Franking Machines: The Ultimate Guide

In today’s fast-paced business world, efficiency is key. One often overlooked aspect of operational efficiency is how a company handles its outgoing mail. Enter the franking machine – a powerful tool that can streamline your mailing process, reduce costs, and enhance your business’s professional image. Whether you’re a small business just starting out or a large corporation with high-volume mailing needs, understanding the value of a franking machine can significantly impact your mailing operations and how you send your mail moving forwards.

This franking machine guide is designed to be your ultimate resource, providing you with everything you need to know about franking machines. From the basics of what a franking machine is to the benefits it can bring to your business, this guide will equip you with the knowledge to make an informed decision as to whether franking is right for you (Hint: it probably is). At Mailcoms Ltd, we’re not just suppliers of franking machines – we’re your partners in improving business efficiency and reducing operational costs. So why not read on to find out the details you can’t find in an ad in our Ultimate Guide to Franking Machines.

What are franking machines?

Mailcoms Mailsend Franking Machine

The term franking machine, also referred to as a stamping machine, postage machine, postage meter or a postal metering machine, refers to a device for computing the postage cost and automatically stamping packages or letters that pass through it. Franking machines are devices used by businesses across the UK to print postage directly onto envelopes or adhesive franking labels. They replace the traditional stamp you are all used to seeing on your mail. They calculate the correct postage for your mail based on the size, weight, and destination, ensuring that you never overpay for postage again. They come with the ability to process large volumes of mail quickly and efficiently. Franking machines are an essential tool for businesses that rely on sending regular mailings.

The franking machine works by using a secure digital system to access the latest Royal Mail postal rates and then calculates the correct postage for each item you send. Once calculated, the machine prints a postage mark, or “frank”, directly onto your mail. This not only saves your business time by eliminating trips to the post office, but it also presents a more professional image to your customers, as all your outgoing mail will have a consistent branded look & feel.

Who manufacturers franking machines in the UK?

These postal meters are manufactured by a number of varied manufacturers in the UK and worldwide. The majority of these are located in the UK and US, but they also have departments in many other countries alolowing for wordlwide distribution. Among the major manufacturers are:

  • Quadient (formerly Neopost) Ltd.
  • Pitney Bowes Ltd.
  • FP Mailing (Formerly Francotyp Postalia) Ltd.
  • Frama UK Ltd.

Franking machines are manufactured from all of the above. However you can purchase these machines from any UK Royal Mail Authorised Independant Inspector & Maintainers of franking machines such as Mailcoms. You can visit our large online catalogue of franking machines here.

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Benefits of using a franking machine

1. Cost Efficiency

Franking machines offer substantial cost benefits by ensuring you pay the exact postage required for each item you frank, avoiding the common problem of over-stamping or under-stamping which commonly results in a surcharge fee. As the most up to date Royal Mail postal rates are programmed into the franking machine, you can be rest assured that every piece of mail is correctly priced. Furthermore, franking machine users will receive discounted postage rates directly from the Royal Mail for almost all products and services. These discounts can be significant with some savings being up to 30% in 2024. These savings, especially for businesses with high-volume mailing needs, add up to substantial amounts over the course of a year. These savings can dramatically reduce your operational costs and be very beneficial for any business.

2. Time Savings

The manual process of applying stamps – anyone who has done this can vouch this is a very time consuming and tedious job. Calculating postage, and making trips to the post office – again anyone who has done this can vouch this is a very time consuming and tedious job, which is also prone to error. Franking machines automate these steps for you, allowing your staff to process mail quickly and accurately every time. This automation not only speeds up the mailing process but also frees up valuable time that can be spent on other critical business tasks/jobs. Imagine being able to process hundreds of letters in a fraction of the time it would take manually, all without leaving the office.

3. Professional Image

First impressions matter and the way your mail looks can significantly impact how your business is perceived by clients and potential clients. When franking your mail, the franking machine will ensure that all your mail is consistently printed with a neat, professional design & feel. Additionally, many franking machines offer the option to customise the franking mark with a company logo or a promotional message – giving you a free advertising opportunity. This not only improves your professional image but also provides an opportunity for subtle marketing with every piece of mail you send.

4. Accounting & Control

Another significant, yet lesser known, advantages of using a franking machine is the ability to monitor and control your postage expenditure precisely. Many models come with advanced accounting features that allow you to track spending across different departments or projects. This level of control not only helps in budgeting and expense management, but also provides businesses with detailed reports that can be invaluable during financial audits or when assessing cost-saving strategies.

5. Flexibility & Convenience

Postage machines also offer unparalleled flexibility and convenience, making them an ideal solution for businesses of all sizes. Whether you’re sending letters or parcels, a franking machine can handle it all with ease. The ability to pre-program different postal rates, add custom messages, and quickly switch between mail types means your business can respond swiftly to varying mailing needs without the hassle of traditional postage methods. Moreover, franking machines are designed to be user-friendly, requiring minimal training for your staff to operate efficiently. And should you find that you are struggling, Mailcoms can offer you training and support over the phone to assist you with any struggles you may face.

Types of franking machines

Basic vs. Advanced Models

Choosing the right franking machine for your business depends largely on your business’s mailing volume and needs on a daily basis. Basic models are perfect for small businesses that send out fewer mail items. These machines are user-friendly, require minimal maintenance, and offer essential franking functions like weighing letters and printing postage. However if you are sending hundreds of items every day, this type of model is not going to be of use. Advanced models on the other hand, on the other hand are designed for businesses with high-volume mailing requirements. These machines come equipped with more advanced features like automatic feeders, high-speed processing and advanced accounting functions.

Basic Vs Advanced Franking Machines

Features Overview

When selecting a franking machine, it’s crucial to understand the various features available and how they can benefit your business. Key features to consider include:

  • Connectivity: This feature refers to how your franking machine will communicate to the internet to get the latest rates. All franking machines can connect via a LAN connection, with many models also having a Wi-Fi capability.
  • Feeding System: This feature is how you will feed your mail through the franking machine. A manual feeder allows for slower processing, ideal for businesses with smaller mailing volumes. Whereas a automatic feeder allows for rapid processing of large batches of mail, ideal for businesses with significant mailing volumes.
  • Weighing Scales: Integrated scales ensure each piece of mail is accurately weighed, automatically calculating the correct postage and preventing overpayment. All franking machines come with a scale, with the advanced models (up to 30 Kg) often possessing much larger scales compared to basic models (2 Kg).
  • Reporting Capabilities: Franking machines offer detailed reporting tools, allowing you to track postage usage by department, monitor expenses, and generate cost-saving insights.
  • Integration with Business Systems: Advanced franking machines can integrate with your existing business software, making it easier to manage mailing lists, track expenses, and streamline your overall mailing process.

How to choose the right franking machine for your business

It is a important decision to make when selecting the perfect franking machine for your business. You do not want to under or over estimate your specific requirements as you will potentially end up way out of your depth. As a result, please keep reading to find out how to choose the perfect franking machine for your business.

Assessing your needs

Before purchasing a franking machine, it’s essential to conduct a thorough assessment of your business’s mailing needs. Consider the volume of mail you send out each month, the types of mail (letters, parcels, etc.), and the importance of factors like speed, automation, and reporting capabilities. For instance, a small business that sends out a few dozen letters a week may only need a basic machine, while a larger enterprise handling thousands of mail items daily would benefit from an advanced model with more robust features. Understanding your specific requirements will help you avoid over-investing in unnecessary features or under-investing in a machine that can’t keep up with your mailing demands.

Matching machine features with business size

Choosing the right franking machine also involves matching the machine’s features to the size and scope of your business. For small to medium-sized businesses, a basic model might suffice, offering essential functions like accurate postage calculation and basic reporting. However, for larger businesses with more complex needs, an advanced machine with features like automatic feeders, enhanced reporting, and multi-user access might be necessary. The key is to align the machine’s capabilities with your business’s growth plans and operational needs.

Mailcoms Parcelsend Essential Franking Machine

Costs involved with postage machines

A pretty huge range exists in the cost of a new franking machine. These devices typically range in cost from as little as £500 to upwards of £15,000. This cost totally depends on the complexity of the franking machine, its size and the features it comes with. In some cases however, you can also obtain used franking machines at a fraction of the cost. A third option is to also lease or rent a postal metering machine starting at about £15 per month (with Mailcoms that is).

It is important to note that you will have additional costs on top of purchasing the machine. These include postal inspection charges, rate change charges, ink cartridge costs, franking maintenance & support, and, in some locations, collection charges. These added costs may scare you, but fear not. You will easily offset these extra fees with the savings you make on postal mailing charges.

Savings when franking compared to stamps

Typically, you save money using a postal machine every time you use it. It can help a small or medium-size business reduce its expenses in the long-term. In the UK also, franked post results in significant Royal Mail discounts. In the UK, these discounts result occur on a per-item basis, with savings available on almost all products and services provided by the Royal Mail. In the US on the other hand, to receive the deepest discounts, your business must register for a bulk mail permit.

Long-term Savings

The financial benefits of a franking machine go beyond immediate cost reductions. Over time, the savings from discounted postal rates, reduced labour costs, and improved operational efficiency can add up to significant financial gains. For example, businesses that send a high volume of mail can save thousands of pounds annually simply by using a franking machine instead of traditional stamps. Additionally, the ability to track and manage postage expenses more accurately can lead to better budgeting and financial planning.

Efficiency in Mailing Processes

Efficiency is a critical factor in modern business operations. Franking machines contribute to this by automating the mailing process, reducing the need for manual intervention, and minimising the risk of errors. Features like automatic feeders and integrated weighing scales mean that large volumes of mail can be processed quickly and accurately, freeing up staff to focus on more strategic tasks. This not only improves overall productivity but also ensures that your mailing operations are reliable and consistent.

Further Cost Reductions

A postal metering device for your office does not simply reduce the amount you spend on mailing costs. You also save travel costs to and from the post office as well as the busy work task of affixing a stamp to each postal item which can result in a total of many person-hours. This frees your staff to do more meaningful tasks. By franking the mail yourself, you ease the sorting process for the post office’s sorting center. This results in a reduced chance of delayed delivery or loss. The branding you can add to each mail piece provides an invaluable marketing tool that combines an advertising cost with your postal costs. Essentially, you add an ad to every piece of mail you ever send, but a legal and low-cost one.

Franking Maintenance & Support Needs

Any business franking machine requires maintenance and support. If you purchase a postage machine, you must pay for the maintenance and servicing costs yourself. On the other hand, if you rent the machine, the supplier sometimes includes maintenance and servicing in the rental contract – it all depends on what is agreed with your supplier. In the UK, you must have your machine inspected annually under the terms and conditions of the Royal Mail. Only a Royal Mail Authorised Inspector & Maintainer of franking machines can do this for you (such as Mailcoms).

To Buy or Lease a Postal Metering Machine?

Maybe you are wafting over the idea of buying or leasing. While a small machine doesn’t cost much, even £500 can be a lot when you first start a business. For a start-up, renting a makes the better choice since it reduces the initial outlay. Shop around though. Some companies expect you to enter into a long-term contract. You may not want to do so since you soon be able to afford to buy the device. Carefully examine any potential lease, especially its termination clause. In some cases, you cannot terminate the lease, but in others, you can by paying a termination fee.

You can purchase a postal metering device later in the business’s life cycle. You may be able to negotiate a better price from a supplier from whom you have rented. There is stiff competition between postal meter suppliers, so if you negotiate, you can typically get a special offer to get you to purchase from them.

Be prepared for a significant outlay. The £500 ($655) machines work for very light mail, but if you need to do large scale mailings, you need something larger. A basic machine capable of 100 letters per day costs between £1,000 and £3000 (model dependant). If your business needs to conduct high-volume mailings, then expect to pay a bit more for an automated, state-of-the-art device. You can rent a basic device though for approximately £15 to £500 per month (again model dependant).

Conclusion

In conclusion, a franking machine is more than just a mailing tool – it’s a long term investment in your business’s efficiency, cost savings, and professional business image. By automating your mailing processes, reducing postage costs, and presenting a consistent, professional brand image, a franking machine can significantly enhance your business operations in more ways than one. With the right franking machine and Mailcoms as your supplier, you can streamline your mail handling, save money, and focus on what truly matters – growing your business both virtually and physically.

Are you ready to take your business to the next level? Contact Mailcoms today to learn more about how a franking machine can benefit your business. Our team of experts are here to help guide you through the selection process, answer any questions you may have, and ensure you find the perfect franking machine solution for your needs. Don’t miss out on the opportunity to streamline your operations and reduce your mailing costs – reach out to Mailcoms Ltd now.

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. If you are interested in getting a franking machine quote 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.

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