Best Printers for Small Offices: A Simple Guide to the Right Choice
Running a small office comes with its unique set of challenges—from limited space to budget constraints. That’s why choosing the best printers for small offices is more than just a matter of brand preference. You need efficiency, reliability, and affordability—all in one machine.
In this guide, we’ll help you discover what to look for and recommend the top printer models that suit small office setups. Whether you print daily reports, marketing materials, or invoices, there’s a perfect printer out there for you.
Why the Right Printer Matters in a Small Office
In a small office, every resource counts. A good printer is not just a tool—it’s a partner in productivity. If your printer is slow, prone to paper jams, or expensive to maintain, your entire workflow can suffer.
Choosing the best printers for small offices ensures:
Faster printing with less downtime
Lower maintenance and supply costs
Better quality output
Multifunction capability (print, scan, copy, fax)
When chosen wisely, a small office printer can significantly boost your team’s efficiency and lower operating costs.
Key Features to Look for in Small Office Printers
Before diving into model recommendations, here are the top features you should consider:
1. Compact Design
Small offices usually have limited desk or floor space. Choose a printer with a compact footprint but no compromise in performance.
2. Print Speed
Look for a model with at least 20 pages per minute (PPM) for monochrome and 15 PPM for color printing. Speed matters when multiple people are sharing the same printer.
3. Cost per Page
Evaluate not just the upfront cost of the printer, but the long-term expenses of ink or toner. Laser printers generally have a lower cost per page than inkjets.
4. Connectivity
Wi-Fi, USB, Ethernet, and mobile printing options like AirPrint or Google Cloud Print make it easier for your team to print from various devices.
5. Multifunction Capabilities
A printer that also scans, copies, and faxes can eliminate the need for additional devices—saving space and money.
6. Paper Handling
If your office handles heavy printing, look for printers with larger input trays and automatic duplex printing to save on paper.
Recommended Best Printers for Small Offices
We’ve rounded up top-performing printers that are ideal for small office environments. These models are reliable, space-efficient, and highly rated for office use.
1. Brother HL-L2395DW – Best Budget Laser Printer
This monochrome laser printer is a favorite among small offices for its affordability and functionality.
Key Features:
Print speed: 36 PPM
Wireless and mobile printing
Flatbed scanner
250-sheet paper capacity
✅ Perfect for black-and-white document printing
✅ Affordable toner replacements
Learn more about high-speed printers for office use that increase output with minimal wait time.
2. HP OfficeJet Pro 9025e – Best Inkjet All-in-One
If your office needs color prints regularly, the OfficeJet Pro 9025e offers professional color quality at a reasonable price.
Key Features:
Print, scan, copy, and fax
24 PPM (black), 20 PPM (color)
Dual paper trays and duplex scanning
HP+ smart features and 6 months of free ink with subscription
✅ Ideal for marketing materials or color-rich presentations
✅ Compact for an all-in-one device
3. Canon imageCLASS MF445dw – Best for Heavy Duty Use
This laser all-in-one printer delivers high performance without taking up too much space.
Key Features:
40 PPM print speed
Large touchscreen control panel
Wireless and mobile printing
Heavy-duty monthly duty cycle
✅ Built for workgroups with higher printing volumes
✅ Reliable for years of consistent use
Explore more top printer brands for office use that consistently deliver quality and value.
4. Epson EcoTank ET-3850 – Best for Low Ink Costs
Known for its refillable ink tank system, this printer is an eco-friendly and cost-effective solution for small teams.
Key Features:
Cartridge-free printing
Wireless printing and scanning
250-sheet paper tray
Auto 2-sided printing
✅ Saves you up to 90% on ink costs
✅ Good for small offices with moderate color printing needs
Learn more about the best printers for small offices that combine form and function perfectly.
Comparing Inkjet vs Laser for Small Offices
| Feature | Inkjet Printers | Laser Printers |
|---|---|---|
| Print Quality (Color) | Excellent for photos and visuals | Best for sharp text |
| Speed | Slower | Faster |
| Cost per Page | Higher over time | Lower over time |
| Best For | Creative, marketing offices | Admin, finance, legal teams |
If you print mostly text documents, a laser printer is the better investment. But if color is essential to your operations, a quality inkjet can offer great value—especially models like Epson EcoTank.
Maintenance Tips to Maximize Printer Lifespan
Even the best printer can fall short without proper care. Here’s how to keep your office printer running smoothly:
Use it regularly – Avoid ink clogs by printing weekly.
Keep it clean – Dust and debris can cause jams and quality issues.
Update firmware – Keep your printer software updated for new features and bug fixes.
Buy genuine supplies – Use recommended ink or toner to avoid damage.
Final Thoughts
The best printers for small offices combine efficiency, affordability, and compact design. Whether you need an all-in-one workhorse or a budget-friendly print-only machine, there’s a model to match your business needs.
Before you decide, consider your office’s printing volume, need for color, and space constraints. Don’t just look at the price tag—think long-term about performance and operating costs.
For more recommendations and expert insights, visit our full guide to the best printers for small offices and explore other top printer brands for office use.
Is your business ready for a printer upgrade?
Explore rental and leasing options tailored for small businesses by contacting our team at Marga.biz. Whether you’re starting out or scaling up, the right printer can make a big difference.