Publish date: 11.08.25

Choosing a managed print services provider is more than just selecting printers. It is about securing a reliable partner who will optimise your print environment, reduce costs, enhance security, and offer long-term flexibility.

At Landscape, our UK-based Managed Print and IT Managed Services team has seen first-hand the difference informed decision-making can make. This managed print buying guide will give you a practical MPS checklist to use before you sign a contract.

What’s Included in the Service Agreement?

It is essential to clarify exactly what is included in your agreement. Some MPS packages cover hardware, supplies, servicing, and software integration in a single monthly cost, while others charge extra for maintenance visits or replacement parts. Confirm in writing what is and is not included, so you do not face unpleasant surprises later.

How Will This Reduce My Total Cost of Ownership (TCO)?

A strong MPS should lower both your direct and hidden costs across the lifetime of the contract. Managed Print Services can cut print-related spending by up to 40% through optimising devices, streamlining supply chains, and preventing overproduction. Many UK businesses that adopt MPS see cost savings of between 10% and 30% according to industry research.

How Is Security Managed?

Printers and multifunction devices are often overlooked in cybersecurity strategies, yet they can be gateways for data breaches if left unprotected. Confirm whether your MPS provider offers user authentication, data encryption, secure print release, and regular firmware updates. These measures help safeguard sensitive data and maintain GDPR compliance

Can the Service Grow with My Business?

Your printing needs may change dramatically in the next few years. Ensure your agreement allows for scaling hardware, adjusting software licences, and updating services in line with business growth. The global MPS market is forecast to grow from USD 47 billion in 2023 to over USD 70 billion by 2030, with an average annual growth rate of between 7% and 10% (researchandmarkets.com). This growth reflects the increasing flexibility and scalability expected by modern organisations.

What Reporting and Analytics Are Provided?

Visibility into your print usage is essential for control and efficiency. Ask whether your provider offers regular or real-time reports that highlight trends, pinpoint inefficiencies, and suggest cost-saving changes. A transparent reporting structure turns raw data into actionable insights.

How Will You Support My ESG Goals?

Sustainability is no longer just an environmental concern. Many UK businesses are setting ESG (Environmental, Social, and Governance) targets that must be reflected in their supplier partnerships. A credible MPS partner should help you deliver measurable progress in all three areas.

Environmental
Look for providers offering energy-efficient devices, paper-reduction strategies like duplex printing, and responsible recycling of consumables and hardware. Some MPS contracts can help reduce paper use by 30% or more, directly lowering your carbon footprint.

Social
Suppliers should demonstrate ethical practices, community engagement, and employee wellbeing programmes. This can include supporting local charities, offering inclusive recruitment policies, and ensuring fair labour practices across the supply chain.

Governance
Strong governance includes transparent pricing, compliance with data protection laws, and regular performance reporting. Your provider should also be willing to share documentation on their ESG policies and certifications, such as ISO 14001 for environmental management or ISO 27001 for information security.

By embedding ESG criteria into your MPS buying checklist, you ensure your supplier aligns with your organisation’s values and contributes to long-term corporate responsibility goals.

Who Will I Be Dealing with Day-to-Day?

A successful MPS partnership depends on effective communication. Ask whether you will have a dedicated account manager, what response times to expect, and if both remote and on-site support are available. A responsive support team minimises downtime and improves your operational continuity.

Why Landscape Stands Out

At Landscape, we deliver Managed Print Services that are transparent, flexible, and designed to integrate with your IT infrastructure. Our UK-based team also provides IT Managed Services, meaning you benefit from a complete workplace technology solution. We actively support ESG objectives through responsible recycling, energy-efficient device deployment, and ethical business practices.

Our award-winning helpdesk is known for rapid response, clear communication, and a first-time fix rate that keeps customer downtime to a minimum. This commitment to exceptional service is one reason why so many of our clients remain with us for the long term.

We are also proud to have been awarded the EcoVadis Bronze Medal, recognising our dedication to sustainability, ethical business operations, and social responsibility. This independent accreditation places us among the top-rated companies in our industry for ESG performance.

Download Your MPS Buyer’s Checklist

We’ve provided a ready-to-use Managed Print Services checklist you can take to your next supplier conversation, which you can download here.