How to Change Franking Machine Ink Without the Mess
Changing franking machine ink takes about two minutes and follows the same basic sequence on almost every model: let the machine finish its run, open the ink compartment, release the old cartridge, unwrap the new one and remove its protective tape or clip, seat it firmly until it clicks, close the cover and let the machine prime itself. Then run a test print on a spare envelope or label before you frank a single item of real post. The mess, the smudged impressions and the wasted postage nearly always come from skipping that last step rather than from the swap itself.
This guide walks through the process properly, explains why the first impression after a change so often looks wrong, and covers the small habits that keep a mailroom running cleanly.
Before you start: what you need to hand
Franking machines are unforgiving about improvisation, so gather everything before you open the cover:
- The correct replacement cartridge for your exact model. If you are unsure which one you need, our guide on how to find the right franking ink cartridge walks through checking the model plate and the old cartridge part number.
- Disposable gloves. Franking ink is designed to bond to paper fibres and it does the same to skin.
- A dry, lint free cloth for the print head area. Never use a wet wipe or a solvent.
- A few spare envelopes or a sheet of universal franking labels to test on.
- Your machine handbook, or at least the on screen menu, so you can find the ink replacement routine rather than forcing anything by hand.
One thing worth doing before you buy: check whether you want an original manufacturer cartridge or a compatible one. We compare the two honestly in our article on original versus compatible franking ink, because the right answer depends on your volume and your machine, not on brand loyalty.
How to change franking machine ink, step by step
- Finish the current batch first. Never swap a cartridge mid run. Let the feeder clear so there is no envelope sitting under the print head.
- Use the machine's own ink replacement menu. Most modern machines, including the Postbase, iX and SendPro families, park the print head in a safe service position when you select the replace ink option. Yanking the cover open without doing this is the single most common cause of ink on hands and desks.
- Open the ink compartment and release the old cartridge. Depending on the model this is a lever, a latch or a simple lift. Pull the cartridge straight up and out rather than tilting it, and drop it immediately into a bag or the box the new one came in.
- Unwrap the new cartridge over a bin. Remove the foil pouch, then peel off the protective tape covering the nozzles. Some cartridges also have a small plastic clip or vent plug that must come off. Do not touch the copper coloured contacts or the nozzle plate with your fingers, as skin oil alone can affect print quality.
- Seat it firmly. Hold the cartridge with the label facing upright and push it into place until it clicks or the latch closes without resistance. If you have to force it, it is the wrong way round or the wrong cartridge.
- Close the cover and let the machine prime. The machine will pull ink through the nozzles and may whirr for thirty seconds or more. Leave it alone until it tells you it has finished.
- Run a test print. Frank a spare envelope at the lowest value or use the machine's built in test pattern. Look for solid, unbroken lines and a crisp barcode. If the pattern is broken, run the automatic print head clean and test again.
Only once the test print is clean should you go back to real post. A franked impression has to be clear and legible to be accepted, and Royal Mail's franking requirements are specific about the mark showing the correct date and postage. A faint or streaked impression can mean items are surcharged or returned.
Why the first impression after a change often looks wrong
Plenty of people change a cartridge, print one envelope, see a patchy result and assume they have been sold a faulty cartridge. Usually they have not. A brand new cartridge has air in the nozzle chamber, and it takes a handful of impressions or one priming cycle for the ink to flow evenly. This is normal on every inkjet based franking machine.
The genuine faults look different. Consistently missing horizontal bands across every impression point to blocked nozzles rather than air. Ink that appears on the envelope where it should not be usually means the tape was left partly attached or the cartridge is not fully seated. If print quality does not settle after two or three cleaning cycles, our troubleshooting guide on why franking machines print faded impressions covers the wider causes, and manufacturer support notes such as this Pitney Bowes print quality article give model specific cleaning steps.
Mess free habits that save money
A tidy cartridge change is mostly about timing. Three habits make the difference.
Change on the warning, not on the failure
Machines typically give a low ink alert with a few hundred impressions still in reserve, then an ink out message that stops printing entirely. Changing at the warning means you swap calmly at a quiet moment rather than in the middle of the afternoon collection rush.
Keep one spare, not six
Franking ink has a finite shelf life and degrades in a hot or unheated store cupboard. Holding a single spare is sensible; stockpiling a year's worth is how cartridges end up dried out and unusable. Our piece on how long franking ink lasts explains sensible storage.
Do not let the machine sit idle for weeks
Dried ink in the nozzles is the enemy of a clean Mailmark barcode. If your posting is seasonal, run a few low value or test impressions weekly to keep ink moving. Barcode scanning matters more than it used to, as explained in our guide to what Mailmark means for franking machine users.
What to do if the machine still will not print properly
Work through it in order. Confirm the cartridge is genuinely seated, with the latch fully closed. Wipe the copper coloured section of the print head with a dry, lint free cloth. Run the automatic clean twice, waiting a minute between cycles so ink can rewet the nozzles. Check the machine is in credit, because some models refuse to print a full impression when funds are low. If none of that works, the print head itself may need attention from your service provider rather than another cartridge.
If you are franking parcels or oversized items where the impression cannot go directly onto the packaging, labels are the answer, and our guide to when to use franking machine labels explains how to avoid rejected mail.
Frequently asked questions
How often should I change my franking machine ink?
Change the cartridge when your machine displays a low ink warning rather than waiting for it to stop printing. How often that happens depends entirely on your volume, the size of the cartridge and how much of the impression area your machine prints.
Can I refill a franking machine ink cartridge myself?
Topping up a cartridge with generic ink is not advisable, as the wrong formulation can clog the print head and produce impressions that fail to scan. A professional refill service, where the cartridge is properly cleaned and filled with approved ink, is a safer way to reduce cost.
Why is my franking machine still showing low ink after changing the cartridge?
Some machines only clear the warning once the new cartridge has been recognised and primed, so give it a full cycle and a test print first. If the message persists, the cartridge may not be fully seated or the chip contacts may need a gentle wipe with a dry cloth.
Does it matter which ink I use in a Mailmark machine?
Yes. Mailmark impressions include a 2D barcode that has to scan reliably, so the ink must be an approved type suitable for your machine. Using an unsuitable ink risks impressions that look acceptable to the eye but fail automated reading.
Will changing the cartridge reset my postage credit?
No. Ink and postage credit are entirely separate. Replacing a cartridge has no effect on the funds loaded onto your machine or on your franking account.
Ready to restock? Browse the right cartridges and labels for your machine, whether that is the Pitney Bowes SendPro C range, the FP Mailing Postbase Vision range or the Neopost IS420 to IS480 range. If you cannot see your model listed, get in touch with our team and we will identify the correct cartridge for you.