Why Can’t You Buy a Postage Meter?
In the United States, you cannot purchase a postage meter outright. This restriction stems from stringent USPS regulations designed to maintain control over postage, which is considered a form of currency. Consequently, all postage meters must be leased from authorized providers.
3 Reasons You Can’t Buy Postage Meters
1. Postage as Currency
The USPS treats postage as a form of currency. To prevent fraud and misuse, the USPS mandates that postage meters remain under the control of authorized providers. This ensures that only approved entities handle the printing and accounting of postage. Source: Postage Meter Rental
2. Leasing Requirement
Since 2009, USPS regulations have stipulated that postage meters can only be leased, not purchased. This policy allows the USPS to monitor and control the distribution and use of postage meters effectively. Only five companies are authorized to lease these devices:
-
Pitney Bowes
-
Quadient (formerly Neopost)
-
FP Mailing Solutions
-
Data-Pac Mailing Systems
-
Hasler Inc.
3. Security and Compliance
Leasing ensures that postage meters are regularly inspected and maintained, reducing the risk of tampering or fraud. It also guarantees that machines are updated to comply with current USPS standards, such as the transition from Information-Based Indicia (IBI) to Intelligent Mail Indicia (IMI).
Understanding Postage Meter Leasing
Leasing a postage meter involves entering into an agreement with an authorized provider. The provider retains ownership of the meter, while the lessee pays a monthly fee for its use. This arrangement includes regular maintenance, updates, and compliance checks to ensure the meter operates within USPS regulations,
IMI Compliance Transition Timeline
The USPS is transitioning from IBI to IMI to enhance security and operational efficiency. Key dates in this transition include:
| Date | Milestone |
|---|---|
| June 30, 2024 | Decertification of all non-IMI postage meters. |
| December 31, 2024 | Final day to use non-IMI compliant postage meters. |
| June 30, 2025 | Deadline to submit refund requests for unused postage from decertified meters. |
Infographic: Postage Meter Leasing Process
Note: This infographic illustrates the steps involved in leasing a postage meter, from selecting an authorized provider to regular maintenance and compliance checks.
Choosing the Right Postage Meter
Selecting the appropriate postage meter depends on your mailing volume, budget, and specific needs. Factors to consider include:
-
Monthly leasing costs.
-
Maintenance and support services.
-
Compatibility with your mailing requirements.
When choosing a postage meter for your business, the first thing to consider is your average monthly mailing volume. Businesses that send fewer than 500 pieces of mail per month can often save money with a low-volume desktop model, while larger companies or mailrooms may need high-capacity meters that offer automatic feeders, envelope sealing, and faster processing speeds. Understanding your mail types—such as letters, flats, or parcels—will also help you select a machine with the right features and compatible postage scales to avoid overpaying on postage.
Another key consideration is the level of service and software integration offered by the provider. Look for a postage meter that includes tracking and reporting tools to monitor spending, as well as the ability to integrate with shipping software or accounting platforms. Make sure the provider offers reliable customer support and includes regular maintenance in the lease agreement.
For a comprehensive guide on the best postage meters available, visit Profiles and Reviews.
How Much Does it Cost to Rent a Postage Meter?
The cost to rent a postage meter varies based on the type of machine, mailing volume, and features. Postage meters are leased monthly from USPS-authorized providers (e.g., Pitney Bowes, Quadient, FP Mailing Solutions) and cannot be purchased outright. Here’s a breakdown of the typical pricing:
🔹 Basic (Low-Volume) Postage Meters
Ideal for small offices or home businesses mailing fewer than 100 pieces per week.
-
Monthly Lease: $20–$50
-
Features: Basic weighing scale (up to 5 lbs), manual feed, basic reporting
-
Postage Refill Fees: May include per-refill charges or monthly convenience fees
🔹 Mid-Volume Postage Meters
Designed for businesses mailing between 100–1,000 items weekly.
-
Monthly Lease: $50–$120
-
Features: Automatic feeder, integrated 10–30 lb scale, envelope sealing, detailed cost reports
🔹 High-Volume Postage Meters
Suited for mailrooms or enterprise-level businesses sending thousands of pieces per week.
-
Monthly Lease: $150–$500+
-
Features: High-speed automation, 70+ lb scale, advanced tracking, USPS rate updates, custom reporting
📊 Postage Meter Rental Cost Comparison Table
| Meter Type | Monthly Lease | Volume (Mail Pieces/Week) | Key Features |
|---|---|---|---|
| Basic | $20–$50 | < 100 | 5 lb scale, manual feed, basic interface |
| Mid-Volume | $50–$120 | 100–1,000 | 10–30 lb scale, auto feed, envelope sealing, simple reporting |
| High-Volume | $150–$500+ | 1,000+ | 70 lb scale, high-speed feed, rate updates, full analytics, cost center setup |
Additional costs may include:
-
Ink cartridge replacements: $50–$150 every few months
-
Postage refill service fees: $5–$10 per transaction or a flat monthly rate
-
Insurance & service contracts: Some leases bundle this into pricing
By understanding the reasons behind the USPS’s leasing requirement and the importance of compliance, businesses can make informed decisions about their mailing solutions.
