Using a franking machine for recorded or Special Delivery

To send recorded (Signed For) or Special Delivery mail with a franking machine, run the item through as normal and select the recorded or Special Delivery option before franking. Then separate those items from your 1st and 2nd class post, log each one, add a barcode label, and hand them in at a Post Office or via a business collection – they cannot go in a post box.

Setting up the franking machine

Put your mail through the franking machine as normal and select the recorded or Special Delivery option, then frank the item as usual to apply the correct postage and impression. Almost all modern franking machines have recorded (Signed For) and Special Delivery options for quick access. If your machine does not, calculate the postage manually before taking the item to the Post Office.

Prepare your items

Once franked, separate your recorded and Special Delivery items from your 1st and 2nd class mail. Note down every address detail in your recorded/special delivery log book, put a barcode label on the front of each item, and include a reference sticker in your log book.

Then note the total number of items being sent and sign your log book page – the Post Office cashier, or your delivery driver if one collects your post, will also sign it.

Recorded and Special Delivery items cannot be sent via a post box, so set up a Royal Mail business collection or take them to your local Post Office.

Keep your mail separate by class

No matter how much mail you are sending, always keep it separate by class, including your recorded and Special Delivery items.

Making a claim for loss or damage

Signed For (recorded delivery) claims – make sure you get a Certificate of Posting when using the Royal Mail Signed For service, and keep it safe.

Special Delivery claims – you must write to Royal Mail within 80 days of posting to make a claim, with proof of purchase and evidence of the item’s value.

The recorded and Special Delivery options cost slightly more, but for important mail items the extra security and speed is 100% worth it. A Mailmark franking machine can also help eliminate the risk of a surcharge. If you are interested in getting a franking machine or upgrading to Mailmark, please view our franking machine page here or call us today on 01543 572 776.

Frequently asked questions

Can recorded or Special Delivery franked mail go in a post box?

No. Recorded and Special Delivery items must go via a Royal Mail business collection or your local Post Office.

How long do I have to claim for a lost Special Delivery item?

You must write to Royal Mail within 80 days of posting, with proof of purchase and evidence of the item’s value.

Do modern franking machines have a Signed For option?

Yes – almost all modern franking machines have recorded (Signed For) and Special Delivery options built in for quick access.