Which Franking Ink Cartridge Do I Need? How to Identify the Right One

Franking ink cartridges look almost identical from one model to the next, and manufacturers reuse styling across whole ranges. That makes ordering the wrong one very easy. The good news is that identifying the correct cartridge takes about two minutes once you know where to look.

The short answer: find your franking machine's exact model name from the label on the machine or the start-up screen, then order the cartridge listed specifically for that model. Never order by manufacturer alone, and never assume a cartridge that physically fits is the correct one. If you already have the old cartridge to hand, the part number printed on its side or its label is the quickest confirmation of all.

Step 1: Identify your exact franking machine model

Manufacturer alone is not enough. Pitney Bowes, Quadient, FP Mailing and Frama each sell dozens of models, and cartridges rarely carry across a range. A Pitney Bowes DM60 and a DM300M are both Pitney Bowes machines, but they take completely different ink.

You will usually find the model name in one of three places:

• On a printed label on the front, rear or underside of the machine
• On the machine's home or start-up screen, often alongside a serial number
• On your original lease or service paperwork, or on an invoice from your franking supplier

Write down the full model name including any suffix letters and numbers. Suffixes matter enormously. An IS290i and an IS290i Elite are listed separately for a reason, as are the various Postbase Qi models. Once you have the exact name, you can go straight to the matching page in our franking machine supplies range and skip the guesswork entirely.

Step 2: Read the part number on the cartridge you are replacing

If the old cartridge is still in the machine or in the bin, it is your best reference. Franking ink cartridges carry a manufacturer part number, usually printed on the body of the cartridge, on the foil wrapper it arrived in, or on the box.

Part numbers vary in format by brand. Pitney Bowes numbers often look like 765-9 or 793-5. FP Mailing and Frama tend to use longer alphanumeric codes. Quadient cartridges frequently show a code beginning with IJ or a six or seven digit reference. Whatever the format, the part number is the single most reliable identifier you have, because it removes any ambiguity about which variant of a model you own.

If the number is worn away, take a photo of the cartridge itself. Cartridge shape, the position of the print head and the shape of the reservoir are all recognisable, and our team can identify most cartridges from a clear picture. Just send it through our contact page.

Step 3: Remember that Neopost is now Quadient

This trips up more mailrooms than any other single issue. Neopost rebranded to Quadient, so a machine badged Neopost and a machine badged Quadient may sit in the same family. An IS-280c, for example, appears under both names depending on when it was supplied.

If your machine says Neopost on the front, start with our Neopost inks and labels. If it says Quadient, or if you have a newer iX series machine, begin with the Quadient inks and labels. Both ranges are organised by model, so the branding on the casing will not cost you an order.

The same principle applies elsewhere. Check the Pitney Bowes range, the FP Mailing range or the Frama range, then drill down to your model rather than buying the first cartridge that mentions your brand.

Step 4: Check the colour and approval status

Colour is not a style choice. Mailmark franking machines print in Royal Mail approved blue ink, and every franking machine accepted by Royal Mail today is a Mailmark machine. If you are unclear on what that means for your mailroom, our guide to what Mailmark is covers it in plain English.

Approval matters because Royal Mail scans the 2D barcode in your franking impression at high speed. Royal Mail's own guidance states that franked impressions must be clear and legible, and its franking equipment operational requirements set out the standards your mail is measured against. Ink that has not been tested through Royal Mail's automation can produce impressions that scan poorly, and poorly scanning mail risks delay or surcharge. You can read more on Royal Mail's franking machines help page.

Step 5: Choose between original and compatible

Once you know the correct cartridge for your model, you often have two options: the manufacturer's own cartridge, or a compatible equivalent made to the same specification. Compatible cartridges from a reputable supplier are tested for Royal Mail automation and typically cost noticeably less, which adds up quickly across a year of mailing.

We have set out the trade-offs in detail in our comparison of original versus compatible franking ink. Whichever route you take, the model match still has to be exact. A compatible cartridge for the wrong model is just as useless as an original one for the wrong model.

Common ordering mistakes to avoid

• Buying by brand only. The most common error, and the most expensive one, because opened cartridges usually cannot be returned.
• Ignoring the suffix. Elite, Plus, c, i and M endings all denote different machines with different consumables.
• Reordering from memory. If your mailroom has changed machines in the last few years, the old part number may no longer apply.
• Forgetting the labels. If you frank parcels or oversized items, you also need franking labels that suit your machine.
• Leaving it until the cartridge is empty. Ordering a spare in advance avoids a stalled post run. Our guide to how long franking ink lasts explains how to store one safely.

When the cartridge is right but the print is not

Ordering correctly is only half the job. If a new, correctly matched cartridge produces weak or patchy impressions, the cause is usually the print head or an incomplete installation rather than the ink itself. Our walkthrough on changing a franking machine ink cartridge covers correct seating and priming, and our troubleshooting guide explains what to do when your franking machine prints faint or streaky.

Frequently asked questions

How do I find my franking machine model number?

Check the printed label on the front, rear or underside of the machine, or look at the home screen when the machine starts up. Your original lease paperwork or a supplier invoice will also list the full model name.

Can I use an ink cartridge from a different franking machine model?

No. Even where a cartridge physically fits, the print head, ink formulation and chip data are matched to a specific machine, so using the wrong one can produce impressions that fail Royal Mail's scanning. Always order the cartridge listed for your exact model.

Does franking ink have to be blue?

Mailmark franking machines use Royal Mail approved blue ink, and Mailmark is the only franking format Royal Mail accepts. Red ink was used by older, now decertified machines and should not be used for franking today.

Where is the part number printed on a franking ink cartridge?

It is normally on the body of the cartridge itself, on the foil or plastic wrapper it was supplied in, or on the outer box. If it has worn off, a clear photograph of the cartridge is usually enough for us to identify it.

My machine says Neopost but I can only find Quadient cartridges. Which do I need?

Neopost rebranded to Quadient, so many machines appear under both names. Match the model rather than the badge, and if your model is not obvious in one range, check the other.

If you know your model, you can go straight to the matching page in our franking machine supplies range or browse our best selling franking ink cartridges. If you are still unsure, send us a photo of the machine or the old cartridge through our contact page and we will confirm the right one before you order.