A Step by Step Guide to Using a Franking Machine

We have a summary below of the typical process of using a franking machine, however, if you need specific machine advice or guidance please visit our help desk. (link to helpdesk mail and franking)

Installing a Franking Machine

So, you have made the decision to reduce your postage costs and streamline your processes by investing in a new franking machine. There are a number of steps involved in actually using it which we will help you through.
Most franking machines are now self-install models and can be set up quickly and easily. All machines have the option of being installed by a trained engineer, although on smaller models this often carries additional costs but is free on most mid-range machines up.

Producing Franked Mail

You have collected the post for franking now what?

Firstly, the letter to be franked is placed onto the weighing scales connected to the machine, if you don’t have scales connected to the machine you can use the manual weight entry function on your machine to manually enter the weight of the item you are sending.

You will be presented with postal class options; choose the class of the item to be posted by selecting from the interface the relevant service e.g. first class, second class, letter, large letter or packet).

The machine will now calculate the correct charge from the weight and tariff selected. You can then choose to add a company logo, return address or message for printing during the franking process.

Once you have selected the relevant options for your letter/s feed them through the machine-facing upwards. Machines with an automatic feeder function allow users to stack same size, weight and class items for rapid processing. Some machines also have fully automatic feeders which allow you to stack mixed size and weight items, all you do then is select the class and the machine will automatically size, weigh and frank each item as required.

Your letter/s will now be franked and ready for posting.

Note: If you are using the cost centre feature to break down spending by departments, you will be required to select the relevant account before using the machine.

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Posting Franked Mail

There are a number of options available when it comes to posting franked mail, these are detailed on Royal Mails website to help you understand the options; click here for more info.

All post franked is date stamped for the day it was franked (unless you select to advance the date when preparing to send a mailing in the future). Any mail that is franked must be posted on the same day and in the area shown on the franking mark. If you miss the last post, then the mail should be re-franked with the next day’s date.

Royal Mail will accept franked letters only if they are franked in the top right corner of the letter, in red ink or blue ink, the printing must be clear and legible. If you are using coloured envelopes or packaging its recommended you frank onto white labels to then apply to your item/s.

Royal Mail requests that franked mail is sorted into bundles of letters in the same class with the franking mark facing upwards. These bundles are then placed into Royal Mail pouches which are supplied.

First class mail goes into red pouches and second class mail into green pouches.

If you produce larger volumes of mail daily then the Royal Mail will supply your business with mail sacks or trays for you to place your post into.

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Franking Machine Features

Franking machines are designed to make the task of processing your post as fast and efficient as possible. The basic models for low volume use are typically known as hand feed machines and although suitable for smaller volumes may lack some of the features that would benefit you if sending larger volumes.

Integrated or connected digital weighing scales aren’t always a standard feature and going beyond the standard scale of 2-3kg can be expensive. Speak to one of our agents for advice here as we have some great ways to save you money on scale options.

All franking machines have the ability to print logos and return addresses in the new franking blue, however the new mid to high ranges from some manufacturers also off full-colour options for custom envelope branding in 1200 x 1200 dpi high-quality colour.

For those sending large volumes, it is likely worth considering having and an automatic letter feeder to help speed up processing times. The dimension and weighing options on larger machines can dramatically streamline the process and mitigate risks of errors when franking letters also.

Another useful feature is cost centres/departmental account which allows individuals and departments to send post and report on the spend by account/department for internal budget cross charging.

Franking Machine speeds vary wildly from entry-level machines capable of processing circa 10 letters per minute (600 per hour) to the top of the line machines capable of processing 310 letters a minute (18,600 letters per hour). Most franking machines can provide a basic report on usage spend i.e. amount spent and piece count. There are accounting options on some machine available for more detailed information, with Pitney Bowes and Quadient leading the way with web-based postal reporting breakdown to a very granular level, this can be a great source of information to help you review and drive down costs.

What’s Next?

We provide a unique service providing you with quotes on the latest franking machines in the market, if you are interested in hearing more about prices on machines whether buying or leasing for your business we can provide an instant comparison quote.

All you have to do is answer a few questions and we will provide you with confirmation on your total current costs including consumable spend and provide you with a choice of options with a full return on investment summary with models from each of the four manufacturers in the marketplace.

If you don’t even want to do this we have the delegate access option where you can provide us with the relevant authority to gather the information needed to come back to you with market options.

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