Q: I am interested in the idea of using a franking machine, but am unclear where one sends franked mail from. Can you use the post box or is there some other method?
A: The only criteria that relate to where you can post franked mail in the UK is that your franked mail has to be posted from the designated area agreed between you and your business and Royal Mail.
This is stipulated in Article 13.1 of the Royal Mail Scheme for Franking Letters and Parcels 2008. The Scheme is an important document that must be read and fully understood by all employees who operate or are in charge of the business franking machine.
Article 13.1 states:
‘Franked letters may only be posted in the area designated by the Franking Mark, unless otherwise permitted by Royal Mail.’
It is also worth noting that franked mail has to be posted on the date shown in the franking mark. This is made clear in Article 13.2 of the Scheme.
There are various options when it comes to where to send your franked mail, but the traditional post box is not one of them—unless you are using a special low volume envelope which you can get from your franking machine supplier. Do bear in mind you can only put up to 30 pieces of mail a day inside a low volume envelope.
If you are not using low volume envelopes, you can send your franked mail via your local Post Office or Mail Centre/Sorting Office, or alternatively post it in a franked mailbox. Franked mailboxes are special post boxes usually located on industrial estates, business parks or areas where there are many businesses.
They look like ordinary post boxes, but have a larger posting hole so they can accommodate the special pouches or mailbags that you are given free of charge once you have got your franking machine system up and running correctly.
If you don’t want to use any of these options, you can arrange for Royal Mail to come and collect your outgoing mail from your premises every day.