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Common mistakes made when using a franking machine

Wed, 08 Dec 2021 14:56:04 GMT

Common mistakes made when using a franking machine

Once you have your franking machine and have had your training, you’ll see exactly how easy they are to use, and the cost savings can be in the thousands of pounds depending upon volume. But we can all make the odd mistake when under pressure, or distracted, so what do you do when you’ve made a mistake with your franked post?

Firstly, don’t panic, secondly, fix the problem …

Q: What can I do if I’ve franked my mail with the wrong date?

A: You’ve just franked your post with the right amount and… oh no! the wrong date was on it!! This is an easy fix and can be corrected even if you have an older non MailMark franking machine .

For MailMark machines - Put a line through the incorrect date in black ink. Choose Zero test print and check the date is correct. Re-frank the envelope with the correct date either on the bottom left-hand corner or shorter edge of the envelope. If using a label, place on the envelope to the left of the original mark.
If you have a Standard franking machine - Put a line through the incorrect date in black ink. Change the date on your franking machine and set the postage to £0.00. Re-frank the envelope with the correct date either on the bottom left- hand corner or shorter edge of the envelope. If using a label, place on the envelope to the left of the original mark covering the incorrect date but not the postage paid.

Make sure your franking machine is set up afterwards for the correct date and product to prevent further mistakes.

Q: What can I do if I’ve underpaid?

A: If you underpay you’ll be charged for your error, but the fix is simple to prevent this …

MailMark franking machine - Simply boldly cross through the 2D barcode in the Royal Mail Mailmark® franking mark (careful not to cross through the price you paid) and write your initials (the first letter of your first and last names).
Then frank the envelope again to the bottom left-hand corner, on the shorter edge of the envelope or on a label with the extra amount, placing it on the envelope to the left of the original Mailmark franking mark .
Standard franking machine - Frank the envelope again with the necessary amount, to the bottom left-hand corner on the shorter edge of the envelope – or - Frank a label with the extra amount and place it on the envelope to the left of the original franking mark.

Q: What about times when I’ve overpaid?
A: If you’ve overpaid on your postage, don’t post it. Instead, remove the contents of the envelope carefully so that the franked impression isn’t damaged. Re-insert the post to a new envelope and frank with the right postage, then send it. Save these incorrectly franked envelopes, and when the amount reaches £10.00 you can send them to Royal Mail for a refund. Just keep in mind that all refunded post on these must be clearly legible, and not over six months old.

Send your franked envelopes to:

Royal Mail Franking
Stone Hill Road
Farnworth
BOLTON
BL4 9XX

Royal Mail will issue a refund by cheque with a 15% administration fee charge deducted.

Q: What can I do if I miss the last post?

A: If you’re too late for the final postal collection and have already franked your mail, simply re-frank your envelope with the next day’s date and post it then.

If it’s urgent and needs to go out that day you might be able to use a ‘late posting envelope’ which you can get from your franking machine supplier or maintainer. You can post these in any Royal Mail post box – making sure there is a collection from that box later on that day.

You are limited to one late posting envelope per day with a maximum of 30 letters, and remember that if you post after the final collection time, your mail won’t be processed until the following day, meaning you should just send it as normal the next day with the next day’s date.

Most minor franking mistakes can be easily remedied so you can get your business post out without delay or inconvenience. If your franking machine is broken, or showing errors, then contact your supplier to arrange either a telephone diagnoses or a site visit if necessary.

Avoid these problems - always buy your inks from an authorised supplier

As an authorised supplier of genuine Quadient and Pitney Bowes franking inks, and authorised compatible inks, when you buy from us your machine is covered by your service contract. You’ll have less errors, longer lasting inks and any problems can be resolved by your engineer when they visit.

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Are budget replacement inks saving or costing you money?

Tue, 02 Nov 2021 17:01:58 GMT

Are budget replacement inks saving or costing you money?

Your franking machine works hard every day to make sure that you are sending out post in the most efficient way – saving you money on postage costs, and time in dealing with applying stamps (and finding them in the office). With that in mind, how do you make sure you’re doing all you can to keep it running with the minimum of error, and prevent faults?

One easy way to prevent an inky catastrophe is to use the right consumables . It can be tempting to do a quick google search for budget inks that are compatible and load up your franking machine thinking you’ll save some money. The reality can be disastrous, as often these counterfeit ink cartridges are simply old ones refilled with inferior inks that may not last, give good enough quality – or sometimes leak - causing damage to your franking machine and outgoing post. These damages will not be covered by your regular maintenance and service contracts if you’re not using authorised inks, and might even lead to you needing a new machine – so it’s always best to use the approved inks from your supplier .

As EPS is an authorised reseller from the leading manufacturers we only supply genuine manufacturer inks, and approved compatible inks . When you buy your replacement ink cartridges from EPS you can be sure they will work, and your machine is covered by your service contract.

Common problems reported with unauthorised franking inks:

Cost - Those savings on a fake ink cartridge soon vanish when you damage your franking machine – sometimes resulting in the need for an entirely new machine
Inconvenience - Even if your budget inks work, they can be unreliable, need checking, and often they leak or explode. This creates mess on the machine, your post, and the surrounding area that needs to be cleaned up, which is not a quick or easy job.
Wasted ink - Genuine inks have electronic components that ‘talk’ to your machine to measure the exact ink needed, and report on errors. Without these you will encounter errors, false messages and it’s likely you’ll be using too much ink – resulting in unclear, smudged printing, and shorten the life of the cartridge.
Bad print quality - Without the correct inks, you could get low quality printing, and reduced life of the ink. In addition to that these inks may not contain the special solutions needed to run head cleaning procedures and other maintenance tasks.

Avoid these problems - always buy your inks from an authorised supplier

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How has Brexit changed postage to the EU?

Mon, 01 Mar 2021 16:10:18 GMT

What do you need to continue exporting to the EU?

It's now over four years since the referendum in the UK, when the decision to leave the EU was made. For most of those four years the main discussions seemed to be about manufacturing, fishing, movement of people, and the laws of the country. What you may not have considered was the everyday changes - such as posting good to the EU that now need customs forms, and may involve additional charges.

These changes came in rather swiftly, so many have got caught out, meaning late deliveries, failed deliveries, and sometimes unexpected charges.

So how can you avoid this to reduce the impact to your business

Sending post abroad

Now that you are posting from outside of the EU, you will need to complete your customs declaration forms. If you don't fill these in, and attach to your parcel, it may well come straight back to you with a sticker telling you of your mistake.

These forms are required for any parcel sent to the EU from the UK (except Northern Ireland), these are called CN22 , and CN23 , and they can be obtained from your Post Office, where you can get help with any questions about which form you need, and how to correctly fill in the details.

Tor custome forms are also available to print from here:

What do you need to know?

Letters and large letters containing only correspondence, commercial invoices, or shipping documents do not require a customs declaration.
CN22 - Package with a value of up to £270. This is a simple form, often attached to the side of the parcel as a sticker.
CN23 - Package with a value of £270 or more. This contains more detailed information and is usually attached in a transparent wallet on the outside of the package, along with a CP71 form. Your Post Office can help complete this form correctly.

The recipient may then have to pay customs or VAT charges and a handling fee in the receiving country before they can claim the parcel. These charges will depend on the country they are sending to, the value of the item and whether it is a gift or commercial goods.

Until 1 July 2021, commercial goods sent to the EU with a value between €10* and €150 may be subject to import VAT and may incur a handling fee in the receiving country.

Commercial goods sent to the EU over €150 may attract VAT, customs duties and a handling fee.

Excise duty: is chargeable in addition to customs charges for certain products (i.e. alcohol and tobacco).

*The VAT threshold may vary depending on the country.

How taxes and duties can be paid

Franking services are provided on a Delivered Duties Unpaid (DDU) basis.

Royal Mail postal partners will collect the import VAT (and customs duty) from your EU customer prior to delivery, alongside a handling fee.

Receiving items from abroad

When receiving goods from abroad, recipients may have to pay VAT and duties.

CUSTOMS DUTY – A fee placed on gifts or goods sent to the UK from outside the EU.

The duty is payable if the items are above a certain value.

The charges are applied by Border Force on behalf of HMRC.

At the end of the transition period, customs duties are expected to apply for goods coming into the UK from the EU.

The VAT and duties will be applied depending on the type and value of the goods.

For gifts over £39 and goods over £135, Royal Mail may collect the VAT and customs duties on behalf of HM Revenue & Customs (HMRC) from the recipient prior to delivery.

Letters, postcards and documents are usually exempt.

Be prepared - what do you need to complete your form?

1. GB EORI number

It’s now mandatory to have a GB EORI number to export to all international destinations. This number is unique to you, and should be inserted in the VAT field on the customs declaration form ( CN22 or CN23 ) to help with customs compliance as seen in the instructions above.

If you don’t have a GB EORI number you can apply now here

2. Customs declaration forms

Electronic customs data is obtained by scanning a CN22 or CN23 customs declaration form. It is now mandatory for this to be provided for overseas items (excluding personal correspondence).

Complete the appropriate customs declaration clearly in block letters and attach it to the outside of your parcel. It is your responsibility to ensure the customs declaration includes an accurate description of the goods, their weight and value, your EORI number, the correct HS code, and whether it’s a gift or commercial item.

A customs declaration form is not required for customers sending items from Northern Ireland to the EU.

3. HS product codes

It is mandatory to include the Harmonised System (HS) code. This will help customs authorities identify the item, regardless of language barriers.

You can access a helpful HS lookup tool at parcelforce.com/tariffcode or visit gov.uk/trade‑tariff.

4. S10 barcode

All untracked items (excluding those containing personal correspondence only) being sent overseas from the UK will now require an S10 barcode on the outside of the parcel. This links with the information on your customs declaration form.

Sheets of adhesive barcodes are available to order in the usual way. For tracking and signature services the label barcode acts as the S10.

Customs authorities abroad are increasing their compliance checks, meaning incomplete or inaccurate CN22 or CN23 forms or missing S10 barcodes may result in additional charges or items being delayed, returned or seized.

5. VAT and customs duties

All sales of goods abroad are now treated as exports. They can be zero-rated for UK VAT purposes.

Import VAT and duties will not be due on items from Northern Ireland to the EU.

Customs charges: items sent from Great Britain to the EU are subject to VAT and duties in the EU as follows:

Until 1 July 2021, commercial goods sent to the EU with a value between €10* and €150 may be subject to import VAT and may incur a handling fee in the receiving country.
Commercial goods sent to the EU over €150 may attract VAT, customs duties and a handling fee.
Excise duty: is chargeable in addition to customs charges for certain products (i.e. alcohol and tobacco).

*The VAT threshold may vary depending on the country. You can find out more here

6. How taxes and duties can be paid

Franking services are provided on a Delivered Duties Unpaid (DDU) basis.

Royal Mail postal partners will collect the import VAT (and customs duty) from your EU customer prior to delivery, alongside a handling fee.

Receiving items from abroad

When receiving goods from abroad, recipients may have to pay VAT and duties.

CUSTOMS DUTY – A fee placed on gifts or goods sent to the UK from outside the EU.

The duty is payable if the items are above a certain value.

The charges are applied by Border Force on behalf of HMRC.

At the end of the transition period, customs duties are expected to apply for goods coming into the UK from the EU.

The VAT and duties will be applied depending on the type and value of the goods.

For gifts over £39 and goods over £135, Royal Mail may collect the VAT and customs duties on behalf of HM Revenue & Customs (HMRC) from the recipient prior to delivery.

Letters, postcards and documents are usually exempt.

Resources

Want to find out more about improving your post and managing your mail?

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Take a look through our products and services pages to find out more about our range of time and money saving mailroom automation machines.

Either fill out the form on our contact page, or get in touch via the Live Chat pop up in the bottom right of your screen

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GDPR: A kick in the mailbox or a great opportunity?

Fri, 09 Oct 2020 07:49:39 GMT

GDPR: A kick in the mailbox or a great opportunity?

Since GDPR reared its head you have no doubt been peppered with mails that are titled along the lines of ‘Let’s stay together’ or ‘We’d like to keep in touch’. While these emails have slowed down since that first frantic flurry, we are starting to see the results of those companies who've failed to protect the data they hold, sometimes to the tune of millions of pounds. Read on to clear up a little about GDPR and what it means for you.

You must comply

Companies now have to comply with this regulation, which requires them to engage with their contacts and customers (past and present) in order to keep those clients’ data on their mailing lists. And while many see GDPR as a massive pain in the mailbox, there’s a real opportunity here for companies to come out of the exercise with a leaner, more targeted and potentially more profitable list of contacts - meaning greater value for money when it comes to mailings.

Need that old data?

Think about it. How much GDPR contact have you received from companies that you forgot that you were once a customer of? How many mailing lists were you on from businesses that you haven’t had anything to do with for years, or no longer have a need for at all? Companies have retained a lot of data over the years, and no doubt prior to 25 May 2018, had extensive, unfiltered contacts lists that were littered with low-value leads. Those on the database that no longer want to stay simply won’t.

GDPR has trimmed the fat. Those clients (both actual and potential) that have chosen to stay on mailing lists have done so as they have a genuine interest in that company’s products and services. And that means that those companies now have a much more receptive list of contacts – the quantity of the mailing may have reduced, but the quality of the recipient has not.

Direct mail takes an advantage

Companies that use direct mailings just got given the opportunity to reinvent their approach. Those that have taken advantage have recognised that with a bit of thought and preparation, they can communicate with a smaller yet more responsive database, and focus on delivering appropriate products and services. Out goes the mass mail approach of sending costly communications to the world and his dog… in comes the smart method of directing that communication to where it is relevant and potentially profitable.

A post GDPR world

Before GDPR, what percentage of your direct mailing campaigns ended up in unopened or in the shredder? Post GDPR, your mailings will be falling on a far greater percentage of ‘open for business’ doormats and, due to the reduction in volume, won’t be costing you as much either. Your ‘bang for your buck’ factor just got a real shot in the arm.

New regulations like GDPR are rarely welcomed with open arms by business owners. But the savvy direct mailers out there will see the favourable conditions that GDPR has created - the chance to refine data sources, improve ROI, decrease mailing costs and grow a stronger, more engaged database of clients. Find out more about how folder inserters can protect your outgoing mail from breaching GDPR rules with automatic envelope filling.

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The F Word (folding, not franking machine!)

Fri, 09 Oct 2020 07:49:21 GMT

The F Word (folding, not franking machine!)

You may have noticed that here at EPS, we’re rather fond of the f-word – franking. Yes, we love all things franked – from franking machines to franking machine ink and consumables .

But franking isn’t the only f-word we like to use a lot – and just like franking machines, this one can save your business money. We’re talking about folding .

Many businesses don’t consider it, but a simple fold can halve the cost of your postage. In the case of a first-class letter, folding a letter down from C4 to C5 can save you 12p per item.

But what the folding, surely this takes time – which costs money? Of course! But with a folder inserter machine, it’s minimal – simply put your letters in one end and take your folded, enveloped letters from the other. Easy!

So, if you’re looking for ways to save money on postage , franking and folding is the way forward.

To discuss how to save money with franking machine and folder inserters , give us a call today.

Let's talk about folding machines

How to save money on shipping (spoiler alert: it involves a franking machine)

Fri, 09 Oct 2020 07:49:04 GMT

How to save money on shipping (spoiler alert: it involves a franking machine)

Whether you sell from your own website or run a home business selling on the likes of eBay, Etsy or Amazon, you’ll know that shipping costs have a habit of racking up rather quickly. Providing you are prepared for this, there is no problem here. As long as the cost of postage is covered by the buyer, you’ll never be out of pocket.

However, this isn’t always the case. Shipping merchandise can be a complex operation – particularly for a small or one person business. Postage prices can differ wildly depending on the size and shape of the goods you’re shipping and it’s not always easy to calculate this.

Failure to plan in this area can lead to unhappy customers and unforeseen postage costs eating away at your margins. Of course if you are sending in bulk, there are ways to cut down on this complexity while saving money – sending via pallet for example. For businesses that send individual items to different addresses, finding cost savings is not as clear cut – but it can be done.

How to lower postage costs

Get to know your products

First things first, you need to get to know your products. That goes for every new product you decide to sell. Don’t guess at a postage price based on a similar item. Take the time to measure the weight and dimensions of your merchandise to ensure you can always price its postage correctly. Categorise your products based on how they will be mailed – Small Letter, Large Letter, Small Parcel and so on.

Make sure the price is right

One you know how much Royal Mail are going to charge based on the size and shape of your goods, it’s time to set your own price. It’s not a wise idea to build clear profit into a postage price – not only is this misleading, but often buyers will see through this and look elsewhere. That said, you should build in a buffer for other costs such as packaging and the time taken for you to prepare the goods for shipping.

Update your costs

This is a very easy one to forget – make sure your costs are updated. Royal Mail regularly updates its postage costs (usually every year) and it’s important you update yours accordingly. This is also the case if you use another other postal companies. Don’t let a price increase by third party impact your profitability.

Speed up your process

One easy way to lower your postage costs is to take less time packing and posting your goods – time is money after all. Using address labels instead of writing by hand and packing products in boxes or padded envelopes instead of wrapping in paper and bubble wrap is a great way to do this.

Invest in a franking machine

A sure-fire way to bring down postage costs is to invest in a franking machine . Not only is the cost of franked mail cheaper per item – it costs 29p less to send a medium parcel with a Mailmark franking machine than by standard post – but it also eliminates the possibility of overpaying for postage. Modern franking machines are digital, meaning you’ll only ever pay the exact amount of postage for the size and weight of your goods. Plus, any postage price increases are automatically updated on your machine – just remember to update your own prices in line with any increases. Low volume franking machine leases start at just £20p/m – an amount that will very quickly pay for itself even with modest mail volumes.

Find out more about low volume franking machines here – or for more information, call us on 0870 066 3526 or email sales@europeanpostalsystems.co.uk

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Selling on eBay, Etsy or Amazon? Save time and money with a franking machine

Fri, 09 Oct 2020 07:48:41 GMT

Selling on eBay or Amazon? Save time and money with a franking machine

If you run an online sales business – be it via Etsy, eBay, Amazon, or your own website – the chances are you spend a great deal of your time prepping, packing and posting your merchandise.

Of course, there is no way around this task – you have to send what your sell after all. But there is a way to make it far less time consuming, allowing you to spend more time marketing your products and growing your business.

How? With a franking machine , that’s how. Not only can franking machines help you streamline your postal process but they can save you money on your shipping costs too. Here’s how:

Smoother process: Get a franking machine and you’ll never need to calculate postage or affix a stamp ever again. Simply package your merch, place it on the machine and the postage label is printed right there and then, either on a label or directly onto your package. With your mail franked you can drop it straight into the bag at the post office or, depending on the volume, arrange a collection from your door – no more post office queues!

Cheaper postage: Franked mail is always cheaper than stamps across the board. Put simply, you make a saving with every item of post your send. Franked mail is cheaper than stamped mail across the board. With a Mailmark machine, you could save up to 29p per item depending on its size. Here’s how the prices compare:

Never over pay : A common issue for many online retailers is overpayment. As stamps can’t be split down to the nearest penny, sellers are forced to round postage up to ensure it is delivered successfully and not returned. A franking machine solves this issue by printing the exact postage required for every letter or parcel, meaning you’ll never overpay or underpay again.

Increase sales : The benefits of franking machines extend beyond simple savings, they can even help you boost your sales. Reducing your postage costs to a level that you are happy to cover yourself (rather than passing the shipping cost on to the buyer) enables you to offer free postage Why is this a good thing? Because 93% of online shoppers say that free shipping encourages them to buy more online. So much so, that a recent survey found free shipping offers to increase ecommerce sales by up to 90% in some cases.

Franking machines = real world savings

Sold on the idea of a franking machine in theory but want a real world example? Here goes:

Let’s say you send 35 251g-500g items every week. That’s a total postage cost of £65.45. That same volume send franked with a Mailmark franking machine would cost £57.05. That’s a saving of £8.40 per week – or around £36 per month. Over a year you’d save £437.

Lease the EPS DM60 low volume franking machine from just £27 per month and even at these modest volumes, your business is making a direct saving of £9 per month – or £108 every year. Double the volume and you double the saving. And this is before you’ve factored in the man hours saved by streamlining your postage process and the potential to boost your sales with free shipping offers.

There’s a reason why so many home sellers and small businesses are turning to franking machines – because they can help you save both time and money. To discuss the IMS DM60 , or any of our franking machine lease or buy deals, call us, or email info@ims-franking.co.uk.

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Your Guide to Using a Franking Machine

Fri, 09 Oct 2020 07:47:59 GMT

Your Guide to Using a Franking Machine

One worry when considering getting a franking machine is training employees on how to use it. We are here to quash those concerns. Each franking machine will obviously come with a manual but in the interest of trying before you buy (or even rent) then here is our handy guide to using a franking machine.

One of the best things about a franking machine is that all the equipment is in one place. This makes the mailing process much easier than it would normally be. Before you start using your franking machine, however, it is worth organising and sorting your mail to make the process easier.

This is especially important if you have various different sizes or services you require, in particular international versus domestic mail. Having different piles means you can focus on one service at a time and let muscle memory do a little bit of the work instead of switching constantly - which neuroscientists have shown is less effective, even if the user thinks they are managing to do it rapidly.

1. Measuring weight

Place the item onto the franking machine’s inbuilt scale in order to get the accurate postage for your package.

If you purchase or rent a cheaper franking machine then it may not come with an inbuilt weighing scale. That’s why it is worth purchasing a higher end franking machine for the ease of having everything in one place rather than scattered around a room. It is a particularly good idea to have the inbuilt scale if you have fewer employees involved in the mailing process and you can't delegate someone just to do the weighing.

2. Size and service

Select the size (width x height x depth) of your parcel and the service (1st class, 2nd class etc.) that you would like to send your parcel with. Make sure that you have separate piles for international and domestic mail, so you don't get them mixed up.

3. Postage costs

No need to calculate these yourself, the franking machine will calculate the exact price of postage for your parcel. The machine will also take into account the discounted rates available to franking machine users from the Royal Mail.

Tip: You can get the lowest postage rates possible from the Royal Mail if you use a Mailmark franking machine.

The Royal Mail changes its postage charges for all levels of postage yearly, including Mailmark and standard franking machines. These changes generally happen sometime around March

4. Print

Put your envelope or label into the franking machine’s printer slot. The envelope or label will then be franked with the exact postage and date along with your company logo and message plus a unique code.

There are additional features available depending on the franking machine you choose to buy or rent. For example, you can add a date and time stamp or a user-defined text message. It is also possible to track postage costs by department, especially useful if you are buying a franking machine for a large company and want to see how much money you are saving across the board. Alternatively, you can restrict access to the franking machine by creating a password.

How to choose a franking machine

The biggest difference between franking machines still remains the choice between a standard franking machine and Mailmark franking machine. Mailmark was achieved through a £70 million Royal Mail investment in an attempt to “make your mail smarter”. In short, Mailmark is the Royal Mail’s state of the art barcode, which provides information on where the mail is and when it is going out for delivery, an accurate prediction of when mail will land plus online, custom reporting so you can stay up to date with the status of your mail.

To send a 1st class letter within the UK costs 64p with a standard franking machine and 61p with a Mailmark franking machine. There are similar discounts to be had for UK signed delivery as well.

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3 Common Mail Franking Mistakes and How to Fix Them

Fri, 09 Oct 2020 07:47:42 GMT

3 Common Mail Franking Mistakes and How to Fix Them

If you use a mail franking machine to process business mail – and you should – please understand that mail franking machines are not perfect. Even the newest Mailmark machines are not foolproof. There are times when mail is incorrectly franked and then has to be fixed. Thankfully, fixing mistakes is not hard to do.

Below are three common franking mistakes and instructions for fixing them. Note that instructions are different depending on the machine you are using. A modern Mailmark machine utilises one process while standard and SMARTmeter franking machines utilise a slightly different process.

Incorrect Date

Dating your franked mail correctly is important to ensure proper processing and billing. You may find that you franked a particular piece of mail with the wrong date. The first thing to do is stop processing your mail. Do not run any more pieces through until you fix the date problem.

If you are using a Mailmark machine, do the following:

Cross out the incorrect date using a single line in black ink.

Adjust the date on your machine, then do a zero-test print to ensure it is correct.

Frank the piece again, on the lower left corner of the envelope.

If you are using a standard or SMARTmeter machine, follow the same process, with two exceptions:

You will not need to do a test print; and

You will need to set the postage to £0.00.

Incorrect Postage: Too Little

If you franked your business mail with too little postage, you can correct the mistake by re-franking the mail. If you are working with a Mailmark machine, the process is as follows:

Use black ink to cross out the barcode (BUT NOT the postage paid) and initial next to it.

Frank the piece again, adding enough postage to equal the correct amount.

The process for a standard or SMARTmeter machine is a bit easier. All you have to do is frank the piece again with the extra postage. In both cases, the mail will be re-franked on the lower left-hand corner.

Incorrect Postage: Too Much

Finally, you may frank your mail and find that you paid too much postage. Correcting this mistake is the simplest of all. Regardless of the machine you are using, do not post the affected pieces. Rather, start over again with new envelopes.

Save the envelopes with the incorrect postage if you want a refund. Royal Mail provides refunds beginning with a minimum amount of £10. Just submit your incorrectly marked envelopes to Royal Mail using the Bolton address found on their website. They will completely refund your postage minus a 15% fee for administration.

Mail franking machines are great tools for utilising business mail efficiently and at the lowest possible rates. Still, mistakes are made in the mail franking process. Should you make a mistake, there is no need to panic. Just correct your mistake and move on. Royal Mail is not about to come after you for it.

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Can a Franking Machine Be Part of the Digital Mailroom?

Fri, 09 Oct 2020 07:47:23 GMT

Can a Franking Machine Be Part of the Digital Mailroom?

A lot of companies these days are turning to what is known as the 'digital mailroom'. The concept behind it is one of deploying software and hardware capable of processing incoming documents in order to increase efficiency, control security, reduce paper, etc. Recently, a customer asked if a franking machine is part of the digital mailroom concept? Our response: absolutely.

While most of those selling digital mailroom solutions focus mainly on incoming documents, those incoming documents represent only one half of the mailroom equation. Given estimates that suggest more than three-quarters of business documents are created and transferred via paper, the average company probably sends out just as much paper as it receives. And if you can digitise incoming mail, you can do the same with outgoing.

How To Incorporate A Franking Machine

Incoming Documents

We will explain how a franking machine can be part of the digital mailroom in the next section. First though, it is important to understand what is meant when people talk about the digital mailroom and incoming documents. In a digital mailroom, hardware and software is used to scan all incoming paper documents and convert them to digital copies.

Software can analyse the content of those documents for processing purposes as well. It can forward digital copies to the appropriate individuals or departments; it can encrypt and store documents for safekeeping so that paper copies can be shredded.

Outgoing Documents

Outgoing documents are handled a little bit differently in the digital mailroom. Using a modern mail franking machine is the key to making it happen. But rather than digitising paper documents before sending them out, paper documents are processed, addressed, and franked digitally.

Top-of-the-line franking machines do all sorts of amazing things. They can automatically print mailing and return addresses by using information taken from a stored database. They can print Royal Mail barcodes and, at the same time, utilise unused space in those bar codes to print company data for tracking or marketing purposes. A top-of-the-line franking machine can even print customised marketing messages on all outgoing pieces, even when mailroom operators want to change those messages on-the-fly.

Tying it all together is the ability of the franking machine to automatically process hundreds of pieces per minute. The only thing required of the operator is keeping the franking machine stocked.

Time to Go Fully Digital

If you are thinking about embracing the digital mailroom concept, do not focus only on incoming documents. The modern mail franking machine plays a key role in digital mailroom efficiency by streamlining outgoing mail processing. Without a mail franking machine, processing outgoing mail continues to be a laborious, time-consuming task that eats up all the efficiency savings realised by processing incoming documents digitally.

EPS carries a selection of mail franking machines to meet a variety of business needs. Regardless of the size or scope of your business, we have a franking machine that can make your outgoing mail processing more efficient, less expensive, and all digitally-based.

Speak to the team

Get Stuffed: The Key Benefits of a Letter Folding and Envelope Stuffing Machine

Mon, 03 Feb 2020 11:32:35 GMT

Get Stuffed: The Benefits of a Letter Folding and Envelope Stuffing Machine

1. Make Better Use of Staff

With the average cost of recruiting, hiring, and training an employee now around £4,000 each, it's vital to get the most bang for your buck. If you're going to take the time and money to hire staff, you may as well get them to do work that they're specialised in. Hiring people to stuff envelopes is a waste of time.

When you have dedicated and educated staff taking up space for the sake of stuffing envelopes, you're no doubt wasting money. Even the most unskilled labourer could do something more useful for your business than stuffing envelopes. And for the one-time cost of buying a machine, you get a tool that never needs a day off or a coffee break.

When you direct your staff to other tasks, you work on expanding the productivity of your business as a whole. You get the chance to grow your business in new ways. By lightening the workload on your most overworked staff, you give them the chance to innovate and create.

The staff you've dedicated to stuffing envelopes should be directed to other parts of your business, to help make life easier for them. Rather than pumping money into human envelope stuffers , make that work redundant with a machine to do it instead.

2. Erase Human Error

Human error is an expensive risk for any business. While most customers and clients understand that people make mistakes, not every customer or client will be equally forgiving. If this is the first time you've reached out to them, a misspelling or a wonky-looking envelope risks turning them off forever.

Human error isn't something that you can really plan for. Even the best-trained staff make mistakes. However, when you're working with an envelope stuffing machine , there's only one mistake to make.

If you eliminate mistakes with loading and setting up the machine, you eliminate all the mistakes that occur with stuffing envelopes. Eliminating errors with envelope stuffing means that whatever you're sending out gets to the recipient on time, the way it needs to.

3. 24/7 Productivity

As stated above, providing optimal labour conditions is important to keep your staff both happy and productive. Those elements go hand in hand when it comes to building a strong company with reliable profits. However, we all need to sleep sometime and no one operates at 100% productivity for eight full hours every day.

When you get yourself an envelope stuffing machine, you ensure that there's maximum productivity all around, every day of the week. So long as you have one person around to listen for problems and reload the machine, your envelope stuffer can work around the clock.

Rather than limiting your productive hours to between 9 AM and 5 PM or worrying about paying your stuffers overtime, you get a steady output any time of day. With this kind of reliable productivity, you'll be able to estimate how much work you can do much more accurately. While your human envelope stuffer may give you a good hourly output for two hours a day, they'll work at half that speed closer to the end of the day.

4. Precision Every Time

As also alluded to above, getting a messy, misaligned, or malformed piece of mail doesn't inspire confidence in a business. When you send out precise high-quality mail your customers, you get the chance to put your best foot forward.

Investing in quality paper, printing, and envelopes only to have your staff bungle the job or crease the envelopes ends up wasting your time and money. Once it's in the hands of postal carriers, if it's not tightly stuffed and perfectly creased, your mail gets manhandled and destroyed.

With an envelope stuffing machine at your disposal, your items are precisely folded, stuffed and secured. When everything fits perfectly, it's less likely to be destroyed in the hands of a carrier.

You also need to ensure that your folds are accurate and precise. Again as your staff works over many hours, their folds become less accurate and more sloppy. They need breaks to regain that accuracy, and that costs you money.

5. Security And Comfort

With the help of an envelope stuffing machine , you get security that you can't get with hand-stuffed envelopes. An envelope stuffing machine does more than just stuff envelopes.

The best machines have the ability to read a barcode on your document. That means that they'll insert the precise number of documents and type of document into every envelope. Rather than having to stuff simple projects, you get the chance to send out two, three, or five pages of documents to different customers.

The right documents end up in the right hands every time with a system like this. Since these machines are designed to take up a small footprint and remain quiet in an office, you get to feel both secure and relaxed while your machine works.

An Envelope Stuffing Machine is a Smart Investment

No matter the size of your company or how many mailings you do, the money you save on labour and errors makes your machine worthwhile. You never know which piece of mail is going to secure a lead, so take it seriously with a stuffing machine.

For more information, contact us today.

Franking Machines: How They Work and How to Use Them

Wed, 11 Dec 2019 13:42:01 GMT

Franking Machines: How They Work and How to Use Them

Are you thinking about getting a franking machine for your office? Here's how to use them, and how they work.

How do you handle mail at your office? If you're embarrassed by the answer, then you're in need of a franking machine.

These machines will provide efficiency and accuracy if you need to send out large quantities of mail.

Read on to learn how these machines work and how to use them...

What is a Franking Machine?

Imagine never having to wait in line at the post office to send a letter or parcel. Franking machines are the solution to what many people consider an inconvenience.

This is a machine designed to pay for postage in advance. It weighs the letter and provides you with accurate postage based on the weight.

Offices and large businesses benefit greatly from these machines due to their convenience and accuracy.

Imagine having your employees waiting at the post office on the regular to send out mail. With these machines, you can ensure it never happens.

Brief History of the Franking Machines

In 1884, Engle Frankmussler invented the first machine to solve many of the issues of post security in the many European postal systems.

It was common back then for letters and parcel to get misplaced or lost while in route to their destination.

The first obstacle facing the delivery of post was figuring out how to pay the appropriate amount of postage. Frankmussler called his first machine Postage Stamp Affixing Machine, and he first presented it at the World Fair in Germany.

A few years later in Chicago, Arthur Pitney, worked on a similar product. His machine, the Pitney Post Machine, obtained a patent in 1902. Arthur's company became the American Postage Meter Company. Soon after his invention, competitors began creating their own franking devices.

Although revolutionary, the first machines had a few disadvantages. For starters, they had to be operated manually using a crank.

Due to the nature of the dyes, people could tamper with them and change the price of the postage.

Of course, it wasn't long before improvement to these machines prevented the tampering. Nowadays these machines are digital and an essential part of the post system.

How Does Franking Work?

To frank a letter means to pay for it. So how does franking work?

The overall process is simple, although, some functions vary depending on the sophistication of each machine.

You can get your office employees to frank mail in as simple as a few steps.

Weight the parcel: Each machine should have a built-in scale . Place the letter on the scale and you should get the exact weight to determine how much postage you will need.

Letter size and service needed: In this step, you will determine the type of service you will require and how large the envelope or parcel is.

Business message: If you're a business, you can include your logo or a special message on the envelope so people can identify your business. Simply type it on the franking machine, and the message will be printed onto the envelope.

Calculate Postage Costs: Not only will franking give you accurate postage, but it will also give you a discount. The Roya Mail offers a discounted rate for those businesses that use a franking machine.

Print it on the envelope: Once you've made your selections, you're ready to print the envelope. Place it in the correct slot and press print.

The finished product will be an envelope that will have the date, accurate postage, company logo and message, and a unique Royal Mail code.

How to Start Franking?

If you want to obtain a franking machine, you must ensure you get a license from the Royal Mail so you can use it. The machine supplier can arrange for you to obtain this license as part of the purchase.

Also, in order to ensure everything works according to the law, the Royal Postage mandates you have the machine inspected annually.

Royal Mail Franking Rules

1. Ensure all of the items you frank get posted on the same day.

2. All items have to be posted in the local area shown on the franking mark

3. Each individual item's franking mark should be legible and clear.

4. Unless there's an exception, all franking marks should be placed in the top right-hand corner. And the marks should always be made in red ink.

5. If you plan on sending a prepaid return envelope, this cannot be franked. You will need to use a stamp because franked post has to be sent on the day it's created.

6. All mail needs to be sorted according to class once it's franked. If you have multiple letters of each class, it should be rubber banded with the franking mark showing.

Classify according to the Royal Mail's colour codes - red pouches for first class mail, green for second class mail, and so on.

7. If you have to mail anything out that has a regular stamp instead of a franking mark, you should not mix it in with the franked mail. Ensure it's handled separately.

8. There are a few ways to send out your franked mail. Bring it all (sorted) to the Post Office and Royal Mail Enquiry Office. If you only have small amounts of mail, you can drop it off at one of the marked boxes. In the event your business sends out large quantities, you can pay for a business post box. The fees for the box start at £600 a year.

Get Your Office Franking Today

If you're a business, franking is the best and most efficient way to send out your mail. It's all easy, fast, and accurate.

Is your business in need of a franking machine? Let EPS assist you.

Check out our variety of franking machines, or contact us for a customised quote.

Time for franking machine upgrade?

Fri, 19 Jul 2019 14:50:08 GMT

Time for a franking machine upgrade?

Mailmark franking is the latest Royal Mail franking technology, affording businesses greater postage discounts and a more efficient postal system.

So, if you’re still using the traditional “crown and die” franking machine system, now is the time to upgrade. Mailmark franking brings with it a host of benefits, including…

Mailmark franking benefits

Locked in pricing. Mailmark always offers the lowest postage prices – and because pricing updates are automatic, you can rest assured that you’ll never overpay.

Efficient franking

Not only can the latest Mailmark franking machines process large volumes of mail both quickly and accurately, but with automatic selection of Royal Mail products and services, your post will reach the mail bag faster than ever before.

8 Reasons Why You Need Letter Openers for the Office

Thu, 18 Jul 2019 15:01:14 GMT

8 Reasons Why You Need Letter Openers for the Office

Letter openers have been around for centuries and were hugely popular all over the world.

We live in an age full of emails, text messages, tweets and status updates, and the humble letter opener has been forgotten by many. But businesses still receive loads of letters - sometimes hundreds or thousands a day.

How do you deal with all this post?

Keep reading for 8 reasons why you should get a letter opener for your office.

1. Safety

Papercuts hurt . If you're the one handling the office paperwork, we hate to break it to you but papercuts are in your future.

Add to that the business of navigating staples, paperclips and Sellotape, and the hazards of letter-opening become apparent.

Letter openers protect you from all these issues. If you're using a handheld opener, simply slip the tip under the corner of your envelope, and wait for the satisfying 'rip' as it glides across the paper.

Electric and automated openers make even lighter work of getting into your correspondence. Just stack your envelopes and a small automated opener will open around 250 envelopes a minute!

2. Speed

Using a letter opener will more than halve the time it takes to open your post.

Manual

Don't spend ages trying to rip open an envelope with your finger. A standard letter opener will locate an entry point and open the envelope in a fraction of the time.

Electric

If you get tons of post delivered to your business each week, then an automated or electric letter opener is the way to go.

The top electric letter openers will open 600 envelopes a minute! Try and wrap your head around that figure while you work out how much time you'll save in the postroom.

3. Less Damage to Your Post

There's nothing worse than struggling to tear open an envelope, only to find you've shredded a cheque or some other valuable paperwork in the process.

No matter how careful you are, there's always the possibility the precious paper inside an envelope can be damaged by an errant thumb.

Letter openers eliminate the issue. If an envelope is glued tightly shut, try opening the other end - difficult to do with a finger, easy peasy with an opener.

Or, if your letter looks to be stuck to your envelope, gently scouting out the area with your letter opener will help you separate one from the other.

4. They Can Look Really Cool

Sure, electric openers aren't much to look at, but manual ones can be a joy to behold.

There are plenty of antique letter openers out there - they've been popular since the advent of snail mail. There are collector's items, expensive openers and then there's the novelty letter opener.

Whichever you choose, they're sure to add some glam to a boring desk, and they're a great talking point, too.

5. They Can Increase in Value

Letter openers make great collector's items, and that makes some of them very valuable.

If you own an intricate silver letter opener, for example, it will sell for far more than the value of the silver.

Unusual openers are also sought-after. Invest in a nice letter opener and it could pay dividends in the future.

6. Less Mess

As we all know, torn envelopes create loads of unnecessary mess. Stray pieces of paper or staples can litter the floor, and the paper dust that's released can make you sneeze.

Rather than having to clean up after yourself each time you open an invoice, why not get yourself a letter opener instead? It'll do a nice, clean job and save you the hassle of having to clear up after it.

And if you run a busy postroom, the humble letter opener could even cut down on employee sickness .

Too much exposure to paper dust can make your workers ill. And the repetitive action of opening lots of envelopes every day could cause repetitive strain injury, to boot.

A manual or electric letter opener will minimise exposure and keep your workforce happy and healthier, too.

7. More Professionalism (Less Embarrassment)

There's nothing worse than showing your boss or a client something that looks like it was opened by a 3-year-old.

Don't let the side - or yourself - down with shoddily-opened business correspondence. You never know when you'll need to attach an envelope to a document, so make a neat job of it and you'll have nothing to worry about.

8. They'll Save You Money

You might not realise that a letter opener will actually end up saving you money.

Not only will you get through your correspondence quicker -- which will help you get more work done -- but it'll boost productivity through the rest of your business too.

A busy postroom could have thousands of letters coming through it, and that means heaps of man-hours spent opening it all.

An electric letter opener will not only get post into pigeonholes more quickly, but it'll also save you money on staffing costs.

With fewer hours spent opening letters, your staff can get on with doing what's more important - making your business money.

The Verdict on the Importance of Letter Openers

It's easy to see that letter openers are a vital tool for any office. They're better for your health, ensure less damage to your post and will save you money in the long-run.

When you're choosing your letter opener, keep our 8 tips in mind. You'll be glad you bought one, we promise.

Ever wondered whether franking machines have a place in our digital age? Check out this article to find the answer.

Speak to the team today

Let’s talk about franking machines...

Mon, 15 Jul 2019 14:32:14 GMT

Let’s talk about franking machines...

There’s no doubt that physical mail volumes are declining, but we are a long way from seeing the back of traditional snail mail. And for as long as the post remains a relevant means of communication, your business needs to ensure that it carries it out in the most professional and cost effective way possible.

That’s where franking machines come in. Contrary to popular belief, you do not need to be running an industrial mail room for a franking machine to make good business sense. Franking machines can help businesses of all sizes to increase productivity, efficiency and boost the bottom line – here’s how:

Franking machines save you money

Let’s start with the most obvious benefit of installing a franking machine: it’s cheaper. Franked mail costs less to send than stamped mail – just 61p for a first class letter. Even if you only send 100 letters a week this soon adds up to a saving of over £400 throughout the year.

Franking machines save you time

Not only is franking so much quicker than manually applying stamps but as all of your postage is printed in house, you’ll need far fewer trips to the post office. What’s more, franking machines can be topped up 24/7 so you’re never at the mercy of post office opening hours.

Franking machines are more professional

Every customer communication is an advert for your business. Whether you are sending out an invoice, statement, reminder or invitation, the envelope is the first thing your customers will see. Not only does franked mail give off a more professional, business-like image but many franking machines give you the option to print short promotional messages alongside the postage mark.

Franking machines eliminate guess work

As franking machines come equipped with a built-in scale, you can be sure that the postage you pay is exactly what is needed. Gone are the days of sticking on several stamps of varying amounts – which usually add up to more than is required!

Franking machines are more secure – Postage stamps are one of the most commonly stolen office items. Franking machines on the other hand can be equipped with a security PIN – meaning they can only be used by authorised staff members.

These are just a few of the many benefits franking machines can offer your business. To find out more, speak to our team of experts today or email sales@europeanpostalsystems.co.uk

Speak to us today

Have You Prepared Your Franked Mail Correctly?

Mon, 01 Jul 2019 16:18:27 GMT

Have You Prepared Your Franked Mail Correctly?

When using a franking machine it is important that you prepare your outgoing post correctly in order that it is franked at the correct price and desired service. This will ensure it reaches its destination on time.

The franking impression must be in blue ink. The changeover from red to blue was implemented a few years ago by the Royal Mail but some customers are still printing incorrectly. The franked impression must be at the top of your item positioned to the right hand side. It must be clear and readable so that the scanners at the Royal Mail can process the mail correctly.

Outgoing mail

Your outgoing post must be franked with the correct date showing on it also. Remember that if required you can pre date your post but it must be posted on the day it is showing. Always make sure that your franking machine is set to £0.00 before you start franking. If incorrect postage has been applied it can result in under or overpaying and a fee may be incurred.

Don’t forget that you can also have a return address to print on your envelopes and packages. This can be ordered through your franking machine supplier who will ensure it is Royal Mail compliant so that any undelivered mail can get returned back to you via your details. Another benefit of using a franking machine.

Your mail will always get to its destination quicker if you follow the above guidelines and take time to prepare your mail correctly. You can read further information on franking your mail correctly on the Royal Mail website, and discover a bit more about ' Why a franking machine ? ' on our website.

Get in touch

Your Franking Machine License

Mon, 17 Jun 2019 16:18:27 GMT

Your Franking Machine License

When you first decide to either purchase or lease a franking machine, the franking machine supplier will apply on your behalf to the Royal Mail for your license, in order that you can use your new franking machine . You will be sent a copy of the license for your records which we would advise you keep.

Still need to decide if you should buy or lease your franking machine?>>

Stay up to date

It is important that your license details are kept up to date. This means that if you make any changes to your company name or address you must inform your supplier who will then apply for a new license. The Royal Mail insist that they have up to date information regarding who is using the franking machine, to prevent any fraudulent use.

Moving location?

If you move premises when using a franking machine you need to consider the details that print on your outgoing post. For instance if you move from one town to another, your franking machine supplier will have to order new software to reflect the changes, this is called your “town die”. It is a Royal Mail requirement to have the correct information printing on your post. If not you may find that your mail is returned back to you undelivered.

If you require further information on your franking machine license you can see more details on the Royal Mail website .

Get in touch

Have You Considered Leasing A Franking Machine?

Mon, 03 Jun 2019 16:18:27 GMT

Have You Considered Leasing A Franking Machine?

With the current climate as it is some business’s may find the outright purchase of a franking machine a little difficult. This is why we like to give the customer the choice of leasing their franking machine as well as the purchasing option.

The benefits of leasing a franking machine

The main advantage of leasing of course is that there is no big initial outlay for the customer but of course do remember that you have the added interest in the long term. Another added benefit of leasing a franking machine with us is that at the end of the leasing term you may be able to take title of the equipment, whereby it becomes your property instead of having to give it back to the leasing company. Or alternatively upgrading to a different model at the end of the term.

In House leasing

For companies that haven’t been trading long we can offer our own in house leasing. It can be difficult for some new businesses to be cleared with outside leasing companies due to a short time of trading and who may not have the capital behind them to purchase. This is definitely an option to consider if you are in this situation. This means that the franking machine market is now open to not just the large corporate companies but to the person who is running their small business from home.

Get in touch

Should you wish to discuss leasing a franking machine with us please complete our contact form on the model you are interested in and one of our advisors will contact you immediately.

Let's talk

The Continued Role of Franking Machines in the Digital Age

Mon, 20 May 2019 14:50:10 GMT

The Continued Role of Franking Machines in the Digital Age

With the digital age continuing to change the way our lives unfold, you could wonder if franking machines still have a role to play. Maybe you love the idea of franking your mail instead of using stamps. But you're wondering how much longer you'll be able to do this.

In today's fast-pacing digital age, is there still a place for franking machines ?

Absolutely

These machines have been a handy way of automatically stamping packages and letters for a long time, and they're still highly regarded among U.K. businesses. After all, what could be more convenient than having your own mini post office - and one that operates 24-7?

But with snail-mail volumes declining, you may be thinking it's time to say adieu to trusty-dusty franking machines. Not so fast. Here's a rundown of how and why franking machines still have a role to play in modern society.

Let's get started!

Why Franking Machines Are Still Vital for SMEs

Years or even decades ago, you likely figured that franking your mail would be less expensive than stamping it. And since then, you've probably seen firsthand considerable savings from using them. On top of that, you like the professional image that your franking machine helps you to project on each envelope. Plus, you don't have to worry about searching through drawers to find stamps, or queuing at your local post office to buy more when you run out. When you're trying to manage your outbound mail, you realise that nothing beats your franking machine. Nothing. But did you know it's possible to go digital with franking machines? If you're utilising obsolete technology, you're shorting yourself of the savings you could be enjoying by using the latest technologies for your franking operation.

Save money with digital franking machines

If you upgrade to a digital machine, you can take full advantage of Mailmark and SMART technology. Mailmark is a majorly discounted rate of postage that bulk mailers receive if they do sorting and franking based on the stringent guidelines of the Royal Mail . In addition, SMART technology allows you to complete reporting on your use of the machine and reclaim value-added tax on any postal service that attracts tax. Plus, there’s another way you can add more money to your coffers by going digital with franking machines – as you’ll never overpay for postage.

Why choose EPS?

We offer a wide range of franking machines designed to meet your business's needs, ranging from low-volume to high-volume machines. Our franking machines are perfect for entry-level customers or business customers who have been generating 500 letters a day for years. Get in touch with us to find out more about how our machines can help you to more effectively handle your post.

Speak to the team