What to Do With Empty Franking Ink Cartridges: Recycle, Refill or Return
Empty franking machine ink cartridges should not go in the general office bin. The best options are to return them through a manufacturer or supplier recycling scheme, have them professionally refilled and reset, or pass them to a registered waste carrier with the right paperwork. This guide explains each route so your mailroom stays tidy and compliant.
Why empty franking cartridges deserve a plan
A busy mailroom can get through several cartridges a year, and they quickly pile up in a drawer or cupboard. Left unmanaged, empties get binned with general waste, which is a missed chance to reuse plastic and components. For a business, it is also worth remembering that office waste is covered by a legal duty of care.
The good news is that franking cartridges are easy to handle once you have a routine. If you are not sure when a cartridge is genuinely finished, our guide to how many impressions a franking ink cartridge prints helps you judge the right moment to swap it.
Option 1: Use a manufacturer or supplier return scheme
Several franking machine makers and suppliers run take-back schemes for empties. Pitney Bowes UK, for example, lets customers arrange a collection of empty Pitney Bowes branded cartridges through a self-serve online portal. You enter your collection address, choose how you want the label delivered, add "Used Inks" as the return reference, and the cartridges are collected. Pitney Bowes asks that cartridges are boxed and sealed in suitable packaging, and the scheme covers only empty Pitney Bowes branded cartridges. You can read the full steps on the Pitney Bowes UK page on returning used ink cartridges.
Other manufacturers and suppliers offer their own arrangements, and the terms differ, so check with whoever supplied your machine or cartridges before you post anything back. If you buy supplies for a Pitney Bowes machine, our Pitney Bowes inks and labels collection lists the current cartridges.
Option 2: Refill and reset instead of throwing away
The most sustainable cartridge is the one you keep using. Many franking cartridges can be professionally refilled and the chip reset, so the same housing goes round again rather than into the waste stream. It is not suitable for every machine, and buying new is sometimes the better call, which we cover in our article on whether you can refill a franking machine ink cartridge. If it suits your machine, take a look at our refill and reset service.
Option 3: Use a registered waste carrier
If a take-back scheme is not available for your cartridges, you can include them in a business waste collection. Under the GOV.UK guidance on business waste, you are expected to reduce, reuse and recycle where you can, check that your waste carrier is registered, and complete a waste transfer note for each load that leaves your premises. That applies to any commercial waste, including your mailroom.
In practice, ask your regular waste or recycling contractor whether they accept used printer and franking cartridges, and keep the transfer notes they give you.
Which route suits which mailroom?
A small office franking a few hundred items a month will usually find a return scheme or a refill and reset service the simplest, because there is no waste paperwork to manage. Larger sites that already have a commercial recycling contract may prefer to add cartridges to their existing collection. Either way, the aim is the same: keep empties out of general waste and keep a record of where they went.
It also helps to nominate one person to own the process. A named owner, a labelled box and a quarterly reminder to empty it are usually all you need, and they stop cartridges drifting to the back of a drawer where they are forgotten.
A simple mailroom routine for empties
- Remove the empty cartridge as soon as the machine prompts you, following the steps in our guide to changing the ink cartridge in your franking machine.
- Place it in a small lidded box kept near the machine, so ink does not mark desks or hands.
- Choose one route: return scheme, refill and reset, or waste collection.
- When the box is full, seal it and send or hand it over, keeping any reference numbers or transfer notes.
Keep spares ready so you never rush the swap
A tidy recycling routine works best when you always have a replacement to hand. Our best selling franking ink cartridges are a good place to start, and if you are unsure which one fits, read which franking ink cartridge you need before ordering. Unopened stock keeps best when stored properly, as explained in how long franking ink lasts.
Frequently asked questions
Can I put empty franking cartridges in the general office bin?
It is better not to. Use a manufacturer return scheme, a refill and reset service or a registered waste carrier so the plastic and components can be reused or recycled.
Does Pitney Bowes take back empty cartridges?
Yes, Pitney Bowes UK offers a collection service for empty Pitney Bowes branded cartridges arranged through an online portal. Cartridges must be boxed and sealed, and the scheme does not cover other brands.
Is refilling better than recycling?
Refilling and resetting lets you reuse the same cartridge, which avoids waste in the first place. It only suits certain machines, so check compatibility before choosing it.
Do I need paperwork when a contractor collects my cartridges?
If cartridges leave your premises as business waste, GOV.UK guidance says you should check the carrier is registered and complete a waste transfer note for each load.
Need replacement cartridges? Browse our franking machine supplies and keep your mailroom running smoothly.