How to get started with metered mail: A step-by-step guide

Are you looking to simplify your mailing process and save on postage costs? Franked mail might be the solution you need, and getting started is easier than you might think.

In this guide, we'll walk you through the steps to set up and use franked mail, ensuring a smooth transition and a cost-effective postage option for your business.

Franked mail is a postage solution designed to simplify the mailing process for businesses. Instead of traditional postage stamps, businesses use franking machines to imprint the exact postage amount directly onto the item or postage labels that can be affixed to the item. This technology offers several advantages, making it a popular choice for business mailers of all sizes.

The franking machine industry in the UK is regulated, as postage is considered a form of currency. However, unlike in some countries, businesses in the UK can purchase franking machines outright. That said, they must be licensed and approved by Royal Mail to ensure compliance with usage and security requirements.

Franked mail is a modern, efficient, and cost-effective solution for businesses looking to better manage their postage processes.

Franked mail provides the flexibility to customise postage based on the size, weight, and destination of each mail item. This precision ensures accurate postage and eliminates the need for manual stamping, saving valuable time and reducing the likelihood of over or underpaying.

Franking machines are equipped with digital interfaces that allow users to manage and reload postage online. This means you can handle your postage needs without leaving the office, saving you trips to the Post Office and making your mailing operations more efficient.

One key benefit of franked mail is the potential for postal discounts. Businesses often receive discounted postage rates from Royal Mail compared to the cost of traditional postage stamps. Additionally, the ability to track and monitor postage usage helps businesses optimise their mailing budget.

Royal Mail offers various mail services designed to cater to different needs based on delivery speed, cost, and additional features. Choosing the right mail class ensures that your letters and parcels reach their destination efficiently while minimising costs.

Royal Mail 1st Class

This is the fastest standard service, aiming for next-day delivery, including Saturdays. This service is ideal for urgent letters, documents, and parcels that need to arrive quickly. Compensation of up to £20 is included in case of loss or damage. 

Royal Mail 2nd Class

Royal Mail 2nd Class delivers within two to three working days, including Saturdays, for a more cost-effective option. This service is suitable for non-urgent mail while still offering reliability. Compensation of up to £20 is included. 

Royal Mail Special Delivery Guaranteed by 1 pm

Royal Mail Special Delivery by 1 pm ensures arrival on the next working day for those needing guaranteed next-day delivery, with a compensation cover of up to £750 (upgradable to £2,500 for an extra fee). This service is recommended for valuable or time-sensitive items. 

Factors affecting postal rates

Postal rates vary based on several factors, including the size and weight of the mail item, the distance it needs to travel, and any additional services selected, such as tracking or extra insurance. Royal Mail periodically updates its rates, so it is recommended that you check its website for the latest pricing.

For businesses and frequent mailers, Royal Mail offers discounts and specialist services to reduce costs, such as bulk mailing options and franking machines. Individuals and businesses can balance speed, price, and security for their postage needs by selecting the most suitable mail class.

Making your business mail more efficient and controlling postage costs has never been easier with franked mail. Follow these seven simple steps to get started with a franking system tailored to your needs.

Step 1: Assess your mailing requirements

Before investing in a franking machine, evaluate your business’s mailing needs. How many letters and parcels do you send each week? Are you primarily posting letters, large letters, or parcels? Monitoring your mail volumes over a few weeks will give you a clear idea of the best franking solution for your business.

Step 2: Choose the right franking machine

Franking machines come in various models with different features to suit businesses of all sizes. When selecting a machine, consider factors such as your average mail volume, the types of items you send, and whether you need additional features like a built-in scale or automatic postage calculation.

Step 3: Register for a franking license

To use a franking machine in the UK, you must apply for a franking licence from Royal Mail. This involves providing business details and agreeing to Royal Mail’s terms and conditions for using franked mail. Once your application is approved, you can begin using your machine.

Step 4: Set up your franking machine

Once your account is approved, you'll receive your franking machine. Follow the manufacturer’s instructions to install and configure it properly. Most machines are designed for ease of use, but if you encounter any issues, your provider’s customer support team can assist you with the setup.

Step 5: Add postage credit to your machine

Before you can start franking mail, you’ll need to load funds onto your franking machine. Most modern franking machines allow you to top up online, giving you the flexibility to manage postage from your office. Regularly monitor your postage balance to ensure uninterrupted mailing.

Step 6: Weigh, frank, and send your mail

With your franking machine ready, you can print postage directly onto envelopes or labels. Simply weigh each item, select the correct postage amount, and print the franking mark. Your mail is now ready for posting.

Step 7: Monitor usage and adjust accordingly

Regularly reviewing your franking usage helps you keep control of postage costs. Many machines provide detailed reports on spending, allowing you to adjust postage levels and optimise your mailing budget.

Following these steps, you can efficiently integrate franked mail into your business operations, reducing postage costs and improving mail-handling efficiency.

Ready to revolutionise your business mailing process? Franked mail is the key. It's not just about stamps; it's a strategic tool for efficient and cost-effective postage.

Have questions or need guidance? Our team is here to help. Elevate your business with franked mail, where efficiency meets simplicity.