What To Do If Your Franking Machine Goes Down?

If your franking machine goes down, the priority is to keep mail moving while you fix the cause: switch to a backup plan, take urgent items to the Post Office, and resolve the underlying issue. The three most common causes are running out of franking ink, running out of franking labels, and a mechanical fault – all largely avoidable by keeping spare supplies and booking regular servicing.

With Mailmark franking and a reliable Royal Mail service, the modern mailroom is more efficient and cost-effective than ever before. But, like anything technical, a franking machine can break down or develop a fault, and when it does the mailroom can grind to a halt quickly.

Royal Mail cannot account for mechanical failures or other issues with your franking machine, so it is down to your business to make sure the machine runs correctly. Things can go wrong at any moment, which is why contingency plans matter. Here are the common scenarios you and your franking machine may face.

Scenario 1 – running out of franking ink

One of the most common problems is the franking machine running out of ink – frustrating because it is totally avoidable. An entire mailroom can come to a standstill simply because no spare ink cartridge is available, and it stays stopped until the cartridge is replaced.

You may be lucky enough to have a local supplier nearby, but in many cases a business could spend a day or two manually taking mail to the Post Office. Prevent this by always keeping spare ink cartridges in stock. Top up on your franking machine supplies today with Mailcoms.

Scenario 2 – running out of franking labels

Just as a machine can run out of ink, it can run out of franking labels – another avoidable issue. Without labels, you cannot frank larger parcels or packets, and you may have to take mail to the Post Office until more arrive. Prevent this by keeping spare franking labels in stock as a precaution.

Scenario 3 – mechanical issue

A mechanical failure or breakdown can cause problems that last days. A service contract can ensure a technician attends your office and fixes the fault on site within a few hours, ideally without the machine being sent away. Many mechanical breakdowns can be avoided with regular service and maintenance.

How to avoid franking machine downtime

In an ideal world all franking machines would run perfectly with no breakdowns. They do not, but you can prevent most problems by staying ahead: keep stock of your franking supplies and have regular maintenance carried out on the machine.

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

Mailcoms is a Royal Mail Authorised Independent Inspector & Maintainer of franking machines since 2008, with over 40,000 customers serviced and supplied and our own range of models.

Franking machine downtime FAQs

What should I do first if my franking machine stops working?

Keep mail moving – use a backup plan and take urgent items to the Post Office – then identify the cause (ink, labels or a mechanical fault) and resolve it, contacting your supplier if it needs a technician.

What are the most common reasons a franking machine goes down?

Running out of franking ink, running out of franking labels, and mechanical faults. The first two are avoidable by keeping spare supplies in stock.

How can I avoid franking machine downtime?

Keep spare ink and labels on hand and book regular service and maintenance so mechanical issues are caught early.