How to Prepare Your Franked Mail Correctly

To prepare franked mail correctly, use smart blue ink and print a clear, readable impression in the top right of the item with the correct date and the correct postage (start from £0.00). Adding a return address or company logo finishes it off. Getting this right avoids Royal Mail surcharges and delays to your post.

When using a Mailcoms franking machine to send business mail, it is important to prepare your outgoing post correctly. If you don’t, you could underpay or overpay for postage, causing delays and potentially a surcharge. Our guide on how to avoid franking machine surcharges can help reduce this risk.

How to Prepare Your Franked Mail

1. Make sure your franking machine uses smart blue ink. Royal Mail’s changeover from red to smart blue happened a while ago, and some customers still print incorrectly. It won’t cause a surcharge, but it keeps you in line with current regulations.
2. Frank the impression at the top of the item, on the right-hand side.
3. Keep the impression clear and readable so Royal Mail’s scanners can read it correctly, reducing delivery errors.
4. Apply the correct date. You can pre-date some post with the latest Mailmark franking machines, but it can only be posted on the date shown.
5. Set your machine to £0.00 before franking. Incorrect postage can cause an under- or over-payment and a Royal Mail surcharge.
6. Add a company logo and/or return address to look more professional and add efficiency to your post.

By following these simple steps you can make the franking process run more smoothly and efficiently, while helping all your post arrive on time.

If you are interested in getting a franking machine or upgrading to a Mailmark franking machine with even lower prices available, please view our franking machine page here or call us today on 01543 572 776.

We are a Royal Mail Authorised Independent Inspector & Maintainer of postal franking machines (since 2008) and we’ve serviced and supplied over 40,000 customers, from small businesses to some of the largest organisations in the UK, with our own range of machines.

Frequently Asked Questions

How should franked mail be positioned?

The franking impression should be printed at the top right of the mail item, and must be clear and readable so Royal Mail’s scanners can process it.

What colour ink should a franking machine use?

Franking machines should use smart blue ink. Royal Mail moved from red to smart blue some time ago, so machines should be set up to print in blue.

How do I avoid franking machine surcharges?

Use smart blue ink, print a clear impression with the correct date and postage, set the machine to £0.00 before franking, and measure your mail correctly. See our guide on avoiding franking machine surcharges.