The Ultimate Franking Machine Guide
A franking machine is your key to cheaper postage for your business. A franking machine is
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The Ultimate Franking Machine Guide
A franking machine is your key to cheaper postage for your business.
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The Ultimate Franking Machine Guide
A franking machine is your key to cheaper postage for your business.
If your business deals with large quantities of outgoing post, you will know that sifting through all of this can be a laborious and time-consuming process. That is, of course, if you don’t have a franking machine.
But what is a franking machine? How do they work? And what can they do to save you time and money?Â
Well, today, we’re going to answer all that and more. So strap yourselves in as we take you through everything you need to know about the exciting world of franking machines!Â
What is a Franking Machine?
Franking machines, sometimes known as postage meters, are feed-in devices that print a mark or a ‘frank’ directly onto mail. This can be a letter, a postcard, a parcel or anything else you can send in the post.
The frank is printed directly on the mail instead of a traditional stamp. This allows you to access Royal Mail’s franking rates, which are cheaper than standard postage. For example, a first-class stamp will cost you £1.35, whereas the franking equivalent is only £1.06, 29p cheaper.Â
Yes, this might not seem like a massive saving on the surface, but let’s zoom out. If you post 1000 pieces of mail weekly, that’s £15,080 saved on postage costs each year!Â
They also help streamline your operations by automating mundane tasks.Â
No more driving back and forth to the post office, waiting for old Mrs Battersby to rummage through her purse for the exact change. No more hours wasted sticking stamps to individual pieces of mail.Â
Instead, it’s all done in-house and within your machine, automatically printing the frank on the mail at a faster rate.Â
You’re then billed the correct amount based on weight, size and location. This comes directly from a pre-paid account that will often be topped up via an online portal.
Key Components of a Franking Machine
Although each franking machine is different, most will come with the following basic features.Â
Connectivity
How will your franking machine connect to the internet to get the latest Royal Mail rates? All can communicate via a LAN connection, while many newer models also have Wi-Fi options.
Feeding System
This is where your post will be fed into your machine. It can be done manually, which, although slower, is suitable for those with lower mailing volumes. On the other hand, an automatic feeder allows for faster processing of larger batches, perfect for bigger operations.
Weighing Scales
The integrated scales guarantee that each item is accurately weighed and the correct funds are withdrawn from your account. This prevents over or underpaying. Basic models process around 2 kg, while more advanced models are up to 30kg.Â
Reporting Capabilities
Franking machines offer great insight into your business activities. They allow you to track department usage and expenses, which can be a great cost-saving tool.
Integration with Business Systems
Advanced franking machines can integrate with software you already use, which can streamline your mailing processes.
What is Mailmark Technology?
Mailmark technology is a cutting-edge barcode system developed by the Royal Mail for newer franking machines. This is what is printed on your post instead of traditional stamps, making them more easily trackable. These codes contain important information about the sender, recipient, postage paid, and other relevant details.
A few advantages of using Mailmark technology include:Â
Cost Efficiency:Â
Mailmark provides the lowest available postage rates, helping you to reduce your mailing expenses. With extra discounts for high-volume mail, it’s the perfect choice if you send out large quantities of post.
Enhanced Productivity:
Mailmark’s streamlined technology processes mail faster than traditional franking systems, reducing staff workload and saving valuable time that can be focused elsewhere.
Precision:
With accurate pricing and processing for every mail item, Mailmark minimises the risk of overpayment or underpayment, helping you avoid penalties and ensuring timely deliveries.
Real-Time Tracking:
Mailmark’s advanced tracking system offers full visibility over your mail. You can monitor delivery progress, confirm signatures, and see when items are processed by Royal Mail.
Professional Appearance:
Mailmark produces high-quality, professional barcodes and labels that enhance your credibility and brand image, setting you apart from your competition.
How Does a Franking Machine Work? A Step-by-Step Guide
Step 1
Weigh Your Mail
Ok, so first things first. Place your items on the built-in scales. This calculates the exact weight of your post and the correct costs.
Step 2
Select Your Service
You’ll need to select two things using the franking machine’s screen and navigation menu. The size of your post and the service (i.e. first or second class).
Step 3
Add Your Message
One of the great benefits of franking machines is their ability to customise your frank. This can be a message to your customers for a personalised touch or just your company logo for a slicker appearance.
Step 4
Calculate Your Costs
Now it’s time to bring together steps 1 and 2. You’ve got your post’s exact weight, size, and location, so let’s total the costs. This is automatically deducted from your pre-paid account.Â
Step 5
Print Your Franks
Letters, postcards, parcels, or whatever it is you’re sending out, it’s time to get them franked! This will apply to the following:
- Postage amount
- Date
- Company logo/personalised message
- 2D bar code
Step 6
Post Your Mail
You then post your mail like you would normally, but with one difference. Instead of using regular post boxes you now get to skip the queues and use special franking post boxes or drop-offs.
What Mailing Solution are you looking for?
'Parcel Shipping' for packages or 'Franking Machine' for high-volume mailing
Benefits of Using a Franking Machine
Reduced Postage Costs
One of the main advantages of switching to a franking machine is benefiting from reduced postage costs. Let’s have a quick look at the difference between sending a letter via a franking machine and sending a stamp.
First Class Stamp: £1.35
First Class Frank: £1.06
Savings: 29pÂ
Second Class Stamp: 85p
Second Class Frank: 69p
Savings: 16p
These savings might not look like much on the surface, but remember that this is per letter. The more you send, the more you save. So let’s say you send 1000 letters a week; these are the savings you can expect:Â
First Class Savings: £15,080
Second Class Savings: £8,320Â
For smaller businesses, these savings can be absolute life savers when managing your budget. All because you did something as simple as switch to a franking machine.
Enhanced EfficiencyÂ
How many hours do you think you’ve wasted going to the post office, lining up, driving back and then sticking a bunch of stamps on your mail? And that’s without the mundanity of just stamp, after stamp, after stamp, when you could be doing literally anything else. Honestly, is there anything worse?Â
Well, that’s all a thing of the past with a franking machine. With a few pushes of a button, it weighs your post and selects the service you want. Then it automatically prints the frank on your mail much quicker than you can by hand.Â
Now, you can spend that time doing something more productive. Or, at the very least, something more interesting.Â
Customisable Printing
The ability to customise your frank opens up a world of possibilities for your business.Â
You can add messages to give it a personal touch for your customers. You can even print any offers or upcoming events, giving you a unique marketing opportunity. Or just use it to stamp your logo for a clean, professional image.Â
Increased Security
Without the need for stamps, you’ll no longer have any stamp books lying around waiting to be stolen, lost, or forgotten about.Â
Most franking machines will also come with a PIN code that is needed for access, meaning only certain employees can use it and bill to your account. This also applies to accessing any generated reports, such as monthly spending and departments using the machine.Â
Generate Business InsightsÂ
As mentioned, you can see which departments use the machine the most and how much is being spent. This can help with forecasting, strategy and even cost-cutting.Â
Improved AccuracyÂ
Because franking machines have built-in scales, you can sleep easy knowing that you’re never under or overpaying for your postage costs. It also goes a long way in improving customer satisfaction, as they won’t ever be in a position where they have to pay to receive anything you send them.Â
Automatic UpdatesÂ
Franking machines require an internet connection to work. This means they will automatically download up-to-date postage rates and apply them to your post when you use it. No more sitting around with a calculator trying to figure out how much it will cost you this week.Â
How to Choose the Right Franking Machine for You
When it comes to choosing the right franking machine for your business, there is no one-size-fits-all option. If you send a couple hundred letters a month, what you need is very different from someone who sends out a couple hundred a day.Â
Before taking the plunge and committing to a franking machine provider, ask yourself the following questions.Â
How Much Post Do I Send?Â
The first and most obvious thing to consider is how much post you send. Just above this section, we mapped out three different franking machines and the level of volume they can handle.Â
But it’s not just the amount of mail you post, but also the type. Some machines will be more suited to handling envelopes, while others will be better for parcels. Make sure you consider this, or you will find yourself with an unsuitable franking machine.Â
What Type of Connectivity Do I Want?Â
Like most pieces of technology these days, franking machines require the internet to work. Most will be connected via LAN (phone line) or Wi-Fi. Depending on your location, one may be better than the other.Â
A strong connection is essential regardless of how much mail you want to process. You don’t want to be halfway through a bunch of parcels that need to be out that afternoon for your internet to cut out. Then, you spend the rest of the day manually stamping them.Â
If that happens, what’s the point of having a franking machine in the first place?
Do I Want To Rent or Buy?  Â
Buying or renting your franking machine has pros and cons, and you need to find out which is best for you. Below you’ll find the pros and cons broken down in two tables, the first of which focuses on buying your franking machine.Â
| Pros of Owning a Franking Machine | Cons of Owning a Franking Machine |
|---|---|
| Own the machine outright with no monthly fees. | You are responsible for franking machine maintenance. |
| Depending on how long you have the machine, it may be cheaper in the long run. | Higher upfront fees. |
| As an asset of your business, this can be tax-deductible. | You’re at risk of your machine becoming outdated without having to pay for a new one outright. |
| You can choose consumables (ink, etc) from a supplier of your choice, allowing for more competitive rates. | Licensing fees and service contracts are additional expenses. |
| You are not tied to any contract, so you’re not stuck with a machine that doesn’t work for you. |
| Pros of Renting a Franking Machine | Cons of Renting a Franking Machine |
|---|---|
| No expensive upfront fees are required. | You may be dependent on your supplier for things like servicing, auditing and maintenance. |
| Your provider handles all maintenance costs. | Providers may include hidden costs for things like consumables and interventions. |
| Some providers will give you the ability to upgrade to newer models. | Over the long term, this may work out to be more expensive than buying. |
| You can have affordable access to more modern machines from the start of your contract. |
What Businesses Can Benefit From Franking Machines?
Offices
Invoices, contracts, and marketing materials may all be sent out by offices. A franking machine allows these to be presented professionally while saving money on postage and time on stamping.
How they help:
- Access to Mailmark discounts for reduced costs.
- Time savings by avoiding trips to the post office.
- Enhances branding with customisable logos and messages.
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E-Commerce Businesses
If you sell products online, you send a lot of parcels to your customers. Franking machines help to streamline this process and account for multiple sizes, weights, and locations.Â
How they help:
- Accurate postage calculation for parcels.
- Avoid the risk of overpayment or underpayment.
- Batch processing for large shipping volume.
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Professional Services
Industries like law, accounting, and consulting rely heavily on sending sensitive documents. A franking machine provides secure, professional mail handling and professional markings.
How they help:
- Customisable branding for client-facing mail.
- Real-time tracking for critical documents.
- Reduced workload.
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Educational Institutions
Schools and universities send frequent, sometimes sensitive correspondence with parents, students, and other organisations.
How they help:
- Cost-effective mailing for bulk communication.
- Simplified postage for varying mail sizes.
- Professional presentation of official documents.
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Charities and Non-Profit Organisations
Charities often conduct fundraising campaigns or send updates to donors via post. Franking machines can reduce mailing costs while personalising these messages.
How they help:
- Savings on postage maximise funds for their cause.
- Easy handling of large mailing campaigns.
- Enhanced appeal with personalised messages.
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Retail
Companies that handle promotional materials, catalogues, or supply chain correspondence are perfect for franking machine support.
How they help:
- Quick processing of bulk mail.
- Custom branding on promotional materials.
- Real-time tracking for supply chain documentation.
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Public Sector
Government offices and agencies handle high volumes of official correspondence that require accuracy, confidentiality and professionalism.
How they help:
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- Cost savings on postage budgets.
- Efficient processing of time-sensitive mail.
- Enhanced security through unique barcodes.
What Mailing Solution are you looking for?
'Parcel Shipping' for packages or 'Franking Machine' for high-volume mailing
- It only takes a minute.
What is a Royal Mail Franking License, and How Can I Get One?
A Royal Mail Franking Licence is mandatory for any business or individual using a franking machine to process mail. This guarantees your compliance with postal regulations and contains important information, including:Â
- Your business name and address.
- Franking machine serial number.
- Your machine’s particular model name and number.
- Royal Mail Franking. Administration Centre (Record-keeping facility).
- A unique Die number.
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Do I Need a Royal Mail Franking License? Â
Operating a franking machine without this license is considered mail fraud and illegal. This serious charge can see you sent to prison for up to 10 years. So yeah, it’s probably for the best that you get one.
How to Apply
No matter whether you rent or buy your franking machine, having a franking license is a legal requirement. Luckily, it’s a pretty straightforward process.
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To get your franking license, first choose a machine from an authorised provider. They will guide you through a simple application that needs basic details like your name, address, and machine information. Once submitted, they’ll handle everything with Royal Mail. A small fee may apply, but it’s often included in the package.Â
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When approved, you’ll receive your license, which is valid for one year with annual renewals. Don’t forget to credit your machine before its first use!
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Costs of a Franking LicenceÂ
The cost of a franking licence is typically bundled with the franking machine’s price, whether you buy or rent. Suppliers often simplify the process by handling the application for you for a hassle-free experience.Â
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How Much Does a Franking Machine Cost?
Because there is no one-size-fits-all solution to your franking machine needs, it’s difficult to give you a straight answer. But you need to consider a few things when accounting for the price of a franking machine. These include:Â
- Type of franking machine (a smaller, low-volume machine will be far cheaper than a larger, high-volume one).
- Are you renting or buying? (If you are buying, is this brand new or second-hand?).
- The brand and model of the machine.
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How Can I Get a Franking Machine?
Hopefully, that’s cleared up some questions that you may have about how a franking machine can help your business. Luckily, getting one couldn’t be easier; all you have to do is answer the question below to start your journey and you can compare prices in minutes.
This is a free service, and there’s no obligation to commit, so if you don’t like what you see, you can walk away with no strings attached. So tap the button on the left, follow the prompts and get comparing now!
FAQs
What is a franking machine?
A franking machine is a device that prints postage directly onto envelopes or labels. It automates the process of paying for and affixing postage, making it more efficient than traditional stamps.
What is a franking machine used for?
A franking machine calculates and prints postage for letters and parcels. It streamlines mailing processes, ensures accurate postage rates, and is often used in businesses to manage large-scale mailing.
Where is the franking machine die number?
The franking machine die number is typically printed on the postage mark or impression made by the machine. It is a unique identifier used for tracking and compliance purposes.Â
Is a franking machine cheaper than stamps?
Yes, using a franking machine is generally cheaper than stamps. Businesses often receive discounts on postage rates when using franking machines, especially for bulk mail, making them cost-effective.
