Here at Mailcoms we receive various types of enquires and questions about franking, and one we received recently was “How do I use a franking machine for special delivery?“. So we thought we would help you out and write this informative blog for anyone asking the same question.
Setting Up The Franking Machine
Simply put your mail through your franking machine as normal and then select the recorded or special delivery option. Once selected frank the item as normal and you will have the correct postage and impression on the franking machine. Almost all modern franking machines come with recorded (signed for) and special delivery buttons/options available for quick and easy access. If your franking machine does not possess these then simply calculate the postage manually before taking it to the Post Office.
Prepare Your Items
Once your items have all been franked, you will need to separate all of your recorded/special delivery mail items from your 1st and 2nd Class mail items. You will then need to note down every address detail for every mail item in the recorded/special delivery log book that you should have. Afterwards put a barcode label on the front of the mail item and include a reference sticker in your log book.
Once the above has been completed you will need to note down the total number of items being sent and sign your log book page. The reason for this is because the cashier at your local Post Office will need to sign the log book. Alternatively, if you have a delivery driver collecting your post then they will sign the log book.
Recorded Or Special delivery items cannot be sent via a post box, so remember to set up a Royal Mail business collection or take them to your local Post Office.
Special Mail Pouches
No matter how much mail you are sending, always keep your mail separate by class. This includes your recorded/special delivery items.
Making A Claim For Loss Or Damage
Signed For (recorded delivery) claims – Make sure to get a Certificate of Posting. When using the Royal Mail Signed For (recorded delivery) service you should be provided with one. Keep it safe.
Special Delivery claims – you must write to the Royal Mail within 80 days of posting if you wish to make a claim when using special delivery services. Proof of purchase receipt and evidence of the item’s value are required.
The recorded and special delivery options do cost slightly more but for important mail items, paying that little bit extra security and speed is 100%worth it.
A Mailmark franking machine can help massively when sending your mail. They can even help with eliminating the risk of receiving a surcharge payment. If you are interested in getting a franking machine or upgrading 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.