✓ Royal Mail Authorised Inspector since 2008 | Trading since 2005
The fastest way to save time with a franking machine is to prepare in batches: pre-load your labels and envelopes, group mail by weight and format, keep the rollers and print head clean, store your supplies in one place, and check Royal Mail tariffs weekly. These five habits cut wasted minutes, reduce franking errors and keep your post moving. Here is how each one works.
Running a busy office or small business means time is money, and your franking machine should help you save both. But if you are not using it efficiently, you could be wasting minutes every day that quickly add up. At Mailcoms we have supported thousands of franking machine users and picked up a few expert tricks along the way. Whether you are handling a few letters or mailing in bulk, these five quick hacks will make your daily post easier, cleaner and more productive.
🕒 1. Pre-load franking labels and envelopes in advance
If you regularly print large batches of envelopes or franking labels, do not wait until the last minute to load each one individually. Make use of the features at your disposal.
Hack
Some franking machines come with a built-in label feeder, others come with a tray, and some come with both. These features let you load a full stack of labels or envelopes before you start franking. If you have a catch tray, you can also collect all your franked mail in one place for added convenience.
📦 2. Batch your mail by weight and format
Mixing letter sizes and weights slows you down. Batch similar items together so you can frank them all in one go, which reduces franking machine adjustments, cuts weighing errors, stops over-franking and keeps you compliant.
Hack
Use your Royal Mail size guide, which Mailcoms supplies with your order, to separate mail into Letters, Large Letters, Small Parcels and Medium Parcels. Weigh one sample per batch using the integrated postal scales that come with your franking machine, then frank the entire stack together.
🧼 3. Clean the feed rollers and print head regularly
Dust, glue or ink build-up will slow feeding and blur your impressions, often at the worst possible time. Some franking machines include a cleaning function or run routine maintenance so the machine is ready to print at all times. You can also carry out basic maintenance yourself, or contact our support team if you are unsure.
Hack
Wipe the rollers gently every couple of weeks using a soft cloth or a machine-safe wipe. Clean the print head when you notice faint impressions or streaking to help ensure the best possible print every time.
📥 4. Keep your supplies organised and close to hand
Having to dig through drawers for envelopes, franking labels or spare ink cartridges mid-task breaks your flow and wastes time. Keep your mailroom in order with everything to hand.
Hack
Set up a small, organised mail station next to the franking machine that holds all the supplies you need, so you know when to re-order from Mailcoms. Your mail station can include:
- A box of the franking labels for your specific machine.
- A few late-posting envelopes.
- A spare ink cartridge.
- A roll of packaging tape.
- A handy size-guide ruler.
- Some basic stationery such as pens.
And remember: refill your mail station at the end of each day, not the start of the next.
🧠 5. Set weekly tariff check reminders
Royal Mail tariff errors are one of the most common causes of miss-franked mail. With how often tariffs can change, it is hard to keep up. Mailcoms will always communicate price changes as best we can, but customers can still end up using incorrect prices and facing surcharge costs.
Hack
Set a weekly calendar reminder to check for software or rate updates on your franking machine. Some machines check for updates automatically, but most also allow this to be done manually. This two-minute check helps prevent underpayment rejections, or worse, lost or delayed mail. View our rate change page here to learn more.
Final thoughts
Your franking machine should make your mailroom faster, not more frustrating. By applying these simple daily and weekly habits you will cut wasted time, reduce errors and keep your mail moving smoothly. At Mailcoms we do not just sell franking machines, we help customers get the most out of them every single day.
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 prices available, view our franking machine page here or call us today on 01543 572 776.
We are a Royal Mail Authorised Independent Inspector & Maintainer of postal franking machines since 2008, and we have serviced and supplied over 40,000 customers, from small businesses to some of the largest organisations in the UK, with our own range of models.
Frequently asked questions
How can I save time using my franking machine?
Prepare in batches: pre-load labels and envelopes, group mail by weight and format, keep the rollers and print head clean, store supplies in one organised mail station, and set a weekly reminder to check Royal Mail tariffs. These habits cut wasted minutes and reduce errors.
How often should I clean my franking machine?
Wipe the feed rollers gently every couple of weeks with a soft cloth or machine-safe wipe, and clean the print head whenever you notice faint impressions or streaking.
Why does my franked mail get surcharged?
The most common cause is out-of-date tariffs or an incorrect weight, which leads to underpaid postage. Keeping your machine on the latest Royal Mail rates and weighing items correctly helps avoid surcharges.
How do I keep my franking machine rates up to date?
Most franking machines download new rates automatically or can be updated manually. Set a weekly reminder to check for software or rate updates, and see our rate change page for more detail.