The Mailroom Checklist: Everything You Need to Send Post Smoothly

A smooth-running mailroom needs eight essentials: a properly maintained franking machine, Royal Mail approved franking ink, franking labels, the right envelopes, a Royal Mail size guide, up-to-date postage rates, a clear mail collection plan, and spare supplies ready to reorder. Get these in place and you can send post accurately and on time, every day.

A well-organised mailroom is essential for any business that sends regular post – whether daily invoices, customer parcels, or marketing materials. Even minor delays or missing supplies can cause disruption, frustration, or costly mistakes. That is why having the right tools and setup in place matters.

At Mailcoms, we know what a smooth-running mailroom looks like. Here is your essential checklist to make sure you have everything covered.

1. Franking Machine (Properly Set Up and Maintained)

Your franking machine is the heart of your mailroom, saving you time and money with every item you send. Make sure it is always:

• Connected to a reliable power supply.
• Regularly cleaned and serviced.
• Loaded with the latest Royal Mail postal rates.

2. Approved Franking Ink Cartridge

Running out of ink is the fastest way to halt your mailroom. Keep a spare cartridge that uses Royal Mail approved franking ink on hand to avoid unnecessary downtime.

• Always use Royal Mail approved franking ink, such as our cartridges, to stay compliant.
• Avoid faded franks that may delay delivery or incur surcharges.
• Store in a cool, dry place away from sunlight.

3. Franking Labels

Franking labels are essential when your envelope or parcel is not suitable for direct printing from the franking machine. Always ensure you have the correct franking labels for your requirements, with both long and short available from Mailcoms. Ensure your labels are supplied by a Royal Mail authorised supplier for the best quality and to prevent smudging, fading, or rejected post.

4. Envelopes

It is vital to have the right envelopes and packaging ready to go – not all items fit into a standard DL envelope.

• Use DL and C5 for letters and invoices.
• Use C4 for unfolded A4 documents.
• Choose gummed or self-seal to match your workflow.
• Consider windowed envelopes for address visibility.

5. Royal Mail Size Guide

Mistaking a large letter for a small parcel can cost your business. A Royal Mail size guide helps you measure items correctly to avoid:

• Overpaying for postage.
• Delayed deliveries.
• Return-to-sender issues.

Mailcoms supplies our own printed size guides with clear markings for letters, large letters, and parcels.

6. Correct Postage Rates

Always make sure you are using the correct postage rates when franking your mail. Incorrect franking can result in surcharges, and your mail also risks being rejected. It is handy to keep a copy of the latest Royal Mail postage rates to hand, and Mailcoms provides a clear one with every order. You can also view the current Royal Mail postage rates here.

Always check:

• Are your franking rates up to date?
• Are you using the correct Royal Mail service (1st Class, 2nd Class, Special Delivery)?
• Do you know the current weight and size limits?

Most franking machines can update the rates automatically when connected, or we can walk you through manual updates if needed, helping ensure you are never outdated.

7. Mail Collection Schedule or Drop-Off Plan

• Know your last collection times.
• Have a plan for high-volume days.
• Use Late Meter Posting Envelopes for next-day delivery flexibility when posting after collection times.

8. Spare Supplies and Quick Reorder Info

Finally, always keep back-up supplies of franking ink, franking labels, and envelopes so you are always running at full operation. Keep your Mailcoms account details or reorder contact handy. We offer next day delivery to keep your operations running.

In Summary

A well-stocked, organised mailroom does not just save time – it ensures accuracy, efficiency, and a professional experience for your customers. Whether you send 10 letters a day or 1,000, these mailroom essentials help you post with confidence.

At Mailcoms, we offer a range of franking machines. If you are interested in getting a franking machine or wish to upgrade to a Mailmark franking machine with even lower rates available, view our franking machine page here or call us today on 01543 572 776. For ink and labels, see our franking ink and labels page.

We are a Royal Mail Authorised Independent Inspector & Maintainer of Franking Machines with over 20,000 customers nationwide and we can supply you with our very own range of models.

Frequently Asked Questions

What does a well-stocked mailroom need? The essentials are a maintained franking machine, Royal Mail approved franking ink, franking labels, the right envelopes, a Royal Mail size guide, up-to-date postage rates, a mail collection plan, and spare supplies ready to reorder.

Why do I need a Royal Mail size guide in the mailroom? Measuring items correctly stops you mistaking a large letter for a small parcel, which avoids overpaying for postage, delays, and return-to-sender issues.

How do I keep my franking rates up to date? Most franking machines update Royal Mail rates automatically when connected, and Mailcoms can guide you through manual updates if needed. Always check you are using the current rates before franking.

What should I keep spare in the mailroom? Keep back-up franking ink, franking labels, and envelopes, plus your reorder details to hand, so running low never halts your mail.