kamran sharief If you’re running a small business in the UK, you’ve likely heard of franking machines—those handy devices that replace stamps and help save postage costs. But before you start printing those envelopes, you’ll need a Royal Mail franking licence.
This guide explains exactly what a franking licence is, who needs one, and how to apply for it—without the jargon.
Franking Licence: A Royal Mail franking licence is a mandatory requirement when using a franking machine. This is owing to the Royal Mail’s stringent franking regulations in the United Kingdom.
Since franking machines are sophisticated pieces of machinery, the policy is strict. The devices can, in fact, be called metres that regulate, monitor, and control the amount of postage credit that users must spend before they may benefit from the cost-saving benefits of franking.
The Postal Services Act 2000 gives Royal Mail the authority to authorise the manufacturing, supply, maintenance, and operation of all franking equipment. This includes individual machines, and they reserve the right to revoke approval for any model at any moment.
Buyers and renters of UK franking machines must guarantee that they have a licence before using the equipment. This is true whether you expect to frank five pieces of mail per day or 150 pieces per minute.
Table of Contents
What Is a Royal Mail Franking Licence?
A franking licence is an official permission from Royal Mail that allows your business to use a franking machine to apply postage to letters and parcels. It’s a legal requirement if you want to access discounted postage rates.
Without this licence, using a franking machine is not permitted—even if you own or lease one.
Franking Machines: An Overview
In place of a traditional stamp, a franking machine, sometimes known as a ‘Postage Meter,’ prints a barcode on a letter or delivery. A franking machine is a device that can download and securely store postage dollars, as well as assist the user in selecting mail classes and special services.
Franking machines can weigh and measure letters and parcels before printing the appropriate postage payment based on Royal Mail rates. No matter what class is being sent, franked postage is less expensive than stamps.
The postage will be printed on envelopes, postcards, or sticky labels via the franking machine. The process is known as ‘franking,’ which is why the term ‘franking machine’ was coined. All franking machines come with a Royal Mail licence, and instead of using stamps, you can add a corporate logo and message to your letter, packet, or parcel to pay for postage on your outgoing mail.
Why Use Franking Instead of Stamps?
Here’s why thousands of UK businesses use franking:
- Save up to 30% on standard postage rates
- Professional-looking envelopes (with logos, if needed)
- No more queues at the Post Office
- Accurate postage every time
- Track and record all mail spending
You also get access to Mailmark®, Royal Mail’s barcode technology for faster, cheaper delivery.
How to Obtain a Royal Mail Licence?
Manufacturers and sellers of franking machines are an important element of the entirelicencing process. This is whythe first step is to make sure you buy from a Royal Mail-approved company. You can easily browse the authenticated service providers from Royal Mail’s official website, which also includes links to the firms’ websites.
The process of obtaining your licence is rather simple because your selected manufacturer or supplier will apply to Royal Mail on your behalf.The licencing fee will be included in the price of buying or renting a franking machine, so you do not have to look anywhere else.A competent, low-end franking machine can be rented for less than £20 per month including VAT.
What does a Royal Mail Franking Licence provide?
A Royal Mail Franking License holds:
- The name and address of the user (you)
- The address where the machine will be used
- The model, name, and serial number of the franking machine, and
- The Royal Mail Franking Administration Centre where your data will be held
Your Royal Mail License is unique to you and the machine you’re using, which means that it cannot be transferred or provided to anyone else. If any of the information on your driver’s licence changes, you must notify the Royal Mail at the earliest.
Why do you need a Royal Mail Franking Licence in the first place?
If such strict measures were not in place, the entire system would be vulnerable to fraud, corruption, and misuse. This is why Royal Mail ensures that who produces, supplies, and maintains franking machines is rigorously regulated, and any business that employs a franking machine is required to have a licence.
A Royal Mail Franking License is in place to ensure that everyone is honest, and that this unique and beneficial method is used correctly. Since of these measures, Royal Mail can continue to provide services (and discounts) because the system is being utilised legitimately rather than being misused as it would be if there were no limits in place.
How to Apply for a Royal Mail Franking Licence
It’s easier than you think:
Step 1: Choose a Franking Machine Supplier
Only Royal Mail-approved suppliers can provide you with a machine and start your licence process. Examples include:
- Pitney Bowes
- FP Mailing
- Neopost (Quadient)
Tip: Most suppliers include the licence application as part of the setup.
Step 2: Fill Out the Royal Mail Franking Licence Agreement
This document outlines:
- Your business details
- Agreed terms of machine usage
- Return & maintenance conditions
Step 3: Submit to Royal Mail and Get Approval
Your supplier sends this form to Royal Mail for validation. Once approved, you’re officially licensed to frank mail.
How Much Does It Cost?
Royal Mail doesn’t charge for the licence directly, but you’ll pay your machine supplier for:
- Equipment rental or purchase
- Ink, labels, and servicing
Estimated monthly cost:
- Small business: £20–£40/month
- Mid-size: £50–£100+
You’ll recoup this in postage savings.
Do I Need to Renew My Franking Licence?
Yes. Royal Mail may periodically update your licence status—especially if:
- You change machine type or supplier
- You stop using the service
- There’s a compliance issue
Always notify your supplier to keep your licence current.
Franking Licence Compliance Rules
Using your franking machine incorrectly can result in penalties. Key rules:
- Print correct dates
- Never re-use franking impressions
- Keep the machine in good condition
- Don’t lend it to other businesses
Important: You cannot sell or transfer your franking machine without notifying Royal Mail.
Who Should Use Franking?
Franking is perfect for:
- E-commerce sellers (Amazon, Etsy, Shopify)
- Law firms and accountants
- Real estate offices
- Local councils and schools
If you send more than 10–20 letters a day, franking can save you serious time and money.
Points to Keep in Mind when using a Franking Machine
The Royal Mail Scheme for Franking Letters and Parcels 2008 contains the full terms and conditions of the licence, which serves as your legal agreement with Royal Mail. Failure to follow the license’s terms and conditions could result in the permit being revoked. The following are some of the requirements:
- The exact current postage rates must be loaded into the machine.
- The ink must be a specific red that has been approved by the Royal Mail. The Business Mail Advanced Service (previously Cleanmail), which uses blue, is an exception.
- The franked impression should be legible and clear. It should also specify the postal rate and the date of posting.
- In the franking mark, inappropriate slogans shall not be utilised.
- Mail should be delivered in bundles, segregated by class and service, and facing the same way.
- It is forbidden to use the machine to frank letters for a third party.
- Royal Mail must approve any alterations or additions to the machine.
- The licence cannot be transferred. If you sell the machine, the new owner is responsible for obtaining their own licence.
The licence also stipulates that the franking machine be kept in excellent working order and inspected by an approved inspector at least once a year. In addition, Royal Mail is authorised to conduct on-site inspections. When the machine is re-credited, some vendors arrange for this to be done automatically.
FAQs
Do I need a franking licence for personal mail?
No. Royal Mail only issues licences to registered businesses or organizations.
Can I buy a used franking machine?
Yes, but it must be **reset and re-licensed** through an approved supplier before use.
How do I cancel a franking licence?
Contact your machine supplier. They’ll inform Royal Mail and deactivate the machine.
Is Mailmark included with every licence?
Most modern franking machines support Mailmark. Confirm this when choosing a supplier.
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