Written by Sabrina Dougall Reviewed by Heleana Neil Updated on 30 August 2022 On this page How do you maintain a franking machine? Royal Mail maintenance and inspection How can I simplify franking machine maintenance? Expand Franking machine maintenance may be near the bottom of your priority list as a busy entrepreneur, however you'd be unwise to neglect it completely.Just like a regular office printer, your franking machine can get clogged with old ink and dust. This impacts the print quality of franking marks and could end up smudging your mail with unreadable postage insignia. Not only is that a bad look for your business reputation but might even compromise the safe and efficient delivery of your important post.While you can undertake your own light-touch franking machine maintenance, your supplier is obliged to take care of major faults and performance issues as per the terms of your supplier agreement. Remember you can use our handy franking machine provider finder to request quotes from official suppliers for free at any time. Once you answer a couple of questions about your franking needs, we'll ask trusted providers to get in touch with you directly.Read on to learn the ins and outs of franking machine maintenance. Need a professional to take care of your franking machine maintenance? Find a provider How do you maintain a franking machine?Franking machines may look complex on the surface, but there are a few simple ways you help prevent sub-optimal performance and reduce the risk of costly breakdowns.You should carry out general cleans and wipe downs on a frequent basis, once you’ve read the handbook to understand the cleaning guidelines.The outer casing should be cleaned weekly with a damp cloth and a little bit of liquid soap if there's any stubborn markings. When using water for cleaning, be sure to disconnect the machine from the power source first.To remove static build-up, grime, and general, you should use the high-pressure air duster which should come with your franking machine cleaning kit. Be sure to use anti-static foam cleanser and anti-bacterial wipes as well.If you start to see lines or smears on your envelopes or franking labels, then you might need to clean the ink cartridge nozzle, too. Lastly, don’t forget to use the dust cover to protect your machine when it’s not in use to help prevent dirt build-ups. Maintenance includes software updates Remember it's not just the hardware of your franking machine that needs maintenance, but the software too. This may take place automatically or during a visit from your franking machine supplier. These are essential updates including Royal Mail franking machine changes to pricing, barcodes and insignia. Royal Mail maintenance and inspectionRoyal Mail requires all franking machines to be checked annually by an authorised company. Other reputable franking machine suppliers, such as Pitney Bowes, offer maintenance contracts which include annual servicing and breakdown cover. These contracts are designed to help you forget about your maintenance worries and focus on other areas of your business.If a franking machine has been leased on a contract basis, there may be a legal requirement to have the device serviced at regular intervals, usually annually. Per the terms of your Royal Mail franking license, your franking machine will need to be inspected each year to ensure all parts are working correctly.Royal Mail and Pitney Bowes are two of the most popular suppliers of maintenance contracts for franking machines, although their renowned reputation may mean prices are slightly more than lesser known companies. As a general rule, an annual contract should be roughly 5% – 10% of the original machine purchase price and include servicing annually at the very least, as well as breakdown cover, so take care not to enter into any expensive scams. ▶ Read more: Cost of renting a franking machine How can I simplify franking machine maintenance?Don’t have the time or energy to clean franking machines on top of your other tasks? Not to worry – there’s an easy solution.The easiest way to sort your franking machine maintenance is by getting free quotes from reputable franking machine suppliers, who’ll handle all the maintenance and servicing for you, meaning you don’t need to pick up the franking machine feather duster ever again.Getting quotes is quick and easy. Simply tell us what you need from your franking machine on our quick webform (it only takes a minute), and we’ll match your business with trusted suppliers who’ll then be in touch with more information and no-obligation quotes for you to compare. It’s quick, easy, and free to get started. Written by: Sabrina Dougall Web Marketing Expert Sabrina is a business journalist whose career began in news reporting. She has a master's in Investigative Journalism from City University London, and her work has appeared in The Times, The Daily Express, Money Saving Expert, Camden New Journal, Global Trade Review, and Computer Business Review. She specializes in writing about SEO (search engine optimization). Having run her own small business, Sabrina knows first-hand how critical digital marketing is to building a client base and local reputation. Reviewed by: Heleana Neil Business Services Editor Heleana Neil specialises in Business Services, managing the strategy and production of content for SMBs, helping businesses with the challenges and opportunities they face today. Covering everything from payroll to payment processing, Heleana uses her expertise to help business owners make better, informed decisions and grow their companies.