Avoiding Royal Mail Surcharges: A Practical Guide

Royal Mail surcharges can quickly add up, hitting your business with unexpected costs and delivery delays. Whether you’re sending a few letters a week or hundreds of parcels daily, knowing how to avoid these charges is essential. Even with a franking machine at hand, businesses are still being hit with surcharges due to simple mistakes which are avoidable.

In this guide, we’ll break down what causes surcharges and how to prevent them with simple, practical changes.

What Are Royal Mail Surcharges?

Surcharges are additional fees added when mail items don’t meet Royal Mail’s guidelines. They typically arise due to incorrect sizing, insufficient postage, or packaging issues.

Common surcharge reasons include:

  • Incorrect size or weight.
  • Poorly affixed labels.
  • Non-Machineable items sent as standard.
  • Incorrect format (e.g. Large Letter vs Small Parcel).
  • Unreadable barcodes or franks.
UK Royal Mail Pricing / Size Guide Help

Top Reasons for Surcharges (and How to Avoid Them)

1. Incorrect Sizing or Format

One of the most common mistakes is sending an item as a Large Letter when it qualifies as a Small Parcel or sending a Small Parcel when it qualifies for a Medium Parcel. This can trigger an automatic surcharge.

Solution:

Use a Royal Mail size guide before franking. Even if you are 99% sure of the size of your items. Sparing 30 seconds will help you avoid any risk of a surcharge. If you’re a Mailcoms customer, we offer size guides to help you accurately measure letters and parcels with every online order. Order your franking machine supplies here.

2. Overfilled or Bulky Envelopes

Stuffing envelopes too full can push them into a different size category, even if the weight is low.

Solutions:

1. Use your franking machines integrated weighing scale to accurately weigh every item you frank. This will help ensure you are franking the correct amount for the item or items you are sending. Don’t have a franking machine? Get a franking machine quote today and avoid the surcharges today!

2. Choose the right envelope for your contents and avoid overstuffing. Use packaging that maintains the correct thickness and fits the format you’re franking for. View our range of business envelopes here.

3. Unreadable or Misaligned Franks

If the frank or Mailmark impression is smudged, too faint, or placed in the wrong position, it may not scan correctly, leading to a surcharge.

Solution:

Keep your franking machine well-maintained and regularly clean the printhead. Make sure you’re using approved franking ink and high quality franking labels to ensure legibility.

4. Incorrect Weight or Postage Selection

Guessing postage costs or selecting the wrong weight band often results in underpayment. This is just as bad as over paying for your items and both are circumstances you want to avoid.

Solution:

Use your franking machines integrated weighing scales before applying your franking impression. Double-check that you’ve selected the right class and format for the item or items you are sending on your franking machine.

Tools to Help You Stay Compliant

  • Mailcoms Size Guides: Accurate and simple to use – keep one near your franking machine. Find out how to use our Royal Mail Size guide ruler correctly here.
  • Franking Machine Weighing Scales: Utilise your franking machines integrated weighing scales. Essential for weighing mail correctly every time.
  • Approved Labels & Ink: Ensures clear, scan-ready franks every time.
  • Royal Mail Guidelines: Regularly updated – check their official site for current franking and sending standards.

Conclusion

Avoiding Royal Mail surcharges doesn’t require a major investment – just better awareness and preparation. With the right tools and habits, your business can reduce waste, save money, and ensure smoother deliveries. If you need help choosing the right franking machine, franking supplies or tools to avoid surcharges, the Mailcoms team is always happy to help.

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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