The easiest way to get a vending machine at work is to send a short email to the person who manages your space, usually the office manager, facilities or operations lead, or HR, explaining that the machine, installation, stocking and repairs cost the business $0 and that there is no contract. Include roughly how many people work on site, where the machine could go, and a link to request it. Below is who to ask, what to include, and an email template you can copy.
Who decides about a vending machine at work?
It depends on the size and type of your workplace:
- Small or mid-sized office: the office manager, operations manager or owner.
- Larger company: facilities, workplace services, or HR if it is framed as an employee perk.
- Warehouse, plant or shift-based site: the site or plant manager.
- Leased space in a shared building: your employer asks the property manager if the machine goes in a common area. A machine inside your own suite usually only needs your employer’s approval.
The objections you will hear, and the answers
| Objection | Answer |
|---|---|
| “What does it cost?” | With our program, $0: the machine, installation, stocking, cleaning and repairs are included. See are free vending machines really free? |
| “We don’t want a long contract.” | There is no contract. |
| “Who looks after it?” | The vending company restocks, cleans and repairs it. Remote stock monitoring tells them what is running low. |
| “We don’t have room.” | A machine takes about the footprint of a fridge and needs a dedicated outlet. See space and power requirements. |
| “Are we big enough?” | Offices of about 40 or more people usually qualify. See how many employees you need. |
| “Staff want healthier food.” | Machines can be stocked with healthier snacks and drinks. |
What to include in your request
- Headcount: roughly how many people are on site each day, and whether there are evening or weekend shifts.
- The problem: how far the nearest food or coffee is, and how long people spend leaving for it.
- A suggested spot: the break room, kitchen or a hallway near it, with an outlet nearby.
- The machine type: a combo machine for snacks and drinks in one, or a bean-to-cup coffee machine.
- The cost and commitment: $0 and no contract.
- The next step: a link to request a site visit, so the decision-maker does not have to research anything.
Email template: asking your employer for a vending machine
Copy this, fill in the parts in square brackets, and send it to the right person.
Subject: Free vending machine for our [break room / floor / site]?
Hi [Name],
A few of us have been talking about getting a vending machine for [the break room / our floor]. Right now the nearest place for a snack or coffee is [a 10-minute walk away / across the parking lot], so breaks often run long or people skip them.
I found a Canadian company, Canada Vending Machines Services, that installs and services machines at no cost to the business: the machine, installation, restocking, cleaning and repairs are included, and there is no contract. Employees pay for what they buy by tap, card, cash or coins. Installation usually takes 3 to 5 business days after approval.
We have about [number] people on site [and an evening shift]. I think [spot] would work, and there is an outlet nearby.
If you are open to it, you can request a free site visit here: https://vendingmachineservices.ca/contact-us/. They reply within one business day.
Thanks for considering it,
[Your name]
Tips that make a yes more likely
- Keep it short. One screen of text is enough. The template above is about the right length.
- Show it is wanted. Mention that several co-workers asked, or attach a quick show of hands from a team meeting.
- Remove the work. Offer to be the contact person for product requests, so your manager does not have to.
- Mention the perk option. Some employers like a subsidized or free-vend option, where the company pays for part or all of what employees take.
- Follow up once. If you hear nothing in a week, a short friendly reminder is fine.
Frequently asked questions
Can an employee request the machine directly?
You can contact us to ask questions, but the business needs to approve the machine and the spot, because it goes on their premises. The easiest route is to send your employer the email above with a link to our contact page.
What if our office is small?
Offices of about 40 or more people usually qualify for a free machine. Smaller workplaces can still ask, and we will tell you which setup makes sense, such as a single combo machine or a water cooler.
Do you serve my city?
We serve more than 2,100 cities and towns across Canada. Check yours on our locations page, or see our office vending machines.
Ready to make the case? Send us your workplace details and we will reply within one business day.
