How to use a franking machine for recorded or special delivery

Get A Free Quote / Need Help?


How to use a franking machine for recorded or special delivery ...

 So, you want to frank some mail and send it via recorded or special delivery. What do you need to do?

In this blog, we’ll outline how to set your franking machine to apply the postage for recorded or special delivery, as well as how you should prepare your mail items for collection.

1. How to set up your franking machine for recorded or special delivery

There’s actually not much to set up. As you put your mail through the franking machine, select the recorded or special delivery option and frank the item as normal. This will add the surcharge and ensure the correct postage.

Most franking machine models will come with recorded (signed for) and special delivery buttons/options on-screen as standard. If your franking machine doesn’t have these options, you will need to calculate the postage manually (checking the prices online) and frank the item before taking it to the Post Office. 

For a more comprehensive guide on how to use and set up your franking machine  correctly, check out our blog here.

2. Preparing items for recorded or special delivery

Once the items have been franked for delivery – you need to separate your recorded/special delivery mail from your 1st and 2nd Class mail (this is because recorded/special delivery mail will need to be handed over and signed for individually).

Before going to the post office, you will need to note down the address details for each mail item in the recorded/special delivery log book, put a barcode label on the front of the mail item and include a reference sticker in the log book.

After doing the above, note down the total number of items being sent and sign the log book page. Take the log book with you when you go to the Post Office to send your recorded/special delivery items as it will need to be signed by the cashier. If your franked mail is being collected, the delivery driver will need to sign the log book. 

You can’t post these items in a post box – so remember to either set up a business collection with Royal Mail or take them to a Post Office branch.

There are two really helpful videos on presenting your recorded/signed for mail – check them out below.


 You can find the full video of Royal Mail's guide to Recorded (Signed For) Delivery on its YouTube channel here 


 You can find the full video of Royal Mail's guide to Recorded Special Delivery Guaranteed on its YouTube channel here.


3. What about special mail pouches?

All of your mail items should be separated by class – and this includes your recorded/special delivery items.

Even if you are dropping loads of mail off at the Post Office, keep everything separate by class!


4. What are the benefits of recorded/special delivery?

First and foremost, Royal Mail recorded delivery (signed for) ensures that letters or parcels are delivered the next working day. It provides:

  • Proof of delivery, including a signature from the recipient
  • Online tracking
  • Compensation cover for up to £50

Special delivery, on the other hand, uses a separate network and is ideal for the security of letters and parcels. It provides:

  • Tracking updates, including on-the-day updates before delivery
  • Signed proof of delivery
  • Compensation cover for up to £2,500 – tiered consequential loss cover for up to £10,000
  • Saturday delivery (for an additional fee)
  • Guaranteed delivery by either 9am or 1pm
  • Money back guarantee if the item doesn’t arrive on time

For more detailed information on special delivery, please click here. 


5. Making a claim for loss or damage

Signed For (recorded delivery) claims

Make sure to get a Certificate of Posting. You should be given one when using the Royal Mail Signed For (recorded delivery) service. Keep it safe in case you need to make a claim for loss or damage.

Special Delivery claims

Claims for compensation, loss or damage must be made in writing within 80 days of posting. Provide the proof of purchase receipt and evidence of the item’s value.


That sums up recorded and special delivery

These options cost slightly more but for important mail items or for mail items going to important clients, paying for the extra security and speed is definitely worth it.

If you’re looking for franking or business mail support, we can help. Just take a look at our business mail services and if you’re interested – we’re happy to have a quick chat!

To learn more about the process involved in acquiring a franking machine, download our eBook 'Ultimate Guide to Post Management Solutions'  below. 

Ultimate Guide to Post Management Solutions


Subscribe Here!

New Call-to-action