Choosing between A3 and A4 multifunction printers is one of the most consequential decisions in enterprise print procurement. Get it wrong, and you'll either overspend on capability you don't need or frustrate users with limitations that hamper productivity. This guide provides the technical depth and practical insight to make the right choice for your organisation.
Understanding Paper Format Standards
Before diving into device comparisons, it's worth understanding the ISO 216 paper size system that defines A-series formats.
The A-Series Explained
The A-series uses a consistent aspect ratio of 1:â2 (approximately 1:1.414). This means each size is exactly half the area of the next larger size:
| Format | Dimensions (mm) | Common Uses |
|---|---|---|
| A3 | 297 Ă 420 mm | Spreadsheets, drawings, booklet printing, marketing collateral |
| A4 | 210 Ă 297 mm | Standard documents, letters, reports, contracts |
| A5 | 148 Ă 210 mm | Booklets, flyers, notepads |
The key insight: A3 is exactly double A4. An A3 sheet folds in half to become A4, and two A4 pages printed side-by-side on A3 create a natural booklet spread.
Format Capability in MFDs
A3-format MFDs can print, copy, and scan both A3 and A4 documents. A4-format devices are limited to A4 and smaller. This seems obvious, but the implications for workflow flexibility are significant.
The Case for A4 Multifunction Printers
A4 devices represent the majority of enterprise print installations. Understanding when they're the right choice helps avoid over-specifying.
Optimal Use Cases for A4 MFDs
Standard Office Document Production
If your organisation's print output is primarily standard business documentsâcorrespondence, reports, contracts, internal memosâan A4 device meets 95%+ of requirements. Most business communication happens on A4.
Space-Constrained Environments
A4 MFDs have significantly smaller footprints. Typical dimensions comparison:
- A4 MFD (HP E47528f): 482 Ă 460 Ă 570 mm
- A3 MFD (HP E78630dn): 585 Ă 666 Ă 852 mm
In open-plan offices, reception areas, or satellite locations where floor space is premium, the A4 footprint advantage is meaningful.
Workgroup Deployments
For distributed printing (one device per small team), A4 devices provide cost-effective coverage without centralised A3 capability at every location.
Budget-Optimised Procurement
A4 devices typically cost 30-40% less than equivalent-speed A3 models. For organisations prioritising initial acquisition cost over format flexibility, A4 delivers value.
A4 Device Limitations
Understanding what A4 devices can't do is equally important:
- No large-format output: Spreadsheets requiring full A3 width cannot be printed at scale
- No booklet creation: A4 devices cannot produce A4-size booklets (which require A3 paper)
- Limited finishing options: A4 devices typically offer fewer professional finishing accessories
- Scan limitations: Cannot scan documents larger than A4 without tiling
The Case for A3 Multifunction Printers
A3 MFDs represent the enterprise-class standard for central departmental devices. Their additional capability justifies the investment for many organisations.
Optimal Use Cases for A3 MFDs
Financial and Data-Intensive Organisations
Finance departments, accounting firms, and data-heavy organisations regularly produce spreadsheets that benefit from A3 output. Printing complex financial models at A3 maintains readability without the awkward tiling or font reduction required to fit A4.
Professional Services
Law firms, engineering consultancies, and architectural practices frequently handle A3 documentsâcontracts with large schedules, technical drawings, site plans. The ability to print, copy, and scan these documents natively is essential.
Marketing and Communications
In-house marketing teams producing brochures, presentation materials, and collateral benefit from A3 capability. Proof prints, draft layouts, and short-run materials can be produced internally rather than sent to external print providers.
Government and Education
Government departments and educational institutions often require A3 for curriculum materials, administrative forms, and public-facing documents. The flexibility to handle any document format without workarounds improves operational efficiency.
Booklet and Document Production
A3 paper folds to A4 booklets. With appropriate finishing accessories (saddle-stitch staplers), A3 devices can produce professional bound documents in-houseâtraining manuals, client presentations, meeting packs.
A3 Device Advantages Beyond Format
A3 devices typically offer advantages beyond just larger paper handling:
- Higher duty cycles: A3 devices are engineered for higher monthly volumes
- Greater paper capacity: More input trays and higher sheet counts
- More finishing options: Booklet makers, multi-position staplers, hole punches
- Longer service life: More robust mechanisms designed for heavier use
- Lower cost per page at volume: Economies of scale in consumables
Total Cost of Ownership Analysis
Procurement decisions shouldn't be based on acquisition cost alone. Total cost of ownership (TCO) over the device lifecycle provides a more accurate comparison.
TCO Components
| Cost Category | A4 Typical | A3 Typical | Notes |
|---|---|---|---|
| Acquisition | Lower | 30-50% higher | A3 devices have more complex paper paths and mechanisms |
| Consumables (per page) | Higher CPP | Lower CPP | A3 devices often have higher-yield consumables |
| Maintenance | Comparable | Comparable | Similar maintenance requirements when operated within rated volumes |
| Energy | Lower | Higher | Larger fuser assemblies consume more power |
| Opportunity cost | Higher | Lower | A4 limitations may require outsourcing or workarounds |
Break-Even Analysis
For a typical medium-volume environment (10,000-20,000 pages/month), the higher acquisition cost of A3 devices is often offset by:
- Lower per-page consumable costs at volume
- Avoided costs of outsourcing A3 printing
- Productivity gains from in-house booklet production
- Longer device replacement cycles
In our experience, organisations printing 15,000+ pages monthly typically achieve better TCO with A3 devices over a 5-year lifecycle.
Workflow Capability Comparison
Beyond paper size, A3 and A4 devices differ in workflow capabilities that affect daily productivity.
Scanning Capabilities
| Feature | A4 Device | A3 Device |
|---|---|---|
| Maximum scan size | A4 (216 Ă 297 mm) | A3 (297 Ă 432 mm) |
| ADF capacity (typical) | 50-100 sheets | 100-250 sheets |
| Scan speed (typical) | 30-50 ipm | 100-200 ipm |
| Mixed-size scanning | Limited | Full mixed-size ADF support |
For document-intensive workflowsâdigitisation projects, records management, client file processingâthe scan capabilities of A3 devices provide significant productivity advantages.
Finishing Options
Professional finishing transforms output from "printed pages" to "finished documents." A3 devices offer substantially more options:
A4 Device Finishing (Typical)
- Single-position stapling
- Offset stacking
- Optional hole punch (2/4 hole)
A3 Device Finishing (Available)
- Multi-position stapling (corner, dual)
- Saddle-stitch booklet making
- Tri-fold and Z-fold
- Multi-position hole punch
- High-capacity output stackers
- Booklet trimming
- Job separation bins
For organisations producing professional client deliverables, training materials, or marketing collateral, A3 finishing capabilities eliminate external binding and finishing costs.
Industry-Specific Recommendations
Government Agencies
Recommendation: A3 for departmental devices, A4 for workgroup supplementation
Government environments typically require A3 capability for forms, schedules, and public documents. A common deployment pattern: one A3 device per 30-50 users as the central departmental printer, supplemented by A4 devices for smaller workgroups requiring convenient local access.
Legal and Professional Services
Recommendation: A3 strongly preferred
Contract schedules, court documents, and client deliverables regularly require A3. The ability to scan, copy, and print legal-size and A3 documents is effectively mandatory for professional services firms.
Financial Services
Recommendation: A3 for finance/operations, A4 acceptable for front office
Back-office functions producing financial statements, audit schedules, and regulatory reports benefit from A3. Client-facing areas with primarily correspondence workflows can operate efficiently with A4.
Healthcare
Recommendation: Mixed deployment
Clinical areas often operate effectively with A4 devices for patient documentation. Administrative, finance, and facilities functions may require A3 for plans, schedules, and operational documents.
Education
Recommendation: A3 for administrative and reprographics, A4 for general staff
School administration and centralised print rooms require A3 for curriculum materials, posters, and administrative documents. Individual staff areas can operate with A4 for standard documentation.
The Hybrid Fleet Approach
Most enterprise environments benefit from a hybrid approach combining both A3 and A4 devices strategically.
Optimal Fleet Design Principles
- Centralise A3 capability: Deploy A3 devices as shared departmental resources accessible to all who occasionally need large-format output
- Distribute A4 for convenience: Position A4 devices closer to workgroups for high-frequency, standard-format printing
- Match capacity to demand: Size devices according to actual workgroup volumes, not theoretical maximums
- Standardise within tiers: Use consistent models at each capability tier to simplify support and consumables management
Example Deployment: 200-Person Office
| Device | Quantity | Location | Purpose |
|---|---|---|---|
| HP E87750dn (A3) | 1 | Central print room | High-volume, finishing, A3 output |
| HP E78630dn (A3) | 3 | Departmental hubs | Departmental A3 capability |
| HP E47528f (A4) | 6 | Workgroup locations | Convenient local access |
This configuration provides A3 capability within reasonable walking distance for all staff while ensuring convenient A4 access for high-frequency users.
HP Enterprise Options: Our Recommendations
A4 Range: HP Color LaserJet Enterprise MFP E47528f
The E47528f is HP's enterprise-class A4 colour MFD. Key specifications:
- Speed: 28 pages per minute
- Monthly volume: Recommended 1,500-5,000 pages
- Paper capacity: Up to 2,300 sheets
- Ideal for: Small workgroups, reception areas, satellite offices
A3 Range: HP Color LaserJet Enterprise MFP E786xx Series
HP's E786 series spans from 25 to 40 pages per minute, providing options for different volume requirements:
| Model | Speed | Monthly Volume | Best For |
|---|---|---|---|
| E78625dn | 25 ppm | 3,000-15,000 pages | Small departments, branch offices |
| E78630dn | 30 ppm | 5,000-20,000 pages | Medium departments, workgroups |
| E78635dn | 35 ppm | 8,000-25,000 pages | Larger departments, shared resources |
High-Volume A3: HP Color LaserJet Enterprise MFP E87750dn
For central reprographics and high-demand environments:
- Speed: 50 pages per minute
- Monthly volume: Recommended 20,000-100,000 pages
- Paper capacity: Up to 6,600 sheets
- Finishing: Full booklet-making, multi-position stapling, hole punch
- Ideal for: Centralised print rooms, high-volume departments, document production
Making Your Decision: A Practical Framework
Use this decision framework to guide your format selection:
Choose A4 If:
- 95%+ of your output is standard A4 documents
- You have A3 capability available elsewhere in the organisation
- Space constraints make A3 device footprint impractical
- Monthly volumes are under 5,000 pages
- Initial acquisition cost is the primary constraint
Choose A3 If:
- Any regular workflow requires A3 output (spreadsheets, plans, marketing)
- You need booklet production capability
- Document scanning includes A3 or mixed-size originals
- Monthly volumes exceed 10,000 pages
- Professional finishing options are required
- The device serves as a central departmental resource
Our Recommendation: When in doubt, choose A3. The flexibility premium is modest compared to the frustration of capability limitations. Organisations rarely regret having A3 capability available; they frequently regret its absence.
Next Steps: Get Expert Guidance
Selecting the right format is just the first decision in enterprise print procurement. Device speed, finishing options, security features, and managed services requirements all influence the optimal configuration.
Dreaming Print Solutions offers:
- Free print assessment: We'll analyse your current environment and recommend optimal device configurations
- Obligation-free quotes: Detailed pricing for HP enterprise devices in both A3 and A4 formats
- IPP-aligned procurement: As a Supply Nation Certified Indigenous business, government buyers can leverage direct sourcing provisions
- Managed print services: Comprehensive MPS packages covering devices, consumables, and support
Contact us on 07 3186 8299 or email benlong@dreamingprintsolutions.com.au to discuss your requirements. We'll help you make the right format decision for your organisation's specific needs.
