Franking Machine Faults 2026: Common Problems Fixed
Franking machines are generally reliable, but when one stops working it always seems to be on the day of a big mailing. Most faults have simple causes and can be fixed in a few minutes. This guide covers the common ones, what to try, and when to hand over to your supplier. Checked October 2026.
A quick safety note: switch the machine off before clearing jams or touching the print area, and never open sealed parts of the meter. Your contract usually forbids it, and the meter holds your postage credit.
Poor or faded print
What you see: a pale, streaky or patchy impression.
Likely causes:
- Ink cartridge running low
- Print head nozzles partly blocked
- Cartridge not seated properly
- Envelopes with a glossy or textured surface
What to try:
- Check the ink level on screen.
- Run the machine's print head cleaning routine, usually in the maintenance menu.
- Remove and reseat the cartridge.
- Print a test impression on plain paper to rule out the envelope.
If cleaning does not help and the cartridge is not empty, ask your supplier. A faulty cartridge is usually replaced under warranty.
Faded impressions are not just cosmetic. Royal Mail needs to read the Mailmark barcode, and an unreadable impression can cause problems.
Envelopes jamming
What you see: envelopes stopping halfway, creasing, or feeding at an angle.
Likely causes:
- Envelopes too thick for the feed path
- Flaps not sealed, catching on rollers
- Dusty or worn rollers
- Mixed sizes in an automatic feeder not set up for them
What to try:
- Switch off and remove the jammed envelope gently, following the release levers.
- Check the envelope thickness against your machine's limit.
- Seal flaps, or use the sealer if your machine has one.
- Wipe rollers with a lint free cloth if the manual allows it.
- Feed one size at a time if mixed batches keep jamming.
For anything too thick to feed, print a label instead.
Scale reading wrong
What you see: weights that look too high or too low, or a weight shown with nothing on the scale.
What to try:
- Clear the platform completely and zero or tare the scale.
- Check the machine is on a level, steady surface away from fans or vibration.
- Weigh something with a known weight to check accuracy.
If the scale is still wrong, stop franking weight based items and call your supplier. An inaccurate scale can lead to underpaid mail, which Royal Mail may surcharge, or overpaid mail, which wastes money.
Postage top up fails
What you see: an error when downloading credit, or credit not arriving.
What to try:
- Check the network or WiFi connection.
- Restart the machine.
- Check your postage account has funds.
- Check whether your office network settings have changed recently.
Our guide to topping up franking machine postage covers this in more detail.
Labels not printing or peeling
What you see: blank labels, labels printing off centre, or labels that will not stick.
What to try:
- Check the label roll or sheet is loaded the right way round.
- Make sure you are using labels made for your machine.
- Store labels flat and away from heat, as old or warm labels lose their stickiness.
- Stick labels on a clean, dry, flat surface of the parcel.
If labels print blank, the issue may be the print head or ink rather than the labels.
Machine locked or showing an inspection message
What you see: a message saying the machine needs an inspection, an update or a connection before it can frank.
Why it happens: franking machines need to connect regularly for rate updates, software updates and inspections. If they cannot, they may lock.
What to try: connect the machine and let it complete any pending updates. If the message stays, call your supplier. They can usually clear it remotely.
Wrong price or missing service
What you see: the price shown does not match current Royal Mail prices, or a service is missing.
Likely cause: the latest rate update has not been loaded. Royal Mail's current franked prices date from 7 April 2026. A 1st Class letter up to 100g should show £1.77 and a 2nd Class letter 88p.
What to try: connect the machine to download updates. If it still shows old prices, call your supplier.
Date is wrong
What you see: the impression shows yesterday's date or an old date.
What to try: most machines advance the date automatically, but some need it advanced manually after midnight. Check the date setting in the menu.
Royal Mail now accepts franked mail up to seven days after the date printed in the impression, so a slightly old date is not usually a disaster, but it is better to get it right.
Error codes
Every brand uses its own error codes. Look up the code in the user guide, on the manufacturer's support site, or ask your supplier. Write down the code and what you were doing when it appeared, as this speeds up support calls.
When to call support
Call your supplier if:
- A fault persists after the simple fixes above
- The machine has physical damage
- The scale is inaccurate
- The meter shows a security or tamper message
- You smell burning or hear grinding
Have ready your machine's serial number, account number, the error message and what you have already tried.
Royal Mail says maintenance is carried out by its authorised providers and publishes a list of authorised inspectors, maintainers and repairers. In practice, your supplier usually arranges any engineer visit under your contract.
Preventing faults
- Keep the machine covered and away from dust.
- Use the right envelopes and seal flaps.
- Run the cleaning routine if print quality drops.
- Let the machine connect regularly.
- Do not leave it unused for weeks with ink installed, if you can avoid it.
When faults keep happening
If your machine breaks down regularly, it may be worn out or the wrong size for your volume. Ask your supplier about a replacement under your contract, or review your options at lease end. Our guide to franking machine prices and our compare franking machines page can help you weigh up a new model.
Checked October 2026, from Royal Mail's franking pages and its Mailmark franking tariff of 7 April 2026.