How to Make Sure You Are Paying the Correct Postage

To make sure you are paying the correct postage, weigh every item, check it against the current Royal Mail rates, keep your packaging light, confirm it meets your carrier’s size limits, and keep your franking machine’s rates up to date. Underpaying leads to surcharges and unhappy customers, while overpaying quietly wastes money. The tips below walk through each step.

Sending mail can be complicated and time-consuming, especially for a smaller business, and it is vital that every item you send has the exact amount of postage applied. Underpaying can result in a surcharge, an unhappy recipient and a loss of money for your business. Use the practical tips below to help get it right every time.

Know the current postage rates

Always make sure you are working from the most recent Royal Mail postage rates. To help apply the correct postage, keep a list of your most common jobs, such as invoices or parcels, with the correct current price next to each one so a rate is never forgotten.

Use weighing scales

Always use a weighing scale when sending items larger than a small letter. For most carriers, the cost of sending an item varies depending on its size or weight, so a good set of scales pays for itself. You can use a franking machine scale at the touch of a button or buy a separate set of scales – the choice is yours. Just cross-check the weight against the current postage rates for full accuracy.

Evaluate your packaging

You may be unaware that using too much packaging can add cost to your mail. Remember that the weight and size of an item affect the price paid, and that includes the weight of your packaging. It can be worthwhile to use polythene envelopes instead of cardboard where suitable, as they weigh less and can be cheaper to send. This does, however, depend on the item you are sending.

Make sure your packages meet shipping standards

Once you have calculated the postage cost and weighed your item, check that it meets the shipping requirements of your chosen carrier service. A sizing guide or template kept in the office makes it easy to confirm your mail fits the carrier’s size standards before it goes out.

Keep your franking machine up to date

If you use a franking machine, it needs to be updated every time Royal Mail changes its prices. Your franking machine supplier will keep you informed of any price changes, but it is good practice to check that your machine is using the latest rates. If you would like a franking machine with access to lower franking prices and more, request a Mailmark franking machine quote or a franking machine quote here.

Frequently asked questions

How can I avoid Royal Mail postage surcharges?

Weigh every item, check it against the current Royal Mail rates, keep packaging light, make sure the item meets your carrier’s size limits, and keep your franking machine updated with the latest prices. These steps help you apply the exact postage every time.

Do I need weighing scales to send business mail?

Weighing scales are strongly recommended for anything larger than a small letter, because postage usually depends on size and weight. You can use a franking machine scale or a separate set of scales, then cross-check against the current rates.

Does packaging affect the cost of postage?

Yes. The price you pay depends on the weight and size of the whole item, including the packaging. Using lighter packaging, such as polythene envelopes instead of cardboard where suitable, can reduce the cost.

How do I keep my franking machine rates up to date?

Your franking machine supplier will notify you when Royal Mail changes its prices, and most machines can download the new rates automatically or be updated manually. It is good practice to check regularly that your machine is on the latest rates.