What Does a Mail Machine Do?

Various mail with stamps in cubbyholes

In the digital age, sending and receiving direct mail seems outdated. However, traditional mail remains an essential part of business communication. Businesses still send out hundreds, even thousands of letters each month.

If your company sends mail in bulk, this process can take up a significant amount of your resources. Processing mail manually is both expensive and time-consuming.

That’s why mail machines were invented. Also referred to as postage metres and franking machines, they streamline postage operations and reduce expenses. Companies invest in mail machines so that employees no longer have to go to the post office.

Should you invest in this specialized equipment? Is a mail machine worth the cost? We’ll answer those questions below, so keep reading.

How Does a Mail Machine Work?

A mail machine automates the preparation, processing, stamping, and delivery of outgoing mail. It also keeps a record of the postage costs, mailing addresses, and other key information. Newer mail machines may need an internet connection to function.

Instead of manually cutting and pasting stamps, mailing machines allow you to print postage directly onto envelopes or the metre tape you attach to your mail. A mail machine uses special ink to produce this postage mark, which is also called a frank.

A frank is a data matrix that includes the following information:

  • Postage cost
  • Weight of the item
  • Zip code
  • Kind of mail being sent

Postage metres come in different sizes and capacities. Some machines can only send up to 100 letters a month, while others are ideal for mass mailing for advertising or invoicing.

Mail machines also have features that allow you to prepare and affix multiple shipping labels. The latest models can be integrated with shipping software that provide tracking information. This allows you to monitor the progress of your mail or package through the postal system. This way, you’ll know if your mail was delivered successfully and on time.

A stack of opened mail

What Are the Parts of a Mail Machine?

Let’s take a closer look at the anatomy of a mail machine. It has two main components:

    1. Metre: This part stores the postage and prints the frank.
    2. Base: This is where the envelope is stored and stamped.

Under these primary components, you can find the following parts:

  • Adjustable colour touch screen
  • Label dispenser
  • Envelope sealer
  • Letter feeder with sealer
  • Integrated scale (used to calculate the exact postage)
  • A catch tray or stacker that clears mail from the machine after it’s been stamped.

These are the most common features you can expect in a mail machine. However, the final specifications would depend on the size and capacity of the machine. Some models might not have certain features, so make sure to check that the mail machine fits your needs.

A red mailbox

Where Can You Buy a Mail Machine?

If you’re reading this article, chances are you’ve thought about buying a postage machine for your office. However, the distribution of postage metres is strictly regulated in Canada and the U.S. This means that you can’t buy a postage metre or mail machine.

Instead, organizations or individuals need to rent or lease one from an authorized provider. Usually, you can lease a machine for one to five years and expect to spend anywhere from $12 to $1,000 per month on rental. You also need to budget for special ink cartridges, equipment insurance, machine maintenance, and other fees.

Are Postage Machines Worth It?

Yes, a mail machine is worth the investment. If you own a business, a postage metre can simplify your mailing processes and reduce your expenses.

It offers the following benefits:

  • Allows you to save time and boost efficiency
  • Gives you the advantage of tracking posts through the mailing system
  • Eliminates trips to and from the post office
  • Lets you assign the exact postage using pre-built-in postage rates and scales
  • Records your postage expenses automatically

Using a posting metre can also make your brand seem more professional since you can include your company logo and a message in the franking system. This could help boost brand recall and solidify your business image to your clients.

Streamline Your Processes With a Mail Machine

Mailing machines are an important tool for businesses that need to send out large volumes of mail. Make sure you stay efficient and ahead of competitors by leasing a mail machine at Busys.ca!

As the number one provider of office software solutions, we can provide sophisticated mailing solutions for your business. Our mail machines proudly wear the Francotyp brand name. Each machine can effortlessly process up to 45 pieces of mail per minute, even those that are 10mm thick.

Ready to get started? Browse through our online catalogue or contact us today for assistance.

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