SAADAT KHAN's Rawtenstall-based First National Office Solutions offers impartial advice to help businesses find their way through the capital equipment purchasing maze.

When it comes to stocking up on the latest must-have office equipment that helps to improve the way you work, this is the column for you.

This month Saadat casts his professional eye over the best franking machines on the market...

WITH invoices and statements to send out, direct mail campaigns to run and general correspondence to dispatch, franking machines are fast becoming an essential part of almost every office.

They don't just end the grind of having to find and place a stamp on each piece of mail, but also add a highly-professional touch to each letter you send.

Two main players dominate the scene, with some of the best machines. Between them, Neopost and Pitney Bowes enjoy a 75 per cent market share. The other significant players are: Frama, Francotyp Postalia and Secap.

There are two essential components to a franking machine - the meter and the base. The meter holds your franking credit and records the value and date of items sent. The base takes envelopes and labels through the franker.

Once you have decided on the right machine, there are three ways you can pay for it - you can buy, lease or rent.

You will also need a service agreement. This is a Post Office regulation and you cannot use a franking machine without one. It is called Mandatory Meter Cover. This is the only service agreement you need by law.

A personal code on each franked letter ensures that any mail which is waylaid or undeliverable can be returned directly back to you. This means you' know that if the letter has not come back to you then the intended recipient has received it. Could this signal the end of the 'We haven't received the invoice' excuse?

Since September, the Post Office has decommissioned certain machines which are already in the market. These are franking machines that have in the past been recredited by someone taking them to the Post Office. This change is designed to stop people tampering with the equipment and cheating the Post Office for postage.

You can buy used equipment, but a word of warning - buying second hand has its pitfalls and is costly. Only buy directly from the manufacturer or from a credible reseller.

Please keep in mind that approximately 80 per cent of machines in this country are leased. So be very careful that your purchase doesn't have a lease outstanding - you can check the serial number with the manufacturer.

Even if that's OK, you must then, by law, have the machines registered to your company. This costs between £300 and £450 plus VAT.

Last, but by no means least, make sure it has been fully reconditioned before handing over any money!

My advice is to save yourself any possible hassle and buy a new machine.

Up to 50 letters a day

Neopost IJ25 £995

Rating: HHHH

Saadat says : An entry level franking machine, aimed at the small office/home office market. Reliable and functional, this is very good value for money.

Up to 100 letters day

Frama Sensonic £4,440

Rating:HHHHH

Saadat says : A nice looking machine which has every extra you could wish for. Easily the best in this category.

Over 100 letters a day

Neopost IJ65 £5,995

Rating: HHHH

Saadat says : Quiet and well built, this machine handles mail up to 16mm thick. If you are sending out this much post, it will save you a lot of time.

Over 1,000 letters a day

Pitney Bowes Paragon £21,995

Rating: HHHHH

Saadat says: This is by far the best machine on the market and justifies its price with an excellent all-round specification. Tried and tested for years and still going strong!