Franking machines: benefits, costs & more

A franking machine is a device that prints secure postage onto envelopes and/or the labels that you place on your packages. The machine also includes a scale for you to weigh your mail. Once your mail has been weighed, the exact price of postage is calculated. This prevents overpaying for postage.

Modern franking machines have the advantage of digital connectivity. With access to the internet and local networks, franking machines can access information, facilitate transactions, and share data with the businesses’ accounting and analytics applications. This allows businesses to track which departments are spending the most on postage.

When mail is “franked,” it means that a stamp has been applied directly onto the envelope or package. This is what’s called the franking process. This stamp (or postage impression) shows official approval that the mail has been paid for in advance. It also means the sender does not need to apply a traditional postage stamp. The franked stamp may include a customised image like the sender’s business logo.

• For those who ship letters or small packages in bulk volumes, franking machines can help save money, time, and trips to the post office. Compared to regular postage stamps, businesses can save up to 20% on postal costs by using Royal Mail Mailmark® franking discounts.
• Franking machines allow businesses to print postage and track costs from the comfort of a home or office, significantly reducing the number of trips to the Post Office.
• A business’s overall mailing costs are deducted from one prepaid account balance. Charges are tracked, and reports show which departments spend the most on postage. Royal Mail reviews and updates postage rates periodically, and the franking machine automatically adjusts to reflect any changes, ensuring accurate, up-to-date pricing.
• The postage that is printed is also official in appearance. Businesses can stamp their customised logo, brand tagline, or special offers directly onto their envelopes or packages. Mail that looks professional can help companies gain authority and trust.

Download this infographic to discover the top 10 benefits of franking your mail.

In the United Kingdom, businesses and individuals can purchase or lease a franking machine from a Royal Mail-approved supplier. A franking license from Royal Mail is required to use one, and machines must undergo regular inspections and maintenance to ensure compliance with Royal Mail’s regulations and accurate postage rates.

There are three manufacturers authorised by Royal Mail to supply franking machines:

• Quadient
• Pitney Bowes
• Francotyp-Postalia (FP)

Franking machines can be leased or purchased, with contracts typically ranging from 1 to 6 years. Fees are usually paid monthly or quarterly. 

Alternatively, businesses that prefer a one-time investment can purchase a franking machine outright. The cost of purchasing a machine varies depending on the model, features, and volume capacity:

While purchasing a franking machine eliminates ongoing fees, businesses must still account for ink refills and regular maintenance costs. Most suppliers offer maintenance contracts to ensure machines remain compliant and in good working condition.

Choosing the right franking machine depends on your business size, mailing volume, and budget. Many suppliers offer tailored solutions to meet specific needs.

Once these costs are covered, businesses should budget for ink cartridges (£50 to £100 per year), labels, and envelopes.

Maintenance and servicing costs may be included in rental agreements, but if not, they can range from £100 to £300 per year, depending on the machine.

The cost of postage depends on the size and weight of the mail the user wishes to send and the postage class the user selects. Users may also have to pay maintenance and repair fees.

The machine includes a large, full-colour touchscreen display. On the screen, users are guided through a simple, step-by-step procedure for weighing and franking their mail. Users also determine the postal class type and shipping date to be displayed on the postage.

An automatic conveyor track smoothly feeds mail through the franking process. Postage is printed directly onto the envelope or onto a label to be affixed to a package. Once the mail is weighed, stamped, and sealed, the envelopes are dropped into an exit tray.

• The quantity of mail you can frank is optional. The sender can decide between stamping mail individually or in large volumes.
• Using franking machines reduces the chances of fraudulent charges by removing cash and cheque payment methods. Postage is securely paid via one pre-funded account balance.
• Postage is refillable on demand, so users don’t need to worry about running out of postage in high mailing periods. The system also monitors ink usage and can place orders before ink runs out.

As businesses look for ways to improve efficiency and streamline operations, it’s in their best interest to simplify their mailing process. Pivoting from the traditional stamp method to franked mail will remove obstacles and save money and time queuing at the post office.