✓ Royal Mail Authorised Inspector since 2008 | Trading since 2005
A franking machine prints Royal Mail postage directly onto your mail instead of a stamp, working out the correct price from the item’s weight, size and service. For businesses it means lower postage through Mailmark discounts, a more professional image, accurate accounting and significant time savings. This guide covers what franking machines are, their benefits, the types available, how to choose one, and the costs to consider.
What are franking machines?
A franking machine – also called a postage meter, stamping machine or postal metering machine – is a device that calculates postage and prints it directly onto envelopes or adhesive franking labels, replacing the traditional stamp. It works out the correct postage based on size, weight and destination, so you never overpay, and can process large volumes of mail quickly. Using a secure digital system, it accesses the latest Royal Mail rates, calculates the price, and prints a postage mark, or “frank”, onto your mail – saving trips to the Post Office and giving your outgoing mail a consistent, branded look.
Who manufactures franking machines in the UK?
Franking machines are made by a handful of manufacturers, the major ones being:
- Quadient (formerly Neopost) Ltd
- Pitney Bowes Ltd
- FP Mailing (formerly Francotyp Postalia) Ltd
- Frama UK Ltd
You can buy these machines from any UK Royal Mail Authorised Independent Inspector & Maintainer of franking machines, such as Mailcoms. View our online catalogue of franking machines here.
Benefits of using a franking machine
Cost efficiency
Franking machines ensure you pay the exact postage required for each item, avoiding the over- or under-stamping that leads to surcharges. Franking users also receive discounted Royal Mail rates on almost all products and services, which adds up significantly for higher-volume mailers. Use our savings calculator to see how much you could save.
Time savings
Applying stamps and making trips to the Post Office is slow and error-prone. Franking machines automate these steps, letting your staff process mail quickly and accurately, and freeing up time for more valuable tasks – you can process hundreds of items in a fraction of the time, without leaving the office.
Professional image
Franked mail is consistently printed with a neat, professional impression, and many machines let you add a company logo or promotional message – a free advertising opportunity on every item.
Accounting and control
Many machines include accounting features that track postage spend across departments or projects, helping with budgeting and providing detailed reports for audits or cost reviews.
Flexibility and convenience
Franking machines handle everything from letters to parcels, let you pre-programme rates and add custom messages, and are designed to be user-friendly with minimal training. Mailcoms can also provide training and support over the phone if you need it.
Types of franking machine
Basic vs advanced models
The right machine depends on your mailing volume. Basic models suit small businesses sending fewer items – user-friendly, low-maintenance, with essential functions like weighing and printing postage. Advanced models are built for high volumes, with automatic feeders, high-speed processing and advanced accounting.
Key features to consider
- Connectivity: how the machine gets the latest rates – all connect via LAN, with many also offering Wi-Fi.
- Feeding system: a manual feeder suits smaller volumes; an automatic feeder processes large batches rapidly.
- Weighing scales: integrated scales weigh each item accurately – basic models have smaller scales, advanced models much larger ones.
- Reporting: detailed tools to track postage by department and monitor expenses.
- Integration: advanced machines can integrate with business software to manage mailing and expenses.
How to choose the right franking machine
Assessing your needs
Before buying, assess your mail volume, the types of mail you send (letters, parcels), and how much speed, automation and reporting you need. A small business sending a few dozen letters a week may only need a basic machine, while a larger firm handling thousands of items daily will benefit from an advanced model. Understanding your requirements avoids over- or under-investing.
Matching features to business size
Align the machine’s capabilities with your size and growth plans. Small to medium businesses may be well served by a basic model with accurate postage and basic reporting; larger businesses may need automatic feeders, enhanced reporting and multi-user access.
Costs to consider
The cost of a franking machine varies widely depending on its size, speed and features, and you can buy, rent or lease one, or consider a used machine. For current pricing, please see our franking machines page or request a quote.
There are also running costs on top of the machine itself – such as annual postal inspection, rate-change updates, ink cartridges, and maintenance and support – but these are easily offset by the savings you make on postage. Renting sometimes includes maintenance and servicing in the contract, depending on what you agree with your supplier.
Savings compared to stamps
You typically save money every time you use a franking machine. In the UK, franked post attracts Royal Mail discounts on a per-item basis across almost all products and services, and the long-term savings from discounted rates, reduced labour and improved efficiency can be substantial for higher-volume mailers. You also save on trips to the Post Office and the time spent applying stamps, and the branding on each item is a low-cost marketing bonus.
Buying vs leasing
For a start-up, renting reduces the initial outlay and can be the better choice; established businesses may prefer to buy for long-term value. If you lease, examine the contract carefully – especially the termination clause – and shop around, as competition between suppliers means you can often negotiate. Whichever route you choose, buy or rent only from a Royal Mail Authorised Supplier such as Mailcoms.
Franking maintenance and support
In the UK, your franking machine must be inspected annually under Royal Mail’s terms and conditions, and only a Royal Mail Authorised Inspector & Maintainer of franking machines, such as Mailcoms, can carry this out.
Conclusion
A franking machine is more than a mailing tool – it is a long-term investment in efficiency, cost savings and a professional image. By automating your mailing, reducing postage costs and presenting a consistent brand, it can significantly enhance your operations.
At Mailcoms we offer a range of franking machines to buy or rent, designed for efficiency, reliability and cost savings. If you are interested in getting a franking machine or upgrading to a Mailmark franking machine with lower prices available, please view our franking machine page here or call us today on 01543 572 776. Mailcoms is a Royal Mail Authorised Independent Inspector & Maintainer of postal franking machines, serving over 40,000 customers across the UK.
Frequently asked questions
What is a franking machine?
A device that prints Royal Mail postage directly onto mail instead of a stamp, at discounted franking rates, calculated from the item’s weight, size and service.
How much does a franking machine cost?
It varies widely by size and features, and machines can be bought, rented or leased – see our franking machines page for current pricing.
Do franking machines need to be inspected?
Yes – in the UK a franking machine must be inspected annually by a Royal Mail Authorised Inspector and Maintainer, such as Mailcoms.
Is franking cheaper than stamps?
Yes – Royal Mail gives franking users discounted rates on almost all products and services, saving money on every item.