5 Time-Saving Hacks Every Franking Machine User Should Know

Running a busy office or small business means time is money – and your franking machine should help you save both. But if you’re not using it efficiently, you could be wasting minutes every day that quickly add up. At Mailcoms, we’ve supported thousands of franking machine users – and we’ve picked up a few expert tricks along the way. Whether you’re handling a few letters or mailing in bulk, these 5 quick hacks will make your daily post easier, cleaner, and more productive.

🕒 1. Pre-Load Franking Labels & Envelopes in Advance

If you’re regularly printing large bulks of envelopes or franking labels, don’t wait until the last minute to load each one individually. Utilise the features at your disposal.

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Some franking machines come with a built in label feeder, others come with a tray and some come with both. These features allows you to load a full stack of labels or envelopes before you start franking.

If you have a catch tray, you will also be able to catch all your franked mail in one place for easier convenience.

Mailcoms Mailsend Speed Franking Machine

📦 2. Batch Your Mail by Weight & Format

Mixing letter sizes and weights can slow you down. Why not batch similar items together so you can frank similar items all together, helping to reduce franking machine adjustments. This reduces weighing errors, stops over franking, and keeps you compliant.

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Use your Royal Mail size guide, which Mailcoms gives you with your order with us, to easily separate mail into letters, Large Letters, Small Parcels & Medium Parcels. You can weigh one sample per batch using the integrated postal scales that comes with your franking machine, then frank the entire stack in one go.

🧼 3. Clean the Feed Rollers & Print Head Regularly

Dust, glue, or ink build-up can and will slow feeding and blur your impressions – often at the worst possible time. Some franking machines therefore include a cleaning function or performs routine maintenance so that the franking machine is ready to print at all times. Or you can perform a maintenance yourself or can contact our support team if your unsure.

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Wipe the rollers of your franking machine gently every couple of weeks using a soft cloth or machine-safe wipe. Clean your print head when you notice faint impressions or streaking to help ensure the best possible print every time.

📥 4. Keep Your Supplies Organised & Close to Hand

Having to dig through drawers for envelopes, franking labels or spare ink cartridges mid-task breaks your flow and is time consuming. So why not keep your mailroom in order and keep it organised.

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Why not set up a small mail station by the franking machine that is organised and contains all the supplies you need. When you are running low, you know to re-order your supplies at Mailcoms. Your mail station can include:

  • A box of your specific franking machines franking labels.
  • A few late posting envelopes.
  • A spare ink cartridge.
  • A roll of packaging tape.
  • A handy size-guide ruler.
  • Some basic stationary such as pens.

And remember! Refill your mail station at the end of each day, not the start of the next!

🧠 5. Set Weekly Tariff Check Reminders

Royal Mail tariff errors are one of the most common causes of miss franked mail. With how often Royal Mail can change their tariffs, it is hard to keep up to date. Whilst Mailcoms will always communicate this information to you as best we can, customers can still be using incorrect prices, resulting in surcharge costs.

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Set a weekly calendar reminder to check for software or rate updates on your franking machine. Some franking machines routinely check for updates automatically, but most franking machines allows this to be manually completed as well. This 2-minute check will prevent underpayment rejections – or worse, lost or delayed mail. View our rate change page here to learn more.

Final Thoughts

Your franking machine should make your mailroom faster – not more frustrating. By applying these simple daily and weekly habits, you’ll cut out wasted time, reduce errors, and keep your mail moving smoothly. At Mailcoms, we don’t just sell franking machines – we help customers get the most out of them, every single day.

At Mailcoms, we offer a range of franking machines. If you are interested in getting a franking machine or wish to upgrade to a Mailmark franking machine with even lower prices available, then 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 Franking Machines with over 20,000 customers nationwide and we can supply you with our very own range of models.

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