Franking Ink Refill and Reset Service: How It Works

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A franking ink refill and reset service lets you send in an empty cartridge and get it back refilled and ready to use, usually for less than a brand new one. This guide explains how the service works, who it suits, and what to check before you order for your UK franking machine.

What Is a Franking Ink Refill and Reset Service?

When a franking machine cartridge runs out, most businesses buy a new one. A refill and reset service offers an alternative: you post your empty cartridge to the supplier, who refills it with Royal Mail approved franking ink and resets it so your machine recognises it again.

The cartridge itself is not included in the price. You are paying for the refill, the reset and the testing, not for a new cartridge. On our refill and reset service collection, each listing is matched to a specific machine and cartridge size.

How the Process Works Step by Step

The process is simple, and it only takes a few minutes of your time.

First, find your machine in the collection and choose the listing that matches your cartridge. Then complete checkout and print a copy of your receipt. Finally, post your empty cartridge, with the receipt, to the address given on the product page.

The supplier tests the cartridge, refills it, resets it and sends it back. Always read the individual product page for the current address, delivery window and terms, as these are listed per product.

Is Refilling Worth It for Your Business?

Refilling tends to make most sense for businesses that frank a steady volume of mail and use the same machine for years. If you go through cartridges regularly, the saving on each one adds up over a year.

It also suits offices that like to keep a spare cartridge on the shelf. Send one empty cartridge off for refilling while you carry on franking with the spare, so there is no gap in your mail run.

A new cartridge can still be the better choice if you need ink straight away or your empty one is damaged. If you are unsure which route fits, our guide to original vs compatible franking ink sets out the options in more detail.

Refill vs New Cartridge: How to Compare the Cost

The simplest way to compare is to look at the price of the refill listing for your machine and the price of a new cartridge of the same size, both excluding VAT. Because prices vary by machine and cartridge, check both on the website on the day you order rather than relying on a rule of thumb.

Next, think about how many cartridges you use in a year. A small saving per cartridge matters more when you refill several times, and VAT-registered businesses can usually reclaim VAT on supplies, so compare the ex-VAT figures. Our guide to franking ink and label running costs shows how to build these figures into your monthly mailroom budget.

Reusing a cartridge also means fewer empty cartridges end up as waste, which is a useful secondary benefit for businesses with sustainability goals.

What to Check Before You Order

A few quick checks save time and avoid disappointment.

  • Machine and cartridge match: confirm the exact machine model and cartridge size, because listings differ by both.
  • Royal Mail approval: look for confirmation that the ink is Royal Mail approved franking ink.
  • Cartridge condition: the cartridge needs to be in acceptable condition to be refilled, and product pages explain how condition and remaining ink are assessed.
  • Warranty and returns: check the warranty period and returns terms on the listing before you buy.

If you also need labels for a machine that prints onto them, browse our franking labels at the same time so your next order covers everything.

Tips for a Smooth Refill Service

Do not wait until the cartridge is completely dry. Order your refill when your machine first warns that ink is low, so you always have time to post it and receive it back.

Pack the cartridge securely so it arrives in good condition, and keep your receipt with it. Store any spare cartridge somewhere cool and out of direct sunlight, as covered in our guide on how long franking ink lasts.

Frequently Asked Questions

What is a franking ink refill and reset service?

It is a service where you post your empty franking machine cartridge to a supplier, who refills it with Royal Mail approved ink, resets it so your machine accepts it, and returns it ready to use.

Is the cartridge included in the refill service price?

No. The price covers the refill and reset only, so you need to send in your own empty cartridge in acceptable condition.

Is refilled franking ink Royal Mail approved?

Our refill and reset listings state that they use Royal Mail approved franking ink. Check the individual product page for your machine to confirm the details before ordering.

What happens if my cartridge is not suitable for refilling?

Each product page explains how cartridge condition is tested and how any refund is worked out based on the ink remaining. If you are unsure, contact the team before posting your cartridge.

A refill and reset service can be a practical way to keep franking costs down without changing how your mailroom works. Browse the refill and reset service range to find the listing for your machine.