Useful questions and answers for customers considering Franking

Franking is the quick and easy way to manage your mail that can save you time and money while projecting a more professional image of your company. It’s cost effective and easy to use, with a flexible range of products and services – and because you can pay for credit as and when you need it, you’re in complete control of your postage.

Franking machines are used by large corporate companies, government organisations and universities as well as small and medium size businesses and sole traders. There are no restrictions on minimum or maximum postage volumes. Postage discounts for franked mail are applied per item, so you qualify for discounts on your post regardless of how many items you send.

For more information, or to discuss your postal arrangements, call Royal Mail Business Sales and Services on 08457 950 950.

Franking machines can be used to post items using most Royal Mail services including:

• First Class
• Second Class
• Recorded Delivery
• Special Delivery
• Cleanmail
• Mailsort
• ParcelForce Worldwide Services
• International / Airmail

You can also use franked impressions to pay for lots of other Royal Mail services such as Business Collections and one-off collections.

Royal Mail do not directly supply franking machines. Instead we have a full list of all approved manufacturers and suppliers of franking machines for you to choose from on our website. Royal Mail does not recommend one supplier over any other; each one will be able to advise you on the services they provide.

The types of franking machines vary from the more simple, low-volume machines to larger, automated machines which will recognise the size, weight and thickness of your mail. The machine which will be suitable for your company will depend on both the type and volumes of mail you are posting. The machine suppliers will be able to advise you.

A SMART franking machine is essential if your company uses Royal Mail VATable Products as it will allow you to reclaim your VAT. You have a number of compatible machines and can choose from a range of Royal Mail approved manufacturers/suppliers.

There will be manufacturer or supplier costs to rent, lease or buy a franking machine and you will also need to pay inspection and maintenance charges and purchase other consumables such as ink or franking labels. The machine suppliers will be able to advise you.

However, these costs are offset by the discounts available to you for posting franked mail. You will save at least 5p per item on our standard First Class and 7p on our standard Second Class services, and you will save even more when you use other Royal Mail services such as Special Delivery. Visit the 2012 tariff page full details of franked mail prices.

We will supply you with pouches, trays or mailbags to help you with the correct presentation of your mail. These can be obtained free of charge once your franking machine has been set up.

Franked mail can be handed in at your local Post Office or Mail Centre or it can be posted in a franked mailbox. Franked mail must not be posted in a regular post box, unless you are using low volume posting envelopes. These low volume posting envelopes can be obtained from your machine supplier but can only be used to post up to thirty items of mail per day.

Alternatively you can arrange for Royal Mail to come and collect your outgoing mail from your premises each day. Please call 08457 950 950 or visit the customer collections page for more details on this service.

Go to the Franking help centre for more detailed advice on how and where to post your franked mail

In addition to qualifying for discounts on all your postage costs, franking your mail is an easy way to project a more professional image of your company. By customising your franking mark, you can include your company name and logo, as well as your return address, on every item of post you send. You could also use your franking impression to carry a specific advertising message, draw attention to an offer or promotion or just to build awareness of your brand and the services you offer meaning every item of mail you send becomes an advertising opportunity.

The highly visible franking impression creates a consistent identity across every mailing, regardless of the size, colour or shape of your envelope stocks. This helps to reinforce your brand and create consistency throughout the customer journey.

Plus, as well as giving a good impression to your customers, it makes your mail easier to process, which reduces the risk of delays when it comes to delivery.

Posting using franking impressions means your mail will be instantly recognisable and the assurance that it’s from a familiar source will be welcomed by your customers; a great way to improve customer relations instantly.

You must be issued with a licence from Royal Mail before you start using your franking machine.

Royal Mail can withdraw permission to use a franking machine for any contravention of the terms and conditions of use or if for any other reason we believe the machine has been misused. Download a copy of the full Royal Mail Scheme for Franking Letters and Parcels 2008 .pdf for more information.

It is a requirement of the licence that you keep your franking machine in good working order and have it inspected at least once per year by a company approved to carry out this work. We have a full list of Approved manufacturers and suppliers on our website.

You must tell Royal Mail and your machine manufacturer or supplier if any of your company details change.

The franked impressions produced by your machine must be clear and legible. It must include the date of posting and the correct postage rate for the item’s size, weight and destination.

You must present your mail in accordance with the terms and conditions of your franking machine licence, segregating it by class and service, in bundles facing and oriented the same way.

You can order Franking labels from any of the Royal Mail approved manufacturers and suppliers. You are free to choose who you wish to purchase your cartridges from, however check with your supplier that they supply cartridges containing Royal Mail approved red ink.

If you are using our Cleamail® products you need to use blue ink. Please contact your machine supplier / manufacturer for more details.