Franking Labels Explained: When to Use Them and How to Avoid Rejected Mail
Short answer: you need franking labels whenever the item you are posting will not physically feed through your franking machine. Letters and thin large letters can be franked directly on the envelope, but parcels, boxes, padded mailers and thick envelopes must be franked onto a self-adhesive franking label, which you then stick in the top right corner of the item. Labels use the same franking machine ink as your envelopes, so print quality still matters.
Franking labels are one of those mailroom items nobody thinks about until the roll runs out on a Friday afternoon, or until Royal Mail flags a batch of parcels because the postage mark could not be read. This guide covers what they are, when you actually need them, which ones fit your machine, and the small habits that prevent jams, peeling and surcharges.
What is a franking label?
A franking label is a blank, self-adhesive label that your franking machine prints the postage indicia onto, instead of printing directly onto an envelope. The machine treats it exactly like a piece of mail: it draws the label through the print path, applies the franking mark, and dispenses it ready to peel and stick.
The mark on the label carries the same information as one printed straight onto an envelope - your licence number, the service, the date and, on Mailmark machines, the 2D data matrix barcode that Royal Mail's automated equipment reads. In other words, the label is not a second-class option. It is the correct, approved way to frank anything too bulky for the feed deck.
When do you need franking labels?
Use a label whenever the item cannot safely pass through the machine. In practice, that means:
- Parcels and boxes of any size.
- Padded and bubble-lined mailers, which are usually too thick and too soft to feed cleanly.
- Thick or heavily stuffed large envelopes that exceed your machine's maximum feed thickness.
- Rigid or awkward items such as board-backed envelopes, tubes and document wallets.
- Very dark, glossy or heavily printed envelopes, where the ink will not sit cleanly on the surface. Sticking a white label on the item gives the ink a clean, matte surface to bond to.
Anything that does fit - standard letters and flat large letters - should be franked directly. It is cheaper, faster and there is nothing to peel. If you are unsure how thick your machine will take, check the specification for your model; our machine guides such as the Pitney Bowes DM60 and the FP Mailing Postbase Mini are a useful starting point.
Single labels or double labels?
Franking labels are usually supplied in one of two formats, and the one you need depends on your machine and the service you are using.
Single labels
One label per item, printed with the postage indicia and stuck in the top right corner of the parcel. This is the standard choice for everyday franked parcels and thick envelopes.
Double labels
Two labels printed together, most commonly used where the franking mark and additional service information need to be applied separately, for example on tracked or signed-for items. Some machines default to double labels; others let you choose in the menu.
Rather than guessing, buy the labels listed for your exact model. Every machine collection on the site - for example the Pitney Bowes DM160i and DM220i supplies, the FP Mailing Postbase Qi3 supplies or the Neopost IS290i supplies - lists the correct ink and the correct labels side by side, so there is no cross-referencing part numbers.
Why the wrong label causes real problems
Franking labels look generic. They are not. Width, length, backing paper thickness and adhesive strength are all matched to the machine, and the wrong specification causes predictable failures:
- Jams and misfeeds if the label is too thick or the backing paper is too stiff for the transport path.
- Printing that runs off the edge if the label is undersized, cutting into the indicia or the Mailmark barcode.
- Peeling in transit if the adhesive is not strong enough for cold, damp or dusty sorting environments. A label that falls off in the network is a parcel with no postage on it.
- Ink that beads or smudges on a coated label surface that was never designed for your machine's ink chemistry.
Royal Mail's franking guidance is clear that the franking impression has to be legible and machine-readable. On Mailmark equipment the 2D barcode must print sharply, with clean edges and no gaps in the printed dots, so that automated sorting equipment can decode it at speed. A poorly printed or badly positioned mark can lead to items being treated as unpaid.
How to apply a franking label correctly
- Select the service and weight on your machine as normal, then choose the label option.
- Print the label and peel it away from the backing without bending it. Creases across the barcode area are a common cause of unreadable marks.
- Stick it in the top right corner of the parcel or envelope, on the same face as the delivery address.
- Press it down flat, edge to edge. Do not apply it over a seam, a taped join, a fold or a curved surface, and do not let it wrap around a corner.
- Leave a clear margin around the mark. Do not cover any part of the label with parcel tape - tape over the barcode can defeat the scanner even though the print underneath looks perfect.
Storage: the cheapest fix nobody bothers with
Labels are paper and adhesive, and both degrade. Keep them flat, in their original packaging, in a dry room at normal office temperature. Damp storage weakens the adhesive and makes the paper curl, which is the usual reason a previously reliable box of labels suddenly starts jamming. A cold, humid stockroom or a warehouse shelf next to a roller door is the worst place to keep them.
The same logic applies to your consumables generally. If you want the detail on cartridges, see our guide to how long franking ink lasts and how to store it.
Troubleshooting: label prints, but it looks wrong
If the mark on the label is faint, streaky or partially missing, the label is rarely the culprit. Nine times out of ten it is the print head or the cartridge. Run the machine's cleaning or purge routine, check the ink level, and inspect the print head for dried ink. Our walkthrough on why a franking machine prints faint or streaky marks takes you through the fixes in order.
If the label feeds crookedly or the print is cut off at the edge, the cause is usually mechanical: a label loaded the wrong way round, a partially used strip that has curled, or debris on the feed deck. Reload from a fresh, flat label and see whether the fault clears.
Do labels cost more to send?
No. The postage is identical - the label is simply the carrier for the mark. What you pay is the small cost of the label itself, which is a few pence, and the ink used to print it. Set against a parcel being returned or surcharged because the postage could not be read, that is inexpensive insurance.
Worth remembering too that franked postage remains cheaper than stamps on most Royal Mail services, which is exactly why franking still earns its place in the mailroom. Our summary of the 2026 Royal Mail postage rates sets out the current pricing.
A simple ordering habit
Labels and ink run out at different rates, and the machine will happily tell you about one and not the other. The tidy approach is to order both together, from the collection for your model, and to keep one spare of each in the stationery cupboard. You can browse everything in one place in franking machine supplies, or start with the best selling franking ink cartridges if you are not sure which model you have.
Frequently asked questions
Do I have to use franking labels for parcels?
Yes, if the parcel will not feed through your franking machine. The only approved way to apply a franking mark to a parcel is to print the indicia onto a self-adhesive franking label and stick it in the top right corner of the item, on the same face as the address.
Can I use any brand of franking label in my machine?
No. Labels are made to a specific size, thickness and adhesive specification for each machine family. An incorrect label can jam the transport path, print off the edge of the label or peel off in transit. Always buy the labels listed for your exact machine model.
Where exactly should a franking label be placed?
In the top right corner of the parcel or envelope, on the same face as the delivery address. Apply it flat on a smooth, uncreased surface, keep it clear of seams and folds, and never cover it with parcel tape, as tape can prevent the barcode being scanned.
Why is my franking label printing faint or smudged?
Almost always an ink or print head issue rather than a label issue. Run the machine's print head cleaning routine, check the ink level, and replace the cartridge if it is low or has been open for a long time. Damp or curled labels can also cause poor ink transfer, so store labels flat in a dry place.
How long do franking labels last in storage?
Kept flat, dry and at normal room temperature in their original packaging, franking labels stay usable for a long time. Damp or cold storage is what shortens their life: it weakens the adhesive and curls the paper, which leads to jams and labels that peel off after posting.
If you are still not certain which labels your machine takes, find your model in our franking machine supplies and the correct ink and labels will be listed together.