How to Change the Ink Cartridge in Your Franking Machine
Changing the ink cartridge in a franking machine is one of those quick jobs that keeps a mailroom running smoothly, yet a rushed or incorrect swap is a common cause of faint impressions and rejected post. This guide walks you through how to change franking machine ink cleanly and safely, whatever brand of machine you run.
Quick answer: how to change a franking machine ink cartridge
To change a franking machine ink cartridge, open the machine, wait for the print head to move into the replacement position, release the latch and lift the old cartridge out. Take the new cartridge, remove the protective tape from the base, insert it into the print head at a slight tilt and press until it clicks. Close the machine, run a test print and check the impression for missing lines before franking live mail. The whole process usually takes two to three minutes.
Before you start: get the right cartridge
The single most important step happens before you open the machine: making sure you have the correct cartridge for your model. A cartridge that physically fits is not always the right one, and using the wrong type is a frequent reason franked mail is returned. You can match your machine to the correct supply through our franking machine ink and label range, or jump straight to the brand you use, whether that is Pitney Bowes ink, FP Mailing ink, Quadient ink, Neopost ink or Frama ink.
It is also worth confirming the ink colour your machine needs. Mailmark and other smart franking machines print in blue ink, while many older non-Mailmark machines use fluorescent red ink. Royal Mail requires franking impressions to be produced in the correct approved ink, so always order from an authorised supplier. You can read more on what your setup should be printing in Royal Mail's own franking guidance.
Step-by-step: changing the ink cartridge
1. Let the machine prompt you
Most franking machines will warn you when ink is low and then move the print head into a position that lets you reach the cartridge. Wait for that prompt rather than forcing the head by hand, as moving it manually can knock the alignment out.
2. Remove the old cartridge
Open the cover or ink compartment, release the cartridge latch and tilt the old cartridge towards you before lifting it out. Have a paper towel ready, because a used cartridge can leave ink on your fingers or the work surface.
3. Prepare the new cartridge
Take the replacement out of its packaging and gently peel the protective tape away from the base, where the print nozzles sit. Try not to touch the nozzles or the metal contacts, as skin oils can affect print quality. If the cartridge has been stored somewhere cold, let it reach room temperature first so condensation does not interfere with printing.
4. Fit and lock the cartridge
Insert the new cartridge into the print head at a slight tilt, straighten it upright and press down on the latch until it clicks firmly into place. A cartridge that is not fully seated is one of the most common causes of patchy prints straight after a change.
5. Run a test print
Close the machine and let it run its automatic alignment and test print, feeding in an envelope or a franking label sheet when prompted. Compare the test impression against the sample pattern: it should be solid and complete, with no faint bands or missing lines.
Check the impression and let it settle
Franking ink needs a moment to dry, so avoid stacking freshly franked envelopes immediately or the impressions can smudge. If the test print still looks faint or streaky after a fresh cartridge, run a print head clean from the machine menu and test again. Our guide on fixing faint or streaky franking covers the deeper troubleshooting if the problem persists.
Common mistakes to avoid
The most frequent errors are simple ones. Leaving the protective tape on the nozzles will stop ink flowing entirely. Fitting a cartridge for a different machine model can cause misreads and rejected mail. Installing a cold cartridge straight from a cold store often produces streaks on the first few prints. And skipping the test print means any fault only shows up once your mail is already in the postbox.
Storage matters too. Keep spare cartridges upright, sealed and away from heat or direct sunlight until you need them. For a fuller explanation, see our article on how long franking ink lasts.
Original or compatible cartridges?
Both original and quality compatible cartridges can produce a clean, Royal Mail compliant impression, and compatibles often work out considerably cheaper for busy mailrooms. The key is buying from a trusted supplier so you know the ink meets the required standard. We break the choice down in detail in original versus compatible franking ink. If you would rather not replace cartridges at all, some machines are eligible for our refill and reset service.
Frequently asked questions
How often should I change my franking machine ink cartridge?
It depends entirely on your mail volume, as cartridges are rated by the number of impressions rather than by time. Change the cartridge when the machine warns you ink is low or when impressions start to look faint, and keep a spare on hand so you are never caught short before a postal run.
Does my franking machine need blue or red ink?
Mailmark and other smart franking machines print in blue ink, while many older non-Mailmark machines use fluorescent red ink. Always check your machine model and order the approved colour from an authorised supplier, because the wrong ink can lead to rejected mail.
Why is my franking still faint after fitting a new cartridge?
The most likely causes are protective tape left on the nozzles, a cartridge that has not clicked fully into place, or a cold cartridge that has not reached room temperature. Reseat the cartridge, run a print head clean from the menu and test again before franking live mail.
Can I use compatible ink cartridges instead of original ones?
Yes. Quality compatible cartridges from a trusted supplier produce a compliant impression and usually cost less than originals. The important thing is that the ink meets Royal Mail's approved standard, so buy from a reputable source rather than an unknown seller.
How should I store spare franking ink cartridges?
Keep spares sealed in their packaging, stored upright, and away from heat and direct sunlight until you need them. Let a cartridge reach room temperature before fitting it, as a cold cartridge can produce streaky prints on the first few impressions.
Ready to restock? Browse our best selling franking ink cartridges or explore the full ink and label range to find the exact cartridge for your machine.