Franking Machine Guide and Tips
Why visit the post office every day when you can visit your own franking machine right in your office? Franking gives you flexibility, saves you money and is the most efficient postage option for business of all sizes.
When you buy or lease a franking machine you will have access to all the Royal Mail services and discounts such as Special Delivery™, First and Second Class, Airmail and Airsure®, Surface Mail, International Signed For™, Cleanmail® and Cleanmail® Plus, Recorded Signed For™, Parcelforce and Mailsort® 1 and 2.
Don’t provide a scruffy image with stamps; use a franking machine with your own logo and a clean, professional look. As well as avoiding mail delays franking mail with your logo on it increases brand awareness with your customers and helps to ensure their perceptions of your company are favourable.
Using a franking machine is very cost-effective for your business accounts. In some instances you can save up to 20% on traditional stamp costs and you no longer have to fill out a ledger book by hand. With a franking machine you can put the exact and correct amount on every single envelope or parcel you send out.
Franking machines are so simple and easy to use. You will be saving all that time you would have spent standing in the queue at the post office for more important business matters. You can put more credit on your franking machine over the phone or through the account with your franking supplier. No more stamp storage.
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Avoid the queues, promote your company and save on unnecessary postage costs with PersonalPost™, the franking machine designed specifically for the smaller office.
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Franking Licences
When you have decided to hire or buy a franking machine, or have already done so, you will need to contact Royal Mail to be issued a franking licence. You will also be issued a set of Terms and Conditions to adhere to through the use of your franking machine. If you do not meet these Terms and Conditions or may have acted illegally then Royal Mail can revoke your franking licence. All this information can be found on the Royal Mail website as well as a list of approved manufacturers and suppliers of franking machines.
As part of the franking machine licence you are expected to maintain the machine to keep it in working order and have it inspected yearly by an approved company. If you change addresses you will need to inform Royal Mail and your supplier or manufacturer.
Use the list of recommended and approved franking machine manufacturers and suppliers to compare products models and prices for franking machines. Franking machines vary from large and automated to a simple low use and manual version.
Other Important Franking Machine information
Franked mail can be used by government organisations, small to medium sized businesses, sole traders, corporate companies and universities. You can frank all types of mail except contract mail.
If you find that you have made a printing mistake such as not printing the correct amount or enough postage you can make a second frank on the left hand corner of the envelope to the outstanding value to make up the difference in amounts. If it is a date issue then the franking machine should be reset to ‘zero’ and then change it to the correct date and re-frank in the bottom left hand corner or on the back of the envelope.
If you exceed the postage value or decide not to send the post you have already franked you can send the intact unused envelopes to Royal Mail’s Franking Administration Centre who will process a refund. You have six months to send the unused envelopes/parcels in to the Franking Administration Centre and the amount must be more than £10 (total) in value. To get the refund you will be charged a 5% administration fee. For more information see Royal Mail website.
If you miss the post for the day you can still get your important mail into a designated local Post Box® by using a late posting envelope (available from your supplier). This does mean that your post will arrive a day later. Your supplier can also supply low volume envelopes, ink cartridges and other things you need for your franking machine.
If your franking machine breaks you need to contact the franking machine manufacturer in order to get it repaired as soon as possible. Then call the Franking Machine Breakdown Service (08456 113 111) in order to continue posting mail (without having to spend petty cash). All your mailing data will be recorded and then deducted from your postage account once the machine is working again.
For any other queries or concerns contact Royal Mail or your manufacturer or supplier.
In terms of costs you will need to take into account the franking costs from Royal Mail as well as the cost to lease, buy or rent a franking machine and the possible maintenance and inspection charges. There are also the costs of the consumables such as ink for the franking machine. But, for many the cost of a franking machine and its benefits far outweigh the time lost at a post office.
Your mail must be organised as per the Terms and Conditions that come with your franking machine. Mail must be bundled by class, service and format. The franked impression should be legible, include the postage date and correct rate for the type of post it is. The addresses should also be facing the same direction and you can only use red ink purchased from an approved manufacturer or supplier.
Royal Mail can supply mail bags, trays and pouches to ensure your mail is organised correctly each day. You can post your mail at your local sorting or Post Office, in a Business post box especially for mail that has been franked or have a special mail pick up, which will cost extra.
Some franking machines come with an automatic letter feed, electronic scales and a sealing and stacking options. If you are looking for options like these from a franking machine then check with an approved supplier or manufacturer for the right franking machine for your business.
How to organise your mail
Organise your mail into one of the following three groups: Packet, Large Letter or Letter. Then sort the mail into the Class and bundle with all the mail facing in the same direction. Next place all your mail into a free of charge supplied mail pouch and put in a Business Post Box®, take to your local Mail Centre or Royal Mail Post Office™ or have it collected through a Business Collection. For further information on this contact Royal Mail or visit their website.
Please remember that you can only post franked mail in your local area (which is what the franked mark shows) and the mail must be posted on the date shown on the frank and before the last collection time for the day. It is a good idea to include a return address on all franked mail to ensure mail is returned to you if for some reason it is undeliverable. This will give you a chance to update any databases you have.
For more information on how a franking machine can help you visit the Royal Mail website or contact any one of their approved manufacturers or suppliers. For faster, more efficient and more cost effective posting of your mail use a franking machine. It will save you time, money and could help increase your brand awareness.