Introduction
When sending business mail through Royal Mail in the United Kingdom, there are two main options: franked and stamped mail. Both options have advantages and disadvantages, making it essential for businesses to carefully consider their mailing needs.
This article compares both options, including cost differences, and offers tips for selecting the most suitable choice for your business. Whether you send a small number of letters or handle bulk mail, this guide will help you make an informed decision.
Franked mail
Franked mail is processed using a franking machine, which prints a postage mark directly onto an envelope or label. Businesses and organisations commonly use this method due to its cost-effectiveness and convenience.
To use a franking machine, businesses must obtain a franking licence from Royal Mail and lease or purchase a Mailmark-enabled franking machine from a Royal Mail-approved provider. As of January 2023, only Mailmark franking machines are accepted by Royal Mail.
Franked mail can be posted in designated post boxes for franked mail or dropped off at Post Office branches.
Stamped mail
Stamped mail requires manually applying postage stamps to letters or packages. The cost of postage depends on the weight, size, and destination of the mail.
Stamped mail is typically used for personal correspondence, small business mailings, and one-off mail items. Stamps can be purchased at Post Offices, online, or high street retailers selling postage.
The key benefits and considerations of franked mail
Benefits | Considerations |
|---|---|
| Franked mail is more cost-effective, with lower postage rates than standard stamps, thanks to Mailmark discounts. | There is an initial cost to lease or buy a franking machine, which may be a barrier for small businesses. |
| Saves time, as postage is printed directly onto the envelope, eliminating the need to manually affix stamps. | Franking machines require regular maintenance and ink refills, which adds to operational costs. |
| Accurate postage calculation prevents overpaying or underpaying for mail, and rates automatically update. | Some outgoing mail types may not be eligible for franking. |
| Franked mail gives a professional appearance and can include a company logo or promotional message. | The business must obtain a franking licence from Royal Mail and adhere to its regulations. |
| Mailmark franking allows for better tracking and reporting. |
The key benefits and considerations of stamped mail
Benefits | Considerations |
|---|---|
| No equipment costs—stamps can be purchased as needed. | Stamping each mail item can be time-consuming, especially for bulk mailings. |
| Variety of designs available, allowing for customisation. | Postage must be calculated manually, increasing the risk of overpaying or underpaying. |
| Easily accessible from Post Offices, online, and high street retailers. | No bulk discounts—stamps cost more than franked mail per unit. |
| Ideal for small businesses and personal use. | Frequent postage rate changes require keeping up with new stamp denominations. |
Cost comparison: Franked mail vs. stamped mail
Using a franking machine allows businesses to access lower postage rates than standard stamps. For the most up-to-date prices, follow this link.
Tips for choosing the right franking machine
If you decide to use franked mail, selecting the right franking machine is crucial. Here are some key considerations:
- Assess your mailing needs: Determine how much mail you send regularly and whether it includes letters, parcels, or both.
- Compare machine options: Research Royal Mail-approved franking machine providers, such as Quadient, Pitney Bowes, and FP Mailing, to find a machine that fits your business.
- Consider machine features: Some machines include automatic feeders, label printing, and digital tracking.
- Check Royal Mail compatibility: Ensure your franking machine is 1D enabled, for trakced domestic services.
- Account for maintenance costs: Factor in costs for ink refills, machine servicing, and software updates.
- Stay updated on Royal Mail guidelines: Check for the latest operational requirements to avoid disruptions.
Conclusion
Deciding between franked and stamped mail depends on your business needs. Franking is the more cost-effective and efficient option for high-volume mail, while stamped mail suits businesses with lower mailing requirements or those wanting more personalised postage.
Understanding the costs and benefits outlined in this guide will ensure that you choose the best method to manage your business postage efficiently and save money in the long run.