Toner Scams: Are Toner Pirates at it Again?

Updated May 5, 2025

Recently, many businesses have fallen victim to scammers peddling overpriced toner. These fraudsters often pose as legitimate suppliers, offering deals that turn out to be more expensive than necessary, and companies end up with hefty bills for supplies they didn't need. We’re here to help you recognize and avoid these toner scams, keeping your business secure and free from unnecessary expenses.

Toner Scam Tactics

By understanding common toner scam methods, you can better protect your organization from falling victim to these fraudulent schemes. Here are a few common toner scam tactics:

Pretender: The caller pretends to be your regular supplier or the manufacturer. They might claim that prices are increasing or that they have a surplus of the product.
Phony invoice: The caller gathers an employee's name and address to ship and bill unordered supplies.
Gift horse: The caller tricks an employee into accepting a gift and identifying the supplies used. They then send overpriced, unordered merchandise followed by an invoice with the employee’s name, hoping the business will feel obligated to pay the invoice.
Invoice collection: Scammers send repeated invoices, often stamped "Past Due" to pressure the business into sending a payment. They may claim they will report to bogus collection agencies and threaten legal action.
Brush off: If the business complains about the unordered supplies or the high prices, the scammer may try to: 1. Bully the business with threats of legal action, 2. Negotiate a reduced price, or 3. Charge for returned items citing restocking fees.

Steps to Avoid Toner Scams and Other Office Supply Fraud

Here are some steps to help you avoid toner scams and protect your office from other unnecessary expenses:

1. Know your rights

If you receive supplies or bills for services that you didn’t order, don’t pay, and don’t return the unordered merchandise. Treat any unordered merchandise as a gift. It is illegal for a seller to send bills or dunning letters for merchandise you didn’t order or ask you to return the merchandise if the seller offers to pay the shipping cost. The contract is nonbinding if the company misrepresented themselves as your normal supplier.

2. Assign designated buyers and track purchases

Develop standardized buying procedures and assign designated buyers to manage purchases. This ensures that all office supply orders are made through trusted sources, minimizing the risk of falling victim to scams.

3. Check documentation

Verify all documentation thoroughly before paying bills. By ensuring that each invoice and bill is accurately checked against orders and deliveries, businesses can protect themselves from fraudulent charges.

4. Train staff

Educate your staff on how to respond to telemarketers with statements like, "I’m not authorized to place orders," and refer the caller to the appropriate person in purchasing.

“We have heard it before - toner scams that start with a simple phone call or invoice. Before you give out any information or place an order, always check with your trusted print provider. We’re here to help you avoid these traps and make sure your supplies come from a reliable source,” said Adam Bragee, EO Johnson Account Executive.

Common Toner Scam Questions - We've Got Answers

We have compiled a list of frequently asked questions to help you identify and avoid toner scams effectively.

Toner scams involve fraudulent schemes where scammers misrepresent themselves as legitimate suppliers, offering special deals on toner and other office supplies. These scams can lead to businesses paying significantly higher prices for supplies they do not need.

You can identify a toner scam if the caller pretends to be your regular supplier, offers unsolicited special deals, sends phony invoices, or pressures you to accept unordered merchandise. Always verify the authenticity of the caller and the products being offered.

If you receive unordered supplies, treat them as a gift. It is illegal for the seller to demand payment or request the return of the merchandise if you did not order it. Do not pay any invoices related to unordered supplies.

We don’t recommend using unordered supplies. They may be of lower quality and damage your equipment.

Protect your business by assigning designated buyers, tracking purchases, checking all documentation before paying bills, and training your staff on how to handle telemarketing calls. Know your rights and do not fall for scammers' tactics. Consider enrolling in automatic toner replenishment programs.

It’s a good idea to contact authorities, including the Better Business Bureau, the Federal Trade Commission, and the U.S. Postal Service. Also let your print provider know.

EO Johnson’s Toner-Inclusive Service Contracts and Automatic Replenishment

As a managed print provider, our clients who are under a general maintenance or print management contract benefit from toner-inclusive agreements. This means that the cost of toner is already factored into their agreement, with no additional charges when they order toner. We do not call clients soliciting toner orders. Instead, clients place their orders with us either online or by phone.

Even better, businesses enrolled in EO Johnson's automatic replenishment program can enjoy the convenience of having toner supplies arrive just when they are needed, without the hassle of placing individual orders. This proactive approach not only saves time and ensures that operations run smoothly but also provides peace of mind by guaranteeing that toner supplies come from a trusted and verified source. With automatic replenishment, businesses can confidently avoid falling victim to toner scams, knowing that EO Johnson has their best interests at heart and that their supplies are both legitimate and cost-effective.

Take control of your print management! Contact us today to learn more about how our managed print services can save your business time, money, and hassle.