, or to trick you into accepting an order that was never approved.

Unfortunately, these calls are common. They’re designed to sound urgent and convincing — often arriving at the worst possible moment, when someone is juggling ten other priorities.

If a caller says anything like this, pause and verify before taking action:

“Your toner prices are going up! You need to order today.”

When in doubt, don’t take the bait.

Why Toner Pirates Are a Real Risk for Businesses

Toner pirate scams are more than just an annoying phone call. When these tactics work, they can create big problems for businesses, including:

• Significantly inflated costs for toner that’s often priced far above market value
• Unauthorized purchases that bypass internal approval processes
• Disrupted operations when the wrong or incompatible toner shows up
• Time-consuming disputes involving invoices, returns, and repeated follow-up calls
• Ongoing harassment, as scammers tend to resell contact information once they’ve made contact

These scams rely on urgency, confusion, and the assumption that “someone else must have approved it.” Even well-run organizations can fall victim — especially when staff are busy or new to ordering supplies.

That’s why education, clear purchasing policies, and a reliable supply partner play such an important role in protecting your business.

Seven Red Flags

If a caller does any of the following, it’s a strong indicator you’re dealing with a toner pirate:

🚩Claims you’ve done business together before

🚩Asks to be transferred to “the person who orders supplies” without knowing their name or department

🚩Refuses to provide pricing in writing

🚩Requests your copier model or serial number

🚩Avoids giving a clear, upfront price

🚩Offers a “free gift” as an incentive to order

🚩Won’t provide a legitimate business address or phone number

What To Say on the Phone

You don’t need to argue or explain. A clear, direct response is best:

“You are not our copier company. Do not call me again.”

Then hang up.

If you’re unsure whether a call is legitimate, contact your trusted supplies partner directly to verify before placing any order.

If Toner Shows Up That You Didn’t Order

This situation is frustrating, but it’s important to handle it correctly. Take these steps in order:

1. Do not open the box. Keep it sealed!
2. Do not pay the invoice
3. Dispute the charge in writing, using language such as:
   
   “This merchandise was not ordered. We are disputing this invoice.”
   
   
4. Return the shipment unopened
• Even if the sender doesn’t respond, ship it back and keep the tracking information
5. Document everything
• Invoice, packing slip, call details, and tracking number

Situations like this often highlight how confusing toner ordering can be. A clear understanding of what’s standard (and what isn’t) can make it easier to spot issues quickly. Check out our Ink and Toner: Common Things to Know blog to learn more — before an unexpected shipment arrives!

Helpful Resources

• For additional insight into common scams targeting offices:
• Fraudulent Telemarketing
• Cyber Extortion: 4 New Ways Cybercriminals Are Ripping Off SMBs
• File a complaint with the Minnesota Attorney General:
• File a Complaint

Questions or a Suspected Scam Call?

One of the best ways to avoid toner pirate scams is having a supplier who knows your business and looks out for it.

If you receive a suspicious call or have questions about an order, contact your supply rep at Coordinated Business Systems:

Shannon Kehrer
📧 shannonk@coordinated.com
📞 952-894-9460

Tammy Sertich
📧 tammys@coordinated.com
📞 715-392-6221

We’re always happy to help you verify before you commit.