Rules and Regulations in Using a Franking Machine
If your business has purchased a franking machine, you should know how to use it properly. Beginners is the use of franking machines might think that it just takes putting our mail through the machine and your franked mail is fine. 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. Here are the basics in using a franking machine.
A mail franking license is important before you can use a franking machine. You should know and comply with the terms of the Royal Mail Scheme for Franking Letters and Parcels 2008 before you can get your franking license. You also need to follow the rules in preparing your mails. It is the franking machine supplier that hands your license to you.
Then, you should set your machine. Every time you need to use your franking machine, you need to do a test print first. The machine should then be set 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. Make sure you get it right because even if you can claim back your franked mail to check the mistakes, they will already charge you 15%.
The next thing you need to do after your machine is set up is to set the correct price, time and date before you start printing. Make sure to double check so that your setting are always correct. There are machine that sets this automatically but there is no harm in checking despite this.
If your envelopes or packets have different sizes, shapes, and colors, you can frank these by using labels to give a clear and legible mark. If your marks are illegible, it can give you problems. You can get labels from your franking machine suppliers or in some online stores. You can compare prices of companies selling franking machine labels and ink and choose the most affordable one.
There should be a return address on 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.
Using red ink for franking marks is the standard and for those using cleanmail products, the ink should be blue. A clear and complete mark must be printed on the right hand corner of your mail.
You can save a lot on your postage fee with a franking machine. 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.