News

How to Prepare Your Business for Peak Mailing Seasons

As peak mailing seasons approach – whether it’s Christmas, Black Friday, end-of-financial-year deadlines or new year rushes – staying ahead of your postage and mailing setup can save your business time, stress, and unnecessary costs. At Mailcoms, we understand that the key to surviving (and thriving) during these high-volume periods is preparation.

Below, we’ve outlined some essential tips to help your business stay organised and efficient through the busiest mailing times of the year.

✅ 1. Audit Your Franking Machine and Supplies

Start by checking that your franking machine is fully functional and updated. Outdated software, low ink, or worn-out franking labels can cause costly delays when you need your machine most.

Checklist:

  • Is your ink level sufficient for the next few weeks?
  • Do you have enough franking labels, envelopes, and mailing pouches?
  • Have you performed basic maintenance and cleaning?
  • Is your machine connected to Royal Mail’s current tariff rates?

🛠 Tip: Consider ordering a Mailcoms franking bundle or restocking on our cost-effective, Royal Mail approved franking supplies.

✅ 2. Know the Royal Mail Last Posting Dates

Every year, Royal Mail releases official last posting dates for UK and international destinations. Missing these deadlines can mean parcels don’t arrive in time – leading to unhappy customers and refund requests. Action: Keep a printed or bookmarked list of these deadlines and circulate them across your fulfilment team. At Mailcoms, we share and provide these dates in our latest news so keep tabs on this for the 2025 last posting dates.

✅ 3. Optimise Mailroom Workflow

Peak season = pressure. Take time to review your internal mailroom processes:

  • Is there a clear division of duties?
  • Is your packaging station well organised?
  • Can franking be done in bulk to save time?

Pro Tip: Batch franking during quieter hours can help ease the load during rush periods.

✅ 4. Invest in High-Use Consumables Now

Don’t wait until you’re down to the last pack of franking labels or final franking ink cartridge – stock up early. Demand can spike unexpectedly during busy periods, and suppliers may also experience delays.

Recommended products to stock up on:

✅ 5. Communicate with Your Customers

Letting your customers know your posting deadlines or expected delivery times during peak periods can reduce pressure on your support team. Use your website, email marketing system, and social media to set and provide realistic expectations.

✅ 6. Keep Support Numbers Handy

In the event of a franking machine issue, you’ll want to speak to someone fast. Save key contact numbers and links for:

  • Your machine’s service provider.
  • Royal Mail business support.
  • Your franking ink and label supplier (📞 That’s us: 01543 572 776).

💡 Final Thoughts

Peak mailing periods don’t have to be overwhelming. With early preparation, smart ordering, and a reliable franking setup, your business can handle the rush smoothly – and possibly even grow through it.

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.