Royal Mail requires that every franking machine is inspected and maintained annually as per the Royal Mail Scheme for Franking Letters and Parcels.
Here are 10 things you need to know about getting your licence to frank and franking machine maintenance.
- Franking Equipment must not be used before the User has obtained a Licence. All Users must apply to Royal Mail for a Licence via an Authorised Manufacturer or Authorised Supplier, who will either deal with Royal Mail on the User’s behalf or instruct the User to apply for a Licence directly from Royal Mail.
- The Licence will include the following information: the User’s name and address; the address where the Franking Equipment will be used (Note:this must not be changed without Royal Mail’s prior written consent); the details of the Royal Mail Franking Administration Centre where the User’s records will be kept; the name and number of the Model of the Franking Equipment; the serial number of the Franking
Equipment and/or Meter; and the number of the Die and/or Device (or related machine identifier).
- Royal Mail may pass this information, and any amendments to it, to the Authorised Manufacturer, Authorised Supplier and Authorised Maintainer of the User’s Franking Equipment, so that their records will be accurate and up to date.
- The Licence allows the User, and its employees and contractors, to use the specified Franking Equipment at the address shown on the Licence only, for the purpose of franking its own business Letters but not the Letters or other mail of any other Person. The Licence allows the User to use only that Franking Equipment named in the Licence. Any other Franking Equipment requires its own separate Licence. The Franking Equipment named in the Licence must only be used by the User, and its employees and contractors, and must not be used by any other Person.
- The Licence may not be transferred to another Person. If the Franking Equipment is sold or otherwise transferred, the Licence does not transfer with it, and the User must tell the proposed new user to get a Licence from Royal Mail before using the Franking Equipment.
- Franking Equipment must be kept in good working order by the User.
- The User must ensure that Franking Equipment is inspected in accordance with Royal Mail’s requirements, and in any case at least once every year, by an Authorised Maintainer of the User’s choice who has been approved by Royal Mail to carry out inspections for that Model of Franking Equipment. In the case of Mailmark™ Franking Equipment, an annual inspection is not necessary because the connection of the Mailmark™ Franking Equipment to the relevant Data Centre and the upload of the usage data is sufficient. Royal Mail and/or its representatives may nevertheless inspect Mailmark™ Franking Equipment.
- The maintenance and repair of Franking Equipment may only be undertaken by an Authorised Maintainer who has been approved by Royal Mail to carry out maintenance of and repairs on that Model of Franking Equipment.
- When required by Royal Mail, a User or Person in possession of Franking Equipment must provide Royal Mail and/or its representative’s with access to the relevant premises to inspect its Franking Equipment.
- Franking Equipment must not be used unless it has been manufactured by an Authorised Manufacturer and the Model has Royal Mail’s then current approval, which Royal Mail can withdraw at any time.
Read the full text of the Royal Mail Scheme for Franking Letters and Parcels 2014 here.