How to Choose the Right Copier Paper: Complete Guide 2025
Using the wrong paper costs businesses thousands in wasted supplies, jammed copiers, and poor-quality prints. Learn how to choose paper that saves money and produces professional results.
Key Takeaways
- 20 lb (75 gsm) paper is standard for everyday office documents—it works in 95% of copiers
- 92-96 brightness is ideal for most business use—higher brightness improves readability
- Heavier paper (24-28 lb) for presentations, brochures, and two-sided color printing
- Wrong paper causes 80% of paper jams—moisture, curl, and dust are major culprits
- Buy OEM-certified paper when possible—it's tested for your specific copier brand
Understanding Paper Specifications
Paper has four main specifications that affect how it performs in your copier: weight, brightness, finish, and size. Understanding these helps you make informed decisions.
Paper Weight
Measured in pounds (lb) or grams per square meter (gsm)
20 lb (75 gsm)
Standard office paper. Lightweight, economical, works in all copiers.
24 lb (90 gsm)
Premium paper. Better for color, presentations, two-sided printing.
28 lb (105 gsm)
Cardstock-like. For brochures, certificates, high-end documents.
32 lb+ (120+ gsm)
Cardstock. For covers, invitations—check copier compatibility.
Brightness
Measured on a scale of 0-100
85-88 Brightness
Economy paper. Acceptable for internal memos and drafts.
92-94 Brightness
Standard business paper. Good contrast for most documents.
96-98 Brightness
Premium paper. Excellent for client-facing docs and color printing.
100+ Brightness
Ultra-bright. For photography, marketing materials, presentations.
Finish Type
Surface texture affects appearance and feel
Matte (Standard)
No gloss. Best for everyday documents, easy to write on, no glare.
Satin (Semi-Gloss)
Slight sheen. Good for brochures, enhances color vibrancy.
Glossy
High shine. For photos, marketing materials—check copier specs.
Paper Size
Standard sizes for North America and international
Letter (8.5" × 11")
Standard US business size. Most common.
Legal (8.5" × 14")
For legal documents, contracts, forms.
Ledger/Tabloid (11" × 17")
For large-format printing—verify copier supports it.
A4 (210mm × 297mm)
International standard. Slightly narrower/taller than Letter.
Step-by-Step Paper Selection Guide
Understand Paper Weight and Thickness
Paper weight determines thickness, durability, and how it feeds through your copier. Choose based on your document types.
Which Weight Should You Use?
Use 20 lb (75 gsm) for:
- • Everyday office documents, memos, emails
- • Internal reports and drafts
- • High-volume black & white printing
- • When cost savings is a priority
Use 24 lb (90 gsm) for:
- • Client-facing documents and presentations
- • Two-sided (duplex) color printing
- • Marketing materials and brochures
- • When professional appearance matters
Use 28+ lb (105+ gsm) for:
- • Certificates, awards, formal documents
- • Brochure covers and flyers
- • Business cards (if your copier supports it)
- • Highest-quality marketing materials
⚠️ Check Your Copier's Paper Specifications
Most copiers handle 20-28 lb paper without issue. Heavier cardstock (32+ lb) may require manual feed or may not work at all. Check your copier manual or settings for maximum supported paper weight to avoid jams.
Select the Right Brightness Level
Brightness affects contrast and readability. Higher brightness = whiter paper = better contrast for text and images.
Brightness Selection Guide:
85-88 Brightness (Economy Paper)
Acceptable for internal use, but may look dull or yellowish. Text contrast is adequate but not ideal.
Best for: Drafts, internal memos, temporary documents where appearance doesn't matter
92-94 Brightness (Standard Business Paper) ⭐ Recommended
Good white appearance with solid text contrast. This is the "sweet spot" for most office use—good quality at reasonable cost.
Best for: Daily business documents, reports, client correspondence, invoices
96-98 Brightness (Premium Paper)
Very white appearance with excellent contrast. Colors pop, images look sharper. Worth the extra cost for important documents.
Best for: Presentations, proposals, marketing materials, client-facing documents
100+ Brightness (Ultra-Premium)
Brilliant white. Exceptional for photography and graphic-heavy documents. Significantly more expensive.
Best for: Photo printing, high-end marketing, trade show materials, professional photography
💡 Pro Tip: The 92-96 Sweet Spot
For most businesses, 92-96 brightness offers the best balance of quality and cost. Use 92-94 for everyday docs and 96-98 for client-facing materials. Don't waste money on 100+ brightness unless you're printing photos or high-end marketing.
Choose the Appropriate Finish
Paper finish affects how light reflects off the surface. This impacts appearance, readability, and usability.
Matte Finish (Standard)
No gloss or shine. This is the standard finish for 99% of office paper. Minimal glare, easy to write on with pen or pencil.
Best For:
- ✓ Everyday office documents and reports
- ✓ Documents that will be written on or highlighted
- ✓ High-volume printing where cost matters
- ✓ B&W documents and text-heavy pages
Satin Finish (Semi-Gloss)
Slight sheen without full gloss. Enhances color vibrancy while maintaining good readability. More expensive than matte.
Best For:
- ✓ Brochures and marketing materials
- ✓ Color presentations and proposals
- ✓ Documents with photos or graphics
- ✓ When you want a "premium" look without full gloss
Glossy Finish
High shine and reflectivity. Makes colors extremely vibrant but can cause glare. Often incompatible with standard copiers.
⚠️ Copier Compatibility Warning
Many copiers can't handle glossy paper—the heat from the fuser causes the coating to stick or smudge. Check your copier manual before using glossy paper. You may need to use the manual feed tray with special settings.
Best For:
- ✓ Photo printing and photography portfolios
- ✓ High-end marketing materials and flyers
- ✓ Trade show handouts and promotional items
- ✓ When maximum color impact is required
✅ Recommendation for Most Businesses
Stick with matte finish 20-24 lb paper for 90% of your printing. Keep a small supply of 24 lb satin paper for important color presentations and client-facing documents. Only use glossy if you have a copier specifically designed for it.
Verify Size and Copier Compatibility
Using the wrong size or incompatible paper is the #1 cause of paper jams. Always verify compatibility before buying in bulk.
Paper Size Checklist:
🚨 Common Compatibility Issues That Cause Jams:
Paper Too Thick
Using 32+ lb cardstock in a copier rated for max 28 lb causes frequent jams and can damage rollers.
Wrong Finish Type
Glossy or coated paper can melt or smudge in high-heat fusers. Use matte unless copier specifically supports coated paper.
Moisture Content
Paper stored in humid environments absorbs moisture, causing curling and feed issues. Store in climate-controlled areas.
Dust and Debris
Low-quality paper sheds dust and fiber, clogging sensors and feed mechanisms. Use premium brands for high-volume printing.
✓ Pro Tip: Buy OEM-Certified When Possible
Major brands (Canon, Xerox, Ricoh) certify specific paper brands for their copiers. This paper is tested for weight, moisture, curl, and dust content. It costs 10-20% more but can reduce jams by 80%+ and extend copier life. Look for certification labels on paper packaging.
Consider Cost vs. Quality Trade-offs
You don't need premium paper for everything. Match paper quality to document importance to maximize value.
Cost-Effective Paper Strategy:
Tier 1: Economy Paper (20 lb, 88-90 brightness) — $25-35/case
Use for: Internal drafts, temporary documents, high-volume internal printing
Annual savings potential: $500-800 for businesses printing 50,000+ pages/year
Tier 2: Standard Business Paper (20 lb, 92-94 brightness) — $40-50/case
Use for: Daily business documents, reports, emails, standard correspondence
This should be your "default" paper for 70-80% of all printing
Tier 3: Premium Paper (24 lb, 96-98 brightness) — $60-80/case
Use for: Client-facing documents, presentations, proposals, marketing materials
Reserve for important docs where appearance significantly impacts perception
Tier 4: Ultra-Premium (28 lb, 100+ brightness, specialty finish) — $100-150/case
Use for: High-end marketing, trade shows, photography, certificates
Use sparingly—only when maximum impact justifies 3-4x cost
💰 Annual Savings Example
Mid-sized business printing 100,000 pages/year:
❌ Using Premium for Everything
100,000 pages ÷ 500 sheets/ream = 200 reams
200 reams × $16/ream = $3,200/year
✅ Smart Tiered Approach
70% economy: 140 reams × $7 = $980
20% standard: 40 reams × $10 = $400
10% premium: 20 reams × $16 = $320
Total: $1,700/year
Annual Savings: $1,500
Same quality for important docs, but smarter overall strategy
🚨 Common Paper Problems and Solutions
Problem: Frequent Paper Jams
Causes: Wrong paper weight, moisture, curl, dust, damaged paper edges
Solutions:
- ✓ Use OEM-certified paper for your copier brand
- ✓ Store paper in climate-controlled area (avoid humidity)
- ✓ Don't exceed copier's max paper weight spec
- ✓ Fan paper before loading to reduce static
- ✓ Don't overfill paper trays (fill to max line only)
Problem: Smudging or Toner Not Adhering
Causes: Glossy paper incompatibility, coated paper, wrong finish for copier
Solutions:
- ✓ Use matte finish paper unless copier supports coated
- ✓ Check copier settings for "heavy/coated paper" mode
- ✓ Reduce fuser temperature if adjustable
- ✓ Use manual feed tray for specialty papers
Problem: Poor Print Quality / Faded Output
Causes: Low brightness paper, low-quality paper, incorrect toner settings
Solutions:
- ✓ Upgrade to 92-96 brightness paper for better contrast
- ✓ Use heavier paper (24 lb vs 20 lb) to reduce show-through
- ✓ Check toner/ink levels and replace if low
- ✓ Adjust copier settings to "high quality" mode
Problem: Curl or Wrinkling
Causes: High humidity, moisture absorption, duplex printing on thin paper
Solutions:
- ✓ Store paper in sealed packaging until use
- ✓ Use heavier paper (24 lb) for duplex color printing
- ✓ Keep paper in copier's internal tray (less exposed)
- ✓ Use dehumidifier in storage area if needed
Problem: Show-Through (Seeing Reverse Side)
Causes: Paper too thin (16-18 lb), heavy ink/toner coverage, duplex printing
Solutions:
- ✓ Use minimum 20 lb paper (24 lb for duplex color)
- ✓ Increase paper brightness (higher opacity)
- ✓ Reduce toner density in copier settings
- ✓ Use single-sided printing for image-heavy docs
Problem: Static Electricity / Multiple Sheets Feeding
Causes: Low humidity, paper not fanned, old/dried out paper
Solutions:
- ✓ Fan paper before loading to separate sheets
- ✓ Don't use paper stored for over 6 months
- ✓ Increase office humidity to 40-60%
- ✓ Store paper flat (not on edge) to prevent curling
📦 Paper Storage Best Practices
Proper storage extends paper life and prevents jams, curling, and quality issues. Follow these guidelines:
Temperature: 65-75°F (18-24°C)
Avoid extreme heat or cold. Don't store near windows, heaters, or AC vents.
Humidity: 40-60%
Too dry = static and brittleness. Too humid = moisture absorption and curl.
Store Flat, Not on Edge
Paper stored vertically can develop curl. Keep reams horizontal.
Keep Sealed Until Use
Moisture-proof wrappers protect from humidity. Open only when loading copier.
Use Within 6 Months
Paper deteriorates over time. Use "first in, first out" rotation.
Acclimate Before Use
Let paper adjust to copier room temp for 24-48 hours before loading.
Top Recommended Paper Brands
Hammermill
Premium quality, wide availability, excellent for copiers
Recommended: Hammermill Premium, 20 lb, 92 brightness
Xerox
Engineered for copiers, low dust, consistent quality
Recommended: Xerox Vitality, 20 lb, 92 brightness
Canon
Certified for Canon copiers, minimal jams, great color
Recommended: Canon ImagePlus, 20 lb, 96 brightness
Staples
Budget-friendly, good quality for everyday use
Recommended: Staples Multipurpose, 20 lb, 92 brightness
Georgia-Pacific
Value brand, good for high-volume printing
Recommended: GP Spectrum, 20 lb, 92 brightness
Mohawk
Premium/specialty papers, eco-friendly options
Recommended: Mohawk Via, 24 lb, 96 brightness (premium docs)