Common Printer Ribbon Problems and How to Fix Them

Introduction

A printer ribbon is a simple consumable: a fabric ribbon soaked in ink, pulled past the print head one line at a time. Most ribbon problems therefore have simple causes — a worn-out ribbon, a cartridge that is not seated properly, or the wrong reference for your machine. Before ordering a replacement, work through the checks below. Switch the printer off before you open its cover, and keep the manual of your machine nearby: it shows how the cartridge fits and how the ribbon should run.

If a problem appears with a brand-new ribbon, the cause is usually the installation, not the ribbon. If a problem appears gradually after weeks or months of printing, the ribbon is usually worn out. That distinction alone solves most cases.

1. Faded or pale print

This is the most common ribbon problem, and the most common cause is simply a ribbon that has printed many pages. A ribbon holds a limited amount of ink, and the print gets paler as the ink runs out.

  • Check that the cartridge is seated correctly and clicked fully into place. A cartridge that is slightly loose can print pale or uneven lines.
  • Check that the ribbon runs straight, without folds or twists, between its guides.
  • If the ribbon is old or has printed a lot, replace it. A worn-out ribbon cannot be revived: re-inking a used ribbon gives uneven, messy print and can soil the inside of the printer.
  • If a brand-new ribbon prints pale, remove the cartridge and refit it carefully, following the manual. A new ribbon that is installed upside down or back to front will not print properly.

2. The ribbon jams, tangles or bunches up

A jam usually means the ribbon is not feeding evenly. Switch the printer off, open the cover and look at the ribbon before you pull anything.

  • Check that the ribbon lies flat in its guides and is not twisted or folded over itself.
  • Many ribbon cartridges have a small knob or wheel to take up slack. Turn it gently in the direction shown on the cartridge until the ribbon is taut. Do not force it: if the knob will not turn, the cartridge may be damaged inside.
  • Remove any loose loop of ribbon by hand, refit the cartridge and print a test line.
  • If the ribbon is torn, creased or folded in the same place every time, replace the cartridge. A damaged ribbon will jam again.

3. The ribbon does not advance

If the ribbon stays in one place while the printer works, the same short section of ribbon is struck again and again, and the print fades quickly in one spot.

  • Remove the cartridge and refit it, making sure it clicks fully into place. The feed mechanism only engages when the cartridge is seated correctly.
  • Turn the feed knob by hand. If it turns smoothly, refit the cartridge and try again. If it will not turn at all, the cartridge is likely worn or broken inside and should be replaced.
  • Check that nothing blocks the feed gears: a scrap of paper or a piece of a torn ribbon can stop the mechanism.

4. Smudges, streaks or spots on the paper

  • A brand-new ribbon can print darker than usual for the first few lines. This settles by itself; print a few test lines on scrap paper first.
  • Check that the ribbon is taut. A loose ribbon can touch the paper where it should not and leave smudges.
  • Check the ribbon for damage. A frayed or folded edge leaves streaks on every line.
  • Dust or dried ink on the print head can leave spots. Wipe the print head gently with a dry, lint-free cloth, as described in your printer manual. Do not use solvents or sharp objects on the print head.

5. Missing characters or missing lines

  • Inspect the ribbon where the fault occurs. A torn, folded or creased section of ribbon leaves the same gap every time it passes the print head. If the fault follows the same place on the ribbon, replace the ribbon.
  • If the same character or the same line is always missing, whatever the ribbon, the cause is more likely the print head or the printer itself. Clean the print head as described in your manual, and if the fault stays, the printer needs servicing.
  • Check that the ribbon is moving. A ribbon that does not advance wears out in one spot and then prints faint or blank lines (see section 3).

6. The ribbon runs out too fast

A ribbon that seems to run out after very few pages is usually the wrong ribbon for the machine, or a ribbon that is not feeding correctly.

  • Compare the reference on your old ribbon with the reference of the new one. Two ribbons can look identical and still be different: a ribbon for one model does not necessarily fit another, even from the same brand.
  • Check the compatibility list on the product page before ordering. It is the best guide to whether a ribbon fits your exact machine.
  • Check that the ribbon advances properly (see section 3). A ribbon that sticks in one place is used up in one spot while the rest stays new.

7. The printer reports a ribbon error, or does not recognise the new ribbon

  • Switch the printer off, remove the cartridge and refit it until it clicks. A cartridge that is not fully seated is the most common cause.
  • Check that nothing blocks the sensor or the cartridge contacts, and that the cartridge is the right reference for your machine.
  • If you still have the old ribbon, refit it briefly. If the error disappears with the old ribbon, the new cartridge is the problem. If the error stays with both ribbons, the printer itself needs attention.

8. When to replace instead of fixing

Replace the ribbon when it is torn, creased, dried out, or when the cartridge feed no longer turns. A ribbon is a consumable, and a damaged one will keep causing the same problems. Also replace the ribbon when the print stays pale after you have checked the installation: the ink is simply used up.

Keep the old ribbon until the new one works. Its reference number is the surest way to order the right replacement.

Examples of ribbons mentioned in this guide

For each of these, check the compatibility list on the product page itself before ordering — similar model numbers are not always interchangeable.

A quick checklist before you order a replacement

1. Write down your machine's exact brand and model, from its label or its manual.

2. Write down the reference number printed on your old ribbon.

3. Check the colour: black, black and red, or purple, as stated on the product page.

4. Check whether you need a single ribbon or a pack.

5. Confirm that your model appears in the compatibility list on the product page.

6. Order online at any time — Accuprint Québec is an online shop, open 24 hours a day, with delivery in Canada and the United States, and orders processed in 1–3 business days with tracking.

Still unsure? Search your machine's model on accuprint.ca and compare it with the compatibility list on the product page — that list is the best guide. Or write via the Contact page with the brand, the exact model and the old ribbon's reference.

Learn more

Back to blog