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How to tackle the VAT increase for private schools

As of January this year, the government removed the VAT exemption for education and boarding services provided by private schools, making them subject to a 20% VAT rate.

This has had a significant impact on these institutions, causing one school to sadly close its doors after 127 years. It is no wonder that many schools are seeking ways to reduce their running costs. From energy bills to staff expenses, every penny saved can make a tangible difference. One often-overlooked area of potential savings? Printing.

In this blog, we will provide you with actionable steps to reduce printing costs and mitigate the VAT increase on private schools.

1. Re-evaluate your printing strategy

Most schools print thousands of pages per month; lesson plans, worksheets, newsletters, and admin documents. But traditional laser printers can be costly to run due to high energy usage, expensive toner, and frequent maintenance.

Switching to a RISO inkjet printer, such as the ComColor series, offers an immediate impact on costs:

  • Low running costs per page – Thanks to cold printing technology and fast throughput.
  • Reduced energy consumption – Unlike laser printers, RISO printers use heat-free technology, significantly lowering your electricity bill.
  • Minimal maintenance – RISO devices are built for high-volume printing with fewer moving parts, resulting in fewer breakdowns and lower service costs.

Case study: One primary school in the West Midlands reduced their spend by 20% after switching to a RISO ComColor system.

2. Go paper-lite… but not paperless

While it’s tempting to go fully digital, the reality in most schools is that printed materials still play a vital role. Instead of eliminating printing, use it smarter:

  • Encourage double-sided (duplex) printing.
  • Print in black and white when colour isn’t needed.
  • Utilise digital homework submission tools to reduce the need for bulk printing.

Additionally, monitor usage with print management software to identify and address wasteful habits across departments.

3. Cut energy waste

Energy prices are at historic highs, and when combined with the VAT increase for private schools, it is essential to reduce your energy expenditure. Here’s how schools can reduce their energy consumption:

  • Switch to LED lighting throughout the building.
  • Install motion sensors in low-traffic areas, such as storerooms and corridors.
  • Set thermostats to an efficient, consistent temperature (typically around 18–20°C in winter).
  • Review contracts with your utility provider and consider group buying schemes through education procurement platforms.

Bonus tip: RISO printers consume up to 91% less energy than conventional laser devices, making them another easy win for your energy strategy and meeting your green credentials!

4. Review your contracts regularly

Are you getting the best deal from your suppliers? Periodically reviewing and renegotiating contracts for essentials like stationery, catering, cleaning, and IT services can uncover hidden savings.

Framework agreements through procurement networks, such as the Crescent Purchasing Consortium (CPC), can provide cost-effective, education-focused solutions, including those for printing technology.

5. Empower staff to save

Involve your staff in cost-saving initiatives:

  • Provide training on energy and resource efficiency.
  • Introduce staff suggestions schemes with incentives.
  • Celebrate departments that demonstrate savings or innovate on budget use.

When teachers and admin teams understand how their everyday actions affect the school budget, savings often follow naturally.

The takeaway

With rising school fees, cost-effective printing has never been more critical and can potentially help you save thousands. By implementing these tips, you can help your school mitigate the effects of the new VAT rules, leaving more money for the things that matter. 

Ready to reduce your printing costs? Book a free demo with RISO today. We bring the printers to you, you don’t even have to leave the school site!Or, for more information, get in touch with a member of our team who will be happy to help you.