Franking services

Is Franking suitable for my company?

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 get credit as and when you need it, you’re in complete control of your postage costs.

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, so you save money whether you post one letter or a large volume of mail.

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

Where do I get a franking machine, how do I choose one and do I need a Smart machine?

Royal Mail do not directly supply franking machines. Look at the list of  our authorised manufacturers and independent inspector/maintainers on our website. Royal Mail does not recommend one party 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-usage machines to larger, automated machines which will recognise the size, weight and thickness of your mail. Discuss what is best for your company by talking to one of the authorised manufacturer/independent inspector/maintainers.

A Smart franking machine is essential if your company uses Royal Mail VAT-able products as it will allow you to reclaim your VAT. compatible machines and euqipment are available from our authorised manufacturers and independent inspector/maintainers.

How much does franking cost?

When choosing a franking machine, discuss the following costs with your provider:

• leasing or purchasing costs
• annual maintenance and inspection fees
• consumables, such as outer envelopes, labels and ink. 

You will save money on every piece of mail you send. For full details of how much, see the pricing wallchart.

Where and how can I post franked mail?

You can post franked mail in the following places:

• Post Office
• Public post box - in a franking outer envelope (supplied by your machine provider)
• Business mail post box
• Mail centre
• Delivery office

Alternatively you can arrange for Royal Mail to come and collect your outgoing mail from your premises each day. Visit the customer collections page for more details.

Pouches, trays or mailbags to help you with the correct presentation of your mail are available free of charge by calling 08457 950 950.
 

Are there any restrictions or conditions I should be aware of?

The Royal Mail Scheme for Franking Letters and Parcels 2008 is your guide to the requirements of your licence to use our franking service. Be sure to read this carefully as it outlines all restrictions and conditions of use. If you contravene the elements of the scheme, Royal Mail can withdraw your licence.

You must have a valid franking licence from Royal Mail and your machine must be in credit before you start using your franking machine.

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. 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. view the full list of our authorised manufacturer / independent inspector/maintainers. 

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

Ink must only be ordered from authorised ink suppliers or their retailers. All Smart machines users must use Royal Mail approved blue ink, while non-Smart machines will require approved red ink.

Please contact your authorised manufacturer / independent inspector maintainer for more details.

Are there any other benefits to using a franking machine?

Yes, there are - as follows:

• Customise your franking mark to include your company name and logo, as well as your return address.
• Use the space for a specific advertising message, or to draw attention to an offer or promotion
• The highly visible franking impression creates a consistent identity across every mailing, regardless of the size, colour or shape of your mail, helping to reinforce your brand and create consistency throughout the customer journey.
• 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.