Franking Machines

If your franking machine is Mailmark compliant, it means that it incorporates and uses the latest Royal Mail Mailmark rates and services. A Mailmark franking impression differs to a standard franking impression in the sense that it includes a 2D barcode that Royal Mail systems can read.

Mailmark is a more cost saving method of sending your mail as a discount is applied and savings can be made every time you frank a letter or parcel. Find out more about Mailmark Here.

Operating and using a franking machine is fairly straightforward and easy to complete.

Firstly place your letter or parcel on to the integrated (or seperate) weighing scale. Next, select the size and service you want to use for your mail. If you wish to add a message, this option is also available. Modern franking machines will then determine the price of the item for you.

Next, insert an envelope or franking label into the printer slot on your franking machine so the item can be franked. A franked impression will then be stamped onto the envelope or label. This will include the postage, the date, a company logo (if previously selected) and a 2D barcode.

Now you can pop your mail into a post box (using a late meter posting envelope), a business posting box or at your local Post Office.

For a clear guide, please refer to our Infographic here to see how does franking work.

All of our franking machines come with a top-of-the-range intuitive touchscreen which inhabits many step-by-step guides to assist you in printing your postage and using the franking machine. Additionally, Mailcoms has a wide range of franking machine support here which offers many useful articles on how to use your specific franking machine model.

However, if needed, we also offer free before-purchase demonstrations on any of our franking machines where our trained technician will show you how to use the franking machine and answer any questions you may have before making the important decision of migrating to a franking machine.

Alternatively, if you are in need of support our trained technicians are onsite to assist. Our support can be delivered over the phone, via email, via webchat, via a Teams Meeting or via remote access.

• Access to Royal Mail Postage Discounts – All users have access to much lower postage discounts. This makes franking cheaper to use in comparison to stamps. The more mail you send the more money you save. Compare the latest 2025 stamp and Mailmark franking rates.
• Promote the Business – Frank a company logo or slogan onto outgoing mail. This can improve the professional image of your mail and will also expand your business name.
• Print the Exact Postage – Eliminate the risk of Royal Mail surcharge payments and never again miss pay. Simply use the integrated weighing scale your machine comes with.
• Simple & Easy to Use – Various one touch buttons and a clear display screen will make franking so easy. Both of these make the franking process quick and easy to complete by all.
• Smart Meter Technology – All modern franking machines come with smart meter technology as standard. Use all VAT services and products whilst franking mail in improved smart blue franking ink. Calculate your VAT much quicker and automatically, as well as automatically calculating your business mail advance service.
• Accounting Abilities – A franking machine will prove very beneficial at tax return time as all franking machines report postage costs. This means you will be able to claim your full tax return on all your postage expenditure.

A franking machine is a piece of mailroom equipment which applies a printed impression/mark to outgoing mail such as letters and parcels. This mark is proof to the postal services within the UK that the correct and appropriate postage and fees have been paid for. This is the primary function of a franking machine.

Franking machines, also referred to as a ‘franking meter’ or just a ‘meter’, have become more advanced however over the years and as such come with some added features to aid the process of franking your mail. This includes a weighing scale to help ensure the correct postage is applied, automatic postage updates to ensure you always use the most up to date postage rates and, to make franking easier for all, some of the latest franking machines do come with an integrated tablet.

There is no right or wrong answer here as franking can be ready and perfect for any business at any given time. You can use a franking machine to frank postage onto your outgoing mail and in return the Royal Mail will provide you with lower postage costs to save your business money. Start making savings on your posts today with a Mailcoms franking machine and contact us today. Call us on 01543 572 776 or email to info@mailcoms.co.uk.

Using a franking machine to frank your mail is cheaper than stamps and huge savings can be made almost every time you frank a mail piece. As it currently stands, from 7th April 2025, a stamp for a 1st Class Large Letter up to 100g will cost you £3.15, whereas the Mailmark franking prices is £2.65. This means 50p can be saved over a stamp.

Similarly a stamp for a 2nd Class Large Letter up to 100g will cost you £1.55, whereas the Mailmark franking prices is £1.41. This means 14p can be saved over a stamp.

For a comprehensive breakdown of the pricing and to see how much you can save, please view the Royal Mail Franking Postage Rates 2025 here.

As with any technical piece of equipment, maintenance and service is required to ensure it is working correctly. Royal Mail terms require that all franking machines are serviced on an annual basis by a approved supplier. Maintenance of franking machines is carried out by one of a few Royal Mail authorised suppliers and maintainers. Fortunately Mailcoms Ltd are one of these authorised suppliers and maintainers. We are authorised by the Royal Mail to maintain and inspect all franking machines in the UK but we are not the only one. View a list of authorised inspectors, maintainers and repairers.

In order for your business to start franking mail, you must have a valid franking licence from the Royal Mail and your franking machine must have credit on the machine prior to using it. It is also important that, as the licence user, that the franking machine is kept in good working order to ensure that all franked impressions are always clear and legible.

As a Royal Mail Authorised Inspector & Maintainer of franking machines, Mailcoms will provide you with this licence, we will provide support & maintenance for the franking machine, as well as all the key information you require about using the franking machine. Call 01543 572 776 to find out more.

A franking machine Die number is something that is unique to your specific franking machine. It is shown on every franking impression you produce, located just below the postage amount you have just paid. You can easily find out what your franking machine die number is by checking your franking impression.

If your franking machine Die number is different to that referenced on the licence, please contact Mailcoms Ltd (or your specific franking machine supplier) immediately so that we can resolve the problem.

You can put your franked mail items in a standard Royal Mail post box, however you are required to use Royal Mail Metered Posting Envelopes (commonly referred to as low volume posting envelopes). These should be readily available from your franking machine supplier. There are also many franked mailboxes located around the UK where franked mail can be posted freely. If you are unsure then the local Post Office is also an option.

Yes, franked mail can be sent both nationally and internationally. An added bonus of sending franked mail abroad is you will pay much less than using the stamp equivalent – saving you money!

Franked mail is read much easier by Royal Mail systems which means it is handled less often. As such, delivery of your franked mail items will usually be quicker than using stamps.

In short, yes you can. Franking machines can be used to process all types of mail including letters, large letters, small parcels and medium parcels, whilst saving you money each time. To frank a parcel however, you will require something called a franking label which is franked and then affixed to the parcel – because a parcel will not fit through a feeder.

Business Mail Advanced is a Royal Mail service that is strictly available to Mailmark franking machine customers who qualify for the service. If your business qualifies for Business Mail by sending high volumes of 250 or more letters per day, then you can benefit from even further discounts. The more letters you frank on a daily basis, the bigger the discount! Find out more about Business Mail Advanced here.

No, the postage you use on your franking machine is VAT-exempt.

The latest range of Mailcoms Mailmark franking machines however now connect via a LAN or Wi-Fi connection via the internet. This method of connection not only improves the performance of franking related uploads and downloads, but it also means that a dedicated business telephone phone line is no longer required for franking machine operation. This improves the overall franking machine experience and will save your business money on your communication costs.

Older franking machines used to use old, basic, technology which replied heavily on connecting to a telephone phone line to update tariff and postage information as well as downloading important software updates.

Yes, you can purchase a franking machine directly through Mailcoms as we are a Royal Mail Authorised Independent Inspector & Maintainer of franking machines. Alternatively you can lease or rent a franking machine if this option is more suitable for you.

Once funds are downloaded on to your franking machine it essentially becomes an electronic ‘petit cash tin’ for postage where you can then spend the funds on sending letters the same way you would if you use stamps. Because of this any funds downloaded on to your franking machine have to be cleared funds either by an advance ‘Pre pay’ system (like a mobile phone top up) or an automatic DD which tops up once funds are downloaded. If you still want to pay in arrears some suppliers offer a credit agreement which is similar to a store card. If you choose a credit agreement then this would usually incur the same transaction charges, interest and late payment fees so be careful if you choose this method.

As technology improves so does the way people frank their mail. New franking machine models are released almost every year with more enhancements, and this sometimes means other franking machine models become obsolete. To find out if your franking machine is obsolete, please view our helpful obsolete franking machine page here -> Obsolete & Decertified Franking Machines.

A recent announcement made by the Royal Mail may have affected the way you frank your mail in the near future. As of 1st January 2023, some franking machine models in the UK are becoming obsolete and will be decertified. As technology has improved, so has the franking industry with the introduction of Mailmark franking – a form of 2D barcode which is the most efficient and accurate way of processing mail. This method of franking is set to replace the standard way of franking mail. To find out if your franking machine is affected please read our blog here -> Decertification of Non-Mailmark Franking Machines.

Your franking machine is licensed to the address where it was originally used and can only be used to process franked mail at this address. If you want to move your franking machine to a new location you need to tell the Royal Mail via your franking equipment supplier / maintainer.

Your franking machine is licensed to a specific company and address where it can only be used to process franked mail at this address. If your company changes name or ownership, or any key company details change, you need to tell the Royal Mail via your franking equipment supplier / maintainer.

If you decide that your business no longer has use for your franking machine then contact Mailcoms (or your specific franking machine supplier) directly. We will then get in touch with Royal Mail to process your request and we will arrange for the franking machine to be withdrawn from its location. If you have any unused credit or funds on the franking machine then this will be refunded by cheque in due course.

Due to advancements in technology the market for second hand franking machines is very limited as once a machine is decommissioned it’s very expensive to have it relicensed for use elsewhere (if at all). If you want to dispose of your franking machine and you own it then contact your supplier or an Authorised Inspector and Maintainer (like Mailcoms) to decommission it and notify Royal Mail. If you lease or rent your machine you must contact the original supplier to have them arrange to delicense / decommission. Your franking machine was more than likely connected to your bank account so please be careful and arrange decommissioning via a reputable approved source.