1. Monthly mail volume
- Count letters and small parcels sent per typical week and month.
- Note peak-month volume (e.g. year-end, invoicing runs).
- Match to a machine size band: under 50, 50–200, 200–1,000, 1,000+.
2. Rental vs purchase
- Do you want predictable monthly cost or one-off outlay?
- How long do you expect to keep the machine?
- Is upgrade flexibility important?
3. Mailmark readiness
- Is the quoted machine Mailmark-enabled?
- Confirm Mailmark postage rates for your typical mail mix.
- Check whether older machines can be upgraded or need replacing.
4. Servicing
- How many annual service visits are included?
- What is the fault response time?
- Is the servicing provider authorised for the machine model?
5. Ink and labels
- Confirm cost per ink cartridge and per franking label.
- Ask about own-brand vs OEM consumables.
- Estimate annual consumable cost based on your volume.
6. Contract length
- Contract term (12, 24, 36, 60 months) and renewal terms.
- Early-exit costs.
- Renewal price uplift.
7. Supplier questions
- Which machine models suit your volume band?
- What is the all-in monthly cost?
- Which services (Mailmark, weighing, connectivity) are included?
- What support hours does the supplier offer?
8. Hidden costs
- Software or connectivity fees.
- Consumable pricing above market rate.
- Auto-renewal price uplifts.
- Charges for out-of-hours support.
9. Replacement planning
- When does your current contract end?
- Is the current machine Mailmark-capable?
- Do you need continuity during the swap?
Ready to put the checklist to use?
Request quotes and compare responses against every point above.