Switching Franking Machines: Ink, Labels and Leftover Postage

Switching franking machines is mostly an administrative job, not a technical one. Your franking licence sits with your provider rather than with you, so the supplier of the machine you are leaving arranges the decommissioning and Royal Mail paperwork, and any unused postage credit is returned once the meter has been withdrawn. The part businesses usually get wrong is the consumables: franking ink cartridges are model-specific and almost never transfer to a different machine, and franking labels only carry over when the new machine uses the same label size. This guide walks through the whole changeover in the order it actually happens.

Start with the licence, not the hardware

A franking machine cannot simply be unplugged and put in a cupboard. Every meter in the UK is licensed, and Royal Mail's franking guidance confirms that your licence is provided through your franking supplier rather than issued to you directly. That means the first call you make is to the company that supplied or leased the outgoing machine, not to Royal Mail.

Your outgoing supplier will handle three things: notifying Royal Mail, arranging for the meter to be withdrawn from its location, and closing down the associated postage account. If you are moving to a different provider, the new supplier applies for a fresh licence on your behalf as part of the installation. Only companies on Royal Mail's list of authorised franking providers are permitted to supply, inspect or maintain a machine, so it is worth checking that list before signing anything.

Give yourself more notice than feels necessary. Lease agreements frequently carry notice periods of several months, and a cancellation request submitted late can roll you into another minimum term.

What happens to your unused postage credit

Money already loaded onto a meter is not lost, but it does not move instantly either. Pitney Bowes, for example, explains that unused postage is credited back to your postage account within 5 to 10 working days of the meter being returned, or immediately if the funds are withdrawn from the meter before it is collected. Other manufacturers follow a broadly similar process, though the timescales and whether you receive a credit or a cheque will depend on your contract.

Two practical points follow from this. First, stop topping up well before your final week of franking, because credit that sits on the meter will be tied up for a fortnight or more. Second, ask your provider in writing whether the balance will be transferred to a replacement account or refunded, as the answer differs depending on whether you are upgrading with the same supplier or leaving altogether.

Your ink cartridges will probably not fit the new machine

This is the single biggest cause of wasted spend during a changeover. Franking ink cartridges are engineered around a specific print head and a specific machine family. A cartridge for a Pitney Bowes SendPro C will not fit a Quadient iX-5 Series, and even within one manufacturer the cartridge can change between generations.

Before you order any more ink, confirm the exact model and series of the incoming machine and match the cartridge to it. Our guide on how to find the right franking ink cartridge covers where to find the model number on the machine itself. If you are unsure which route to take on the replacement supplies, the comparison of original versus compatible franking ink is a sensible starting point.

If you have sealed spare cartridges for the outgoing machine, do not open them. Unopened stock in its original packaging is far easier to return or resell, and franking ink has a finite shelf life once the foil seal is broken, as covered in our article on how long franking ink lasts. Check our returns policy if you bought them recently.

Franking labels: sometimes they carry over

Labels behave differently to ink. Because many franking labels are cut to a common size, a roll or sheet bought for one machine can occasionally work in another. The variables are the label dimensions, whether your machine takes single-cut labels, long labels or double-sheet labels, and whether the new machine has an integrated label dispenser.

Compare the physical dimensions of your remaining stock against the specification for the new machine before assuming either way. Our guide to when to use franking machine labels explains the formats, and the full range sits in the franking labels collection if you need a size the old stock cannot cover.

Time the changeover so you are not left holding stock

Royal Mail allows franked mail to be posted up to seven days after the date printed in the meter impression. That gives you a useful buffer around an installation date: you can frank a batch on the old machine and still post it legitimately during the week the engineer swaps the equipment, which avoids a scramble to empty the meter on the final morning.

Use the same buffer to run your ink down. Work out roughly how much franking you have left using the figures in our piece on how many envelopes one ink cartridge covers, then order only what is needed to reach the handover date rather than restocking as usual.

A practical switchover checklist

1. Check the notice period in your existing lease or rental agreement and submit cancellation in writing.
2. Confirm with your outgoing supplier who is arranging decommissioning, collection and the Royal Mail notification.
3. Stop topping up the meter roughly two to three weeks before the swap date.
4. Get written confirmation of how unused postage credit will be returned and when.
5. Confirm the exact model of the incoming machine and identify its correct ink cartridge and label format.
6. Run down opened ink; keep sealed spares unopened.
7. Check that the new machine is Mailmark enabled so you get the lower franking rates.
8. Download the current postage rates onto the new machine and verify against the latest Royal Mail postage rates.
9. Print a test impression and check it against the guidance in our maintenance checklist.
10. Update your stationery ordering so repeat purchases point at the new model.

Frequently asked questions

Do I need to tell Royal Mail if I stop using my franking machine?

You contact your franking machine supplier rather than Royal Mail directly. The supplier notifies Royal Mail, arranges for the meter to be withdrawn and closes the licence, because the franking licence is issued through the provider and not to you.

Can I get a refund for unused postage on my old franking machine?

Yes. Unused credit is returned once the meter has been withdrawn or returned, typically as a credit to your postage account within around 5 to 10 working days, though the exact method and timescale depend on your manufacturer and contract.

Will my old franking ink cartridges work in a new machine?

Almost certainly not. Franking ink cartridges are matched to a specific print head and machine family, so they rarely transfer even between models from the same manufacturer. Always check the new machine's model number before ordering ink.

Can I still use my leftover franking labels after switching machines?

Sometimes. Labels are sized rather than chipped, so if the dimensions and format match the new machine they can be used. Compare the label size and type, such as single-cut, long or double-sheet, against the new machine's specification before relying on old stock.

How long do I have to post mail franked on the old machine?

Royal Mail allows franked mail to be posted up to seven days after the date printed in the meter impression, which gives you a useful buffer around an installation or collection date.

Once you know the model of your new machine, ordering the right supplies takes a minute. Browse the full Franking Ink range by machine brand, whether that is Pitney Bowes, Quadient, FP Mailing or Frama. If you are still not sure which cartridge your new machine takes, get in touch with our team and we will match it for you.