Seven top tips for franking your mail

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Seven top tips for franking your mail

Franking machines might deliver great value for money, reducing your expenditure on postage and streamlining your mailing activity, but how can you get the most out of your franking machine and turn it from just a ‘franking machine’ to a vital part of your business’ operations?

In this blog, we’ll share our top franking tips to ensure you get the most out of your franking machine.

Check the size of your mail before you frank

Before you frank your mail, print out the mail sizes and put them by your franking machine. This way you have a quick, go-to guide that will give you all the information you need about the different mail sizes and weights. You can find Royal Mail’s size guide by clicking here.

Check the rates before posting

Get it right the first time! Make sure you check and set the correct rate before posting and refer to the size guide. Many businesses pay more than they need to due to not checking the franking rate and ensuring it is correct for the parcel in question – for example, they might accidentally frank a 2nd Class small parcel as a 1st Class parcel and not check!

If you have a franking machine and would like to know exactly how much you're  spending on franked mail, have a read of our checklist.

Split your trays for UK and international mail

If you post a lot of mail locally and internationally, it might be a good idea to have separate trays for each. Why? Well, you will save a significant amount of time when it comes to sorting your mail (as it will have been done already) and you will avoid UK and international mail being mixed up and franked incorrectly!

Find the nearest and most convenient way for you to post your mail

The whole point of franking is to reduce your costs and to make posting your mail as simple and efficient as possible. With this in mind, find the nearest post office or sorting office to send your mail from. Also, if you send large volumes of mail and going to the post office/sorting office is not feasible, open up a business account with Royal Mail and have them collect your mail on a specific day. Weekday collection is free if you spend more than £15,000 with Royal Mail – and can be mutually agreed by Royal Mail and you!

Take advantage of Royal Mail’s services if needs be

As mentioned previously, it is worth considering Royal Mail’s collection services if you have a large volume of mail to post on a daily, weekly or monthly basis – either locally or internationally. Royal Mail’s business services will offer you considerable discounts on postage, so do take a look!

Send your post out on the same day

It’s imperative that you send your mail out on the same day as franking has dates! Some franking machines have a feature that enables you to frank dates in advance so you can manage your post but if not, don’t forget to send your post out!

Talk about letter sizes with your staff to make sure they understand

As well as keeping the letter size guide right next to the franking machine, make sure you go through the sizes with your staff to ensure you’re not underpaying or overpaying. Also, if you have temporary staff to help cover, make sure you get them up to speed with the size guide!


Following these tips will help you to get more out of your franking machine and turn it into the valuable part of your business it should be. To learn more about utilising your franking machine and ensuring your service provider is providing you with the value you deserve, download our eBook.

 How much is your franked mail really costing you? A checklist for ensuring you're getting the best value from your franking machine.

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