Does a franking machine need servicing in the UK? Yes. Royal Mail's franking scheme expects every machine to be kept in good working order and checked by an inspector approved by Royal Mail, generally at least once a year. Only authorised maintainers may repair or service the machine, and the machine can only be used at the address on its licence. This guide explains what an inspection involves, what you need to do, and how to avoid the problems that catch out busy mailrooms.
Why franking machines are inspected at all
A franking machine prints prepaid postage, which makes it closer to a small printing press for money than an ordinary office printer. Royal Mail therefore controls which machines can be used, who can maintain them and where they sit. The rules are set out in the Royal Mail Scheme for Franking Letters and Parcels, which covers legible impressions, correct postage values and not modifying the machine without approval.
Each machine also carries a unique die number, printed under the postage value on every impression, so that Royal Mail can trace any franked item back to the machine that produced it. You can read more about this in the Mailcoms guide to the franking machine die number.
What a franking machine inspection involves
An inspection is a short, practical visit rather than an audit. An authorised inspector will normally:
- confirm the machine details match the licence, including the serial number and die number;
- check the postage meter and the registers that record how much has been printed;
- test print quality, because the impression must be clear and readable;
- look for signs of tampering or unapproved modification;
- carry out routine servicing, such as cleaning and checking the feed path.
Some suppliers arrange the annual inspection automatically when you top up credit, while newer connected machines may meet the requirement through data uploads instead of a visit. Rules and arrangements differ by model and supplier, so always ask yours which applies to your machine.
Who can inspect and service your machine
You cannot simply ask a general office equipment engineer to do this. The work must be done by a maintainer approved by Royal Mail. Mailcoms has been a Royal Mail authorised independent inspector and maintainer since 2008 and services Quadient, Frama and Pitney Bowes machines, so it is a sensible first call if you want to move away from a manufacturer contract. If you are still choosing a machine, the Mailcoms franking machine range covers buying and leasing, and you can ask for a price through its quote page.
Green Franking supplies the consumables rather than the machines, so the two roles complement each other: your maintainer keeps the machine compliant, and we keep it printing.
The licence and moving your machine
A franking licence is linked to a specific machine and a specific address, and it cannot be handed to someone else. That has three practical consequences:
- Moving office: you need Royal Mail's consent before relocating the machine, so tell your supplier well before the move.
- Selling or passing on a machine: the new owner must obtain their own licence.
- Replacing a machine: the new machine gets its own licence and die number, so update any internal records.
The Mailcoms article on franking machine licences is a good plain-English starting point.
How to prepare for an inspection
A little preparation keeps the visit short and avoids a second appointment. Before the inspector arrives:
- Locate your licence paperwork and have it to hand.
- Make sure there is enough postage credit, so the machine is not in a low credit state. Our guide to franking credit and top-ups explains a sensible routine.
- Check ink levels and have a spare cartridge ready. Our cartridge yield guide shows how far each one should go.
- Run a few test impressions on a plain envelope and look for faded or streaky print. If you see any, work through our print quality troubleshooting guide first.
- Clear the area around the machine so the inspector has room to work.
Keeping your machine healthy between visits
An annual inspection is a minimum, not a maintenance plan. Day to day, good habits protect both the machine and your postage spend:
- use the correct ink for your model from the right franking ink and label collection for your brand, since the wrong cartridge can cause poor impressions;
- use clean, flat, suitable envelopes, as covered in our self-seal versus gummed envelope guide;
- replace cartridges when the machine asks, rather than forcing the last few impressions;
- return empty cartridges through our ink resetting, refilling and recycling service, which keeps plastic out of landfill and cuts running costs.
The cost of getting it wrong
Skipping an inspection or moving a machine without telling anyone can put your licence at risk, and Royal Mail reserves the right to inspect a machine itself and to withdraw approval of machine models. Poor impressions are a quieter cost: franked mail with an unreadable impression can be delayed or surcharged. Since Royal Mail's 2026 prices reward Mailmark franking with a lower price per item than stamps, a machine that stays compliant and prints cleanly is where the saving comes from. Our comparison of franking versus stamps shows the numbers.
Frequently asked questions
How often does a franking machine need inspecting?
Royal Mail's arrangements generally expect a machine to be checked by an approved inspector at least once a year. Some connected Mailmark machines may meet this through data uploads, so confirm the position for your model with your supplier.
Who is allowed to service a franking machine in the UK?
Only a maintainer approved by Royal Mail may inspect and repair a franking machine. Mailcoms is one such authorised independent inspector and maintainer, covering Quadient, Frama and Pitney Bowes machines.
Can I move my franking machine to a new office?
Not without telling Royal Mail first. The licence is tied to a specific address, so you need consent before relocating, and your supplier can usually arrange this for you.
What is a die number on a franking machine?
It is a unique identifier for your machine, printed under the postage value on each impression and shown on your licence. Royal Mail uses it to trace franked mail back to the machine that printed it.
Does using compatible ink affect my inspection?
The inspection looks at whether impressions are clear and the machine is in good order. Ink that prints poorly can cause problems, so choose cartridges that are correct for your model and check print quality regularly.
What happens if I miss an inspection?
Royal Mail can inspect machines itself and can withdraw approval, so missing an inspection puts your licence at risk. If you think yours is overdue, contact your supplier or an authorised maintainer straight away.