Franking Machines: How They Work and How to Use Them

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Franking Machines: How They Work and How to Use Them

Dec 11, 2019

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.

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