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