Rules and Regulations in Using a Franking Machine
If your business has purchased a franking machine, you should know how to use it properly. In your thoughts you simply need to put your mail into the machine and you will have your franked mail. This is not exactly correct because The Royal Mail has standards that every business that uses a franking machine should know and apply to the process. Below are the basics of how to use a franking machine.
You cant use a franking machine if you don’t have a mail franking license. The requirement for license is knowledge and compliance with the terms of the Royal Mail Scheme for Franking Letters and Parcels 2008. It is important that you follow the rules in preparing the mail. The license is then provided by the franking machine suppliers.
When you have your license, you then have to set your machine. Make sure that you do a test print every time you will use it. You should also set the machine to ?0.00. This is the way to ensure that your machine has enough ink. Your mail can be delayed or surcharged if it has marks that cannot be read. There is a 15% charge for mail that is claimed back to correct mistakes in franked printing, so if you don’t want to pay extra, then make it right the first time.
Then you should set up the correct price, time, and date before printing. Double check what you have set all the time. Many machines will do this automatically, but it is still worth checking to make sure that the machine is correctly synchronized.
Envelopes or packets that have different shapes, sizes, and colors can make use of labels so that it has a clear and legible mark. You can have problems with illegible marks. These labels can be bought from franking machine suppliers or online stores. Since there is a great variety in prices, it is good to shop around for your franking machine labels and ink compare prices of different suppliers and choose the most affordable one.
A return address should be included in your envelope. Ask your franking supplier about the latest specifications on return addresses. If your return address is incorrect, then you mail can be delayed or returned to you.
Franking marks should use red ink unless you are using cleanmail products which should be blue. Marks are printed on the right hand corner of the mail and should be clear, and complete.
A benefit of having a franking machine is to save on postage fees. Franking has many different types so choose one that your business needs. You can check out different types of franking machine online so you can choose the right one for your business.