Franking machines are one of the easiest and cheapest ways to send high-volume post in the UK. In fact, with rates up to 33% cheaper than stamps, franking can save you a lot. That’s also true in terms of labour, where franking allows you to handle hundreds of letters in a few minutes, right from your own mail room, with no waiting in line required.
Franking machines are often available for sale, new and refurbished. Here, you can expect low-volume models to run close to £3,000 depending on the model. For mid-volume, rates hover between £3,000 and £15,000. For high volume, you can expect to pay about £15,000-£35,000 depending on the brand.
This guide will help you choose a franking machine that’s right for your mailroom and then get the best deal on it!
Choosing A Franking Machine
Franking machines come in every size, from models intended for just 50 letters a day to those that can handle 1,000+. It’s important to assess your needs before you start hitting the market, otherwise your options are going to be overwhelming.
Assess Mailing Requirements
Choosing the right volume franking machine for your needs is easy, you just have to look at how much mail you send.
- 400-5,000 letters per month = low-volume machine
- 5,000-20,000 per month = mid-volume machine
- 10,000+ per month = high volume machine
You’ll notice there are some overlaps here. That’s because machines can vary a lot in size and capability.
Consider Costs
If you’re sending a franked first-class letter, you can expect it to be about 40p cheaper than stamps – without calculating time and labour. A good rule of thumb is to look at how many of those you send per month and multiply by 0.40 to get your maximum budget.
If you also send second-class, international, or even parcels, that calculation can become a lot more complex. However, for a standard business letter, it’s about 40p per letter.
Making that calculation also allows you to decide what brand you can afford. For example, UK Royal Mailmark franking machines are manufactured by three brands:
- Pitney Bowes – New machines cost £3,000-£32,000
- Low-Volume – £3,000-£4,500
- Mid-Volume – £12,500-£20,000
- High-Volume – £25,000-£35,000
- FP – New machines cost £3,000- £34,000
- Low-Volume – £3,000-£5,000
- Mid-Volume – £10,000-£18,000
- High-Volume – £15,000-£34,000
- Quadient – New machines cost £1,790-£26,000
- Low-Volume – £1,790-£3,500
- Mid-Volume – £3,600-£14,800
- High-Volume – £15,537-£26,000
In each case, you can easily select a brand based on your total budget.
Choose Features
Features almost always depend on what size machine you have. For example, you might like a digital screen, but chances are, you won’t get one until you move into a mid-volume machine.
Things to look out for include:
- Software compatibility – Most manufacturers supply their own software. Most third-party suppliers will also deliver software as a package. However, if you need it to integrate with your existing mailroom solutions, you’ll want to pay attention to what the supplier is delivering.
- Scales – Most franking machines come with integrated scales. However, they rarely top 5kg for a low-volume model and rarely 7kg for a mid-volume model. You might need an external scale. Mid and high-volume machines often come with differential weighing, which can save you hours on sorting mail based on weight or weighing it yourself.
- Automation – Mid and high-volume franking machines typically come with automatic feeds, envelope closers, sorting, and other features. These can save you hours on your mail, so they can be well worth looking for.
- Programming – Look for models that offer programmable labels, slogans, and departments. For example, with programmable departments, you can change the address and name on your postage label by pushing a button.
The higher the volume of the machine, the more features it will offer. Some offer everything you need to automatically sort and send post. Others require mostly manual intervention.
Where To Buy A Franking Machine
Franking machines are available from 29 different sources in the UK. These include 3 manufacturers which all sell direct and 26 active third party suppliers. All other suppliers are not authorised, and you should not buy from them.
Authorised Suppliers
There are 27 authorised third party suppliers in the UK who are licensed to inspect, maintain, and sell franking machines. Each of them has a license for a specific franking machine manufacturer. For example, most have licenses for Quadient. Pitney Bowes is also very common. A small selection is also licensed for FP.
Authorised suppliers are a great choice if:
- You’re trying to get competitive quotes from more sellers
- You want to buy preowned
- You want additional services like service contracts or other mailroom supplies
- You’d like local service
- You’d like a trial period with a machine to see if it’s a good fit for your needs. Not all suppliers offer this.
Manufacturers
There are three manufacturers in the UK that make Royal Mail Mailmark franking machines. These include:
- Quadient (Formerly NeoPost and Frama)
- FP
- Pitney Bowes
Each of these manufacturers offers direct sales, including 5-year financed contracts. Some, like Pitney Bowes, also offer manufacturer refurbished preowned models, although the discount won’t be as good as if you purchase from an independent supplier.
Other Options
You can always buy your franking machine from an aftermarket supplier. For example, online marketplaces like eBay and Amazon offer franking machines. Some office supply stores do as well. However, you’ll want to check which Mailmark the machine uses.
You’ll also want to be aware that these machines may not come with a warranty. So, if you buy a second-hand franking machine from an online marketplace, you’re solely responsible if it stops working after a few months. This option can be great in a pinch, but usually it’s riskier than most business owners are willing to take on.
Getting The Best Deal On Your Franking Machine
The franking machine market is highly competitive. Once you know what you want, you can shop around, compare quotes, and get the best bargain possible.
Buying Preowned Franking Machines
You can buy a preowned franking machine to save anywhere from about 30% for a low-volume model to up to 70% for a high-volume model.
However, it’s important to buy your preowned franking machine from an authorised reseller. Why? Royal Mail updated the Mailmark in 2023, switching to a 2D barcode instead of a crown stamp. This means that any franking machine not updated since then may not actually be usable.
If you make your purchase from an authorised reseller, your franking machine is guaranteed to work with Royal Mail’s current Mailmark.
Comparing Quotes
Most franking machine sellers don’t publicly list prices. Pitney Bowes does, but those prices are above rates you commonly see on the market. This means that it’s important to compare rates as much as possible, so you know you’re getting the best deal.
- Look at purchase and hire agreements, you might find hiring is cheaper with supplies and maintenance included.
- Request multiple quotes and let suppliers know you’re shopping around.
- If you find a better quote than a local company is offering, let them know, they might match it.
- Try to shop for all your mailroom supplies from one company, bulk purchases will often get you bulk discounts.
The best way to make sure you’re getting the best rates is to compare options from multiple suppliers. Use the form below and we’ll request competitive quotes from suppliers servicing your area and then send you the best.
Once you’ve finished, all you’ll have to do is finish some paperwork to register your machine with Royal Mail, buy some credit, and you’re ready to get franking.