Postage Meter Guide: Costs, Leasing And USPS Rules

A postage meter prints evidence of paid postage for eligible mail, but the machine is normally leased from a USPS-authorized provider rather than bought from USPS.

Is a postage meter the right tool?

Workflow	Best fit	Main limitation
Adhesive stamps	Low-volume letters and occasional mail	Manual application and limited transaction records
Click-N-Ship or PC Postage	Packages and online label workflows	Requires accurate package data and a valid printed label
Postage meter	Recurring office mail that benefits from accounting and fast imprinting	Lease, supplies, funding and provider terms
Permit imprint	Prepared qualifying bulk mailings	Authorization, preparation and deposit requirements

Choose by monthly volume, mailpiece types and workflow—not by the promise of a universal discount. A meter is a postage-payment method; it does not turn every mailpiece into a different or faster USPS service.

How postage meter authorization works

USPS authorizes meter providers and governs meter use. The customer leases equipment and related services from a provider, funds postage through the approved system, enters or confirms the mailpiece information, and prints a meter indicium or approved meter label. Provider agreements, connectivity, maintenance and refill procedures vary.

Costs to compare

Base lease and contract term
Ink, labels, sealing supplies and replacement parts
Rate-update, connectivity, maintenance or account fees
Optional scale, feeder, stacker and reporting equipment
Early termination, upgrade and return terms

Request a written total-cost comparison for the expected mail volume. Do not compare only a promotional monthly lease price.

Metered-mail workflow

Sort mail by class, shape and special-service needs.
Measure and weigh the finished mailpiece.
Select the correct service and date in the authorized system.
Print a clear indicium or label in the permitted location.
Keep required records and deposit the mail through the route allowed for that class.

The printed amount must match the actual mailpiece. Dates, corrections and spoiled impressions are controlled by current provider and USPS rules.

When to choose an alternative

For occasional letters, physical stamps are simpler. For packages, online labels often provide a clearer address-and-tracking workflow. For prepared high-volume mailings, a permit imprint or presort program may be more appropriate. Compare these choices in the prepaid postage methods guide.