If you’re considering switching to a franking machine for your business mailing needs, you might be wondering: “Do I need a licence to use one?” It’s a common question we get asked here at Mailcoms – and an important one at that. In this guide, we’ll cover everything UK businesses need to know about franking machine licences, how they work, and what your responsibilities are when using one. Whether you’re a small business or a large organisation, understanding the licensing process ensures you’re operating within Royal Mail guidelines and making the most of your franking investment.
A franking machine licence is an agreement between your business (or an authorised supplier on your behalf) and Royal Mail, giving you permission to use a franking machine to print postage. This licence authorises the use of a specific franking machine model, linked to a postage account, to apply postage impressions on to your outgoing mail. Without this licence, you cannot use a franking machine to post mail in the UK.
The licence is issued and managed by Royal Mail, but businesses don’t deal with Royal Mail directly. Instead, the licence is arranged through a Royal Mail approved franking machine supplier, such as Mailcoms, when you purchase, rent or lease a franking machine or move business locations. We make this process easy by handling all licensing requirements on your behalf, so there’s no complicated paperwork or direct contact with Royal Mail needed.
A franking machine license will include various details about your business that Royal Mail keeps a copy of. The licence includes the following:
– Your business name and address.
– The franking machine serial number & model.
– A unique die number.
Please note: You must inform your franking machine supplier of any changes to your business including the company name or company address. Your supplier can then advise Royal Mail, who will in turn a new licence.
No. You cannot use a franking machine without a franking machine license. Using a franking machine without a valid licence is a breach of Royal Mail’s terms and may result in fines or penalties. As a franking machine user, you must always ensure that the franking machine is registered, licensed, and up-to-date with the correct information.
If your business decides to move premises or changes its business name, then you need to contact your franking machine supplier with these details. For example, if you move towns then your franking machine supplier will have to order new software to reflect the changes. It is vital that the correct information is being franked onto your post. If it is incorrect then your mail will return undelivered.
As a Royal Mail approved franking machine supplier, Mailcoms will ensure that your franking machine we sell, lease, or rent is fully licensed with the Royal Mail and registered and ready to use out of the box. We’ll take care of everything so you are fully prepared to start franking – leaving you to be able to focus on running your business.
At Mailcoms, we also 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.