I Refused to Pay for the Office Coffee Machine — And It Backfired Swiftly

It’s surprising how easily tension can build in the workplace. A single minor incident can spiral into a full-blown conflict, especially when questions of fairness or shared responsibility come into play. One of our readers recently experienced this firsthand — a simple coffee machine accident at work ended up causing much more drama than anyone expected.

Here’s Erica’s letter:

Hi Now I’ve Seen Everything!

I work at a consulting firm with around 20 employees.

A few days ago, I accidentally broke our pricey Italian coffee machine while making a cappuccino. The repair would cost $275, and HR informed me they’d be deducting it from my salary.

I was shocked and told them I planned to file a complaint, but HR just replied, “Well, Erica, you should take responsibility. We’re not a charity here!”

I wasn’t about to let them take money from my salary, so I raised my voice: “The company owns the machine — why should I pay for it?”

HR smiled, nodded, and said the matter was settled — I wouldn’t have to pay after all.

I thought that was the end of it. But the next morning, everyone froze when we received an email from HR:

“Dear colleagues,

The administration has decided to remove the coffee machine and any other appliances that employees previously had the privilege of using for free. From now on, anyone who wants coffee or tea may visit the cafeteria on the first floor and purchase a beverage or snack.

Sincerely,
Human Resources”

I didn’t want to be seen as the villain, so during my coffee break, without saying a word to anyone, I slipped out and bought a new one. It wasn’t as luxurious as the old Italian model, but it brewed perfectly good coffee.

I set it up in the break room and put up a small sign: “Free for employees only.” Next to it, I added a price list for anyone from the administration who wanted to use it.

To me, that felt fair — considering how they had treated me. After all, I paid for it myself, so I figured I had the right to decide who could enjoy it.

What do you think? Did I go too far, or was I right to handle it this way?

— Erica.

Thank you, Erica, for your letter and for opening up about such a challenging workplace situation. You showed courage by standing up for yourself, but your story also highlights how a single misunderstanding can quickly escalate into a larger office conflict. Here’s our advice for you:

Advocate for a clear, written policy regarding workplace damages.

Your situation highlights how unclear rules can lead to unnecessary conflict. HR initially wanted to deduct the cost from your salary, then ended up penalizing the entire team instead.

Action: Recommend that your company establish a clear, written policy for workplace accidents and damages. That way, everyone knows what to expect if something similar happens again. By advocating for structure and transparency, you’ll demonstrate that your concern is about fairness for all, not just for yourself.

Approach the situation from a workplace fairness perspective.

Your coworkers are mad at you, but the real problem lies in how HR handled things. They punished everyone for one accident instead of taking responsibility as a company.

Action: Calmly explain to your colleagues that your personal mistake shouldn’t have led to collective punishment. By redirecting their frustration toward the unfair decision, you protect your reputation and shift the focus back where it belongs.

Make the coffee machine a symbol of team unity.

Buying a new coffee machine was a thoughtful gesture, but the “employees only” sign might unintentionally deepen the divide.

Action: Shift the focus — turn the machine into a symbol of teamwork and goodwill. Present it as a gift to your colleagues, a gesture meant to bring everyone together. Allowing everyone, including admin, to use it (with a small note mentioning your contribution) can transform the story from conflict to camaraderie and earn you appreciation instead of tension.

Safeguard your energy moving forward.

You’ve already gone above and beyond by paying for a replacement machine, but if you keep stepping in to “fix” management’s mistakes, you’ll only drain yourself further.

Action: Take a step back and protect your energy. It’s not your responsibility to make up for poor decisions from HR or management. If they remove perks, let them deal with the consequences. Your focus should be on doing your job well — not on carrying the entire office on your shoulders.

Don’t miss the story of a woman who accidentally overheard a private conversation between her husband and his female coworker — a moment that left her feeling deeply hurt and humiliated.