The Mailroom Checklist: Everything You Need to Send Post Smoothly

A well-organised mailroom is essential for any business that sends regular post – whether it’s daily invoices, customer parcels, or marketing materials. Even minor delays or missing supplies can cause disruption, frustration, or costly mistakes. That’s why having the right tools and setup in place is so important.

At Mailcoms, we know what a smooth-running mailroom looks like. Here’s your essential checklist to make sure you’ve got everything covered.

Franking Machine Supplies

✅ 1. Franking Machine (Properly Set Up & Maintained)

Your franking machine is the heart of your mailroom – saving you time and money with every item you send. Make sure it is always:

  • Connected to a reliable power supply.
  • Regularly cleaned and serviced.
  • Fully loaded with the latest Royal Mail postal rates.

✅ 2. Approved Franking Ink Cartridge

Running out of ink is the fastest way to halt your mailroom. Keep a spare ink cartridge, that uses Royal Mail Approved franking ink, on hand to avoid unnecessary downtime.

  • Always use Royal Mail Approved franking ink, such as our ink cartridges, to stay compliant.
  • Avoid faded franks that may delay delivery or incur surcharges.
  • Store in a cool, dry place away from sunlight.

✅ 3. Franking Labels

Franking labels are essential when your envelope or parcel isn’t suitable for direct printing from the franking machine. You must always ensure you have the correct franking labels for your specific requirements, with both long and short being available from Mailcoms. Ensure your labels are supplied by a Royal Mail Authorised Supplier to ensure best quality and prevent smudging, fading or rejected post.

✅ 4. Envelopes

It’s vital to have the right envelopes and packaging options ready to go – not all items fit into a standard DL envelope!

  • Use DL & C5 for letters and invoices.
  • Use C4 for unfolded A4 documents.
  • Choose gummed or self-seal to match your workflow.
  • Consider windowed envelopes for address visibility.

✅ 5. Royal Mail Size Guide

Mistaking a large letter for a small parcel can cost your business. Our Royal Mail Size Guide helps you measure items correctly to avoid:

  • Overpaying for postage.
  • Delayed deliveries.
  • Return-to-sender issues.

Mailcoms supplies our own printed size guides with clear markings for letters, large letters, and parcels. Find out how to use the Royal Mail Size Guide Ruler correctly here.

✅ 6. Correct Postage Rates

It is always important to make sure that you are using the correct postage rates when franking your mail. Not only can incorrectly franking result in surcharges, but you also run the risk of mail being rejected. It is always handy to have a copy of the latest Royal Mail postage rates at hand, and fortunately Mailcoms provides you with a clear one with every order. Or you can view the latest Royal Mail postage rates 2025 wallchart here.

Always check:

  • Are your franking rates up to date?
  • Are you using the correct Royal Mail service (1st Class, 2nd Class, Special Delivery)?
  • Do you know the latest weight and size limits?

Most franking machines can also automatically update the rates when connected, or we can walk you through manual updates if needed, helping to ensure you will never be outdated.

✅ 7. Mail Collection Schedule or Drop-Off Plan

  • Know your last collection times.
  • Have a plan for high-volume days.
  • Use Late Meter Posting Envelopes for next-day delivery flexibility when posting after collection times.

✅ 8. Spare Supplies & Quick Reorder Info

Finally, always make sure you have back up supplies of your franking ink, franking labels and envelopes to ensure you are always running at full operation. And remember, always have your Mailcoms account details or reorder contact handy. We offer next day delivery to keep your operations running.

In Summary

A well-stocked, organised mailroom doesn’t just save time – it ensures accuracy, efficiency, and a professional experience for your customers. Whether you’re sending 10 letters a day or 1,000, these mailroom essentials will help you post with confidence.

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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