How To Use A Franking Machine – Step-by-Step Instructions for Beginners
Franking machines are a fantastic tool for any business that regularly sends mail. Not only do they offer postal discounts through Royal Mail, but they also speed up your mailing process, eliminate the need for stamps, and give your envelopes a professional, branded appearance. Whether you're using a franking machine for the first time or looking to train new team members, this detailed guide will walk you through everything you need to know.
What Is a Franking Machine?
A franking machine is a device that prints a postage impression (called a frank) onto your mail item or a separate franking label. The franking machine will calculate the cost of postage based on the weight, size, and destination of your mail item(s), and then deduct the fund from your pre-paid franking account.
Benefits of using a franking machine include:
- Huge postage savings compared to stamps.
- Faster processing of outgoing mail.
- More accurate postage with built-in scales.
- Professional branding on every envelope.
Step 1: Setting Up Your Franking Machine
Before you start franking, it’s important to make sure your machine is properly set up:
- Power Up – Plug in the machine and switch it on.
- Connect to Your Network – Most modern franking machines require internet access via LAN, Wi-Fi, or 4G to connect with Royal Mail.
- Top-Up Your Franking Balance – Log in to your franking account to load postage credit.
- Install Ink & Labels – Ensure your ink cartridge is installed and that franking labels (if needed) are loaded into the tray.
- Update Postage Rates – Download the latest Royal Mail tariff updates directly to your machine (usually prompted automatically).
Step 2: Weigh Your Mail
Most franking machines have a built-in or attachable scale. This ensures accurate weighing always occurs as it is essential to ensure the correct amount of postage is applied. Simply:
- Place your envelope or parcel onto the scale.
- The franking machine will automatically detect its weight.
- If the franking machine uses digital scales then the weight will automatically be inputted.
Step 3: Select the Mail Class & Service
Now choose how you want to send the item. Your franking machine will usually display options. Simply choose the appropriate service depending on your speed, cost, or tracking needs. Such as:
- First Class or Second Class.
- Signed For or Special Delivery.
- International Standard or Tracked.
Step 4: Print the Frank Impression
Once you've weighed the item and selected the correct service, you are ready to frank. Simply:
- Place your envelope or franking label upwards on the feeder.
- Feed it into the machine (some machines do this automatically).
- Your letter or franking label will then appear out the other end of the franking machine, with all the correct data, ready to be posted.
Step 5: Bag & Send Your Franked Mail
After franking, you’ll need to ensure your mail is posted properly:
- Franked mail needs to be grouped by class. First class mail goes into the red postage bags and second class mail goes in the green postage bags.
- Place your mail in Royal Mail franked mail envelopes or trays.
- Drop it off at a designated Royal Mail franked mailbox, local Post Office, or arrange a daily collection.
- All mail bags must be securely fastened with an elastic band.
Need a Franking Machine?
At Franking Machine Warehouse, we supply a wide range of franking machines to UK businesses across the UK – all at competitive prices. Whether you're sending a few letters or thousands of items a week, we can help you find the right franking machine to suit your needs.