Unlike many of the other office equipment categories, franking machines are more often than not leased by buyers rather than making outright purchases. The responsibility of the machine repairs usually falls on the owner of the machine or the manufacturer. Therefore it is very important to draw out a favorable service contract with the machine supplier.

A favorable service agreement will:

• Help keep the machine in operable mode at all times.
• Prevents problems associated with use of the machine with the regular checks
• Increase efficiency of operation due to fewer machine problems
• Lower cost of maintenance for a machine in good condition.

Some aspects a buyer must consider with regard to choosing who to lease franking machines from are:

Availability of local technicians

If technicians are not available locally then one has to ship the machine to the supplier’s destination every time any repair or service is required. Also check whether the supplier offers pick up and delivery.

Cost of the service contract

The supplier may charge additionally for an annual contract for maintenance, service and support. The service contracts are usually calculated as 5-10% of the base cost of the meter.

Contents of the service contract

Review the inclusions and exclusions mentioned in the service contract offered by the company before agreeing to the contract. It is important to assess the costs involved in repairing or servicing parts that are not covered under the service contract.

Accessibility for service and support

Opt for a dealer or supplier who can be accessed instantly through phone or online for any problems that may occur. Most suppliers also have customer call centers attending to customer complaints.

Preventive Maintenance

Check whether the supplier or dealer offers preventive maintenance by periodic checks to ensure the machine does not have a major problem in the long run.

Several franking machine suppliers also provide additional services and enhancements such as:

Cross Border Shipping

This is useful for companies that have offices in multiple locations and purchases are made from a centralized location. In such instances, the franking machine can facilitate delivery of the machine across borders taking into consideration all related procedures.

Document Creation

This feature provided by the supplier helps one create documents that befit the image of a company.

Installation and Relocation Services

These will ensure that the machine is installed with the help of an experienced and expert technician. Several vendors also provide relocation services wherein the help relocate the machine as per an organization’s requirement and install it.

Customer Education

Customer education tools such as mail management seminars and discussions help keep customers informed of new changes and help optimize the use of their current franking machine purchase. Besides, some suppliers offer training to employees that will be operating the machine.