Renting vs buying a franking machine: what is right for your business?

Whether to rent or buy a franking machine comes down to your mailing volume, budget and how much flexibility you want. Buying suits consistent, high-volume users and offers lower long-term cost; renting suits lower budgets and changing needs, with a smaller upfront outlay.

The case for buying a franking machine

Long-term cost savings

Although buying requires a higher initial investment, it can offer significant long-term savings. Once bought, you own the machine outright with no ongoing rental fees, so for businesses that use a franking machine consistently over several years, the total cost of ownership is often lower than renting over the same period.

No contractual commitments

When you buy, you are not tied to a rental contract or a provider’s terms, giving your business complete control over how you use and manage the machine.

The case for renting a franking machine

Renting a franking machine is attractive for businesses that want flexibility and to avoid large upfront costs. Renting typically needs a smaller initial commitment, and you can usually choose to pay monthly, quarterly or yearly, over a term that suits you.

A word of warning: we have seen many businesses drawn into low-cost rental deals with hidden costs, or where the machine supplied is second-hand. If a deal looks too good to be true, it usually is – always rent from a Royal Mail Authorised Supplier such as Mailcoms.

Key factors to consider

What is your mail volume?

If you send a high volume of mail consistently, buying may offer better long-term savings. For variable or low volumes, renting provides useful flexibility.

What is your budget for upfront costs?

Businesses with tighter budgets may prefer the lower upfront cost of renting; if you have the capital to invest, buying offers greater financial benefit over time.

Do you expect your mailing needs to change?

If your volumes are likely to grow or fluctuate seasonally, that should influence both the machine you choose and how you pay for it.

Do you prefer to own or lease?

Some businesses prefer to own equipment outright; others value the convenience and lower risk of renting. Your approach to asset management should factor into the decision.

Benefits of franking your mail

Whichever option you choose, a franking machine brings clear benefits over stamps. The most notable is the saving on postage – Royal Mail gives franking users discounts, so every item you frank saves money. Use our calculator to see how much you could save. Franking also applies the exact postage every time, preventing over- or under-payment.

Beyond cost, a franking machine improves efficiency by automating weighing and applying postage, and lets you send mail without relying on Post Office hours. It also presents a more professional image, with your logo, a promotional message or return address on every item, and gives long-term control through detailed tracking of postage expenses.

Conclusion: what is right for your business?

There is no single right answer – every business differs, and cost and budget are key. If you value flexibility and lower upfront costs, renting might be best; if you want long-term savings and full control, buying could be the better investment. Either way you benefit from using a franking machine.

At Mailcoms we offer franking machines to rent or buy, and our team is here to guide you through the decision. If you are interested in getting a franking machine or upgrading to Mailmark 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

Is it cheaper to rent or buy a franking machine?

For consistent, high-volume use over several years, buying is usually cheaper overall. For lower budgets or changing needs, renting spreads the cost with a smaller upfront outlay.

What are the risks of cheap franking machine rentals?

Very cheap deals can hide costs or supply second-hand machines – always rent from a Royal Mail Authorised Supplier such as Mailcoms.

Does Mailcoms offer both rental and purchase?

Yes – Mailcoms offers franking machines to rent or buy, and can advise which suits your business.