Regular cleaning and basic maintenance can help your mailing machine run smoothly, prevent feeding problems, reduce envelope jams, and keep postage impressions clear.
MCC supports Quadient mailing systems. While exact cleaning steps may vary by model, most mailing machines benefit from the same basic care: keeping the feeder area clean, using good envelopes, checking sealing fluid, and watching for worn or dirty parts.
Before You Start
Before cleaning your mailing machine:
- Stop any active mail run
- Remove envelopes from the feeder
- Let the machine return to the home screen
- Follow any prompts on the display
- Use only approved cleaning supplies and methods
- Avoid sharp tools, liquids, or compressed air unless instructed by MCC or the manufacturer
Do not take apart internal machine components unless you have been trained or instructed to do so.
Keep the Feeder Area Clean
The feeder area can collect paper dust, envelope fibers, adhesive residue, and small debris.
Check the feeder area regularly and remove any visible debris. Pay attention to:
- Feed deck
- Side guides
- Entry area
- Envelope path
- Output area
- Sensors, if visible
- Rollers, if accessible
Use a soft, dry cloth to wipe accessible surfaces. Do not use wet cloths or cleaning chemicals unless they are approved for your machine.
Use Clean, Good-Quality Envelopes
Many mailing machine problems start with the envelopes.
Before loading mail, avoid envelopes that are:
- Bent
- Curled
- Damp
- Torn
- Wrinkled
- Overstuffed
- Stuck together
- Unevenly sealed
- Mixed with different sizes
- Damaged around the flap
Store envelopes in a dry area and keep them flat. Humid or damaged envelopes can cause feeding, sealing, and print issues.
Check the Side Guides
Side guides help envelopes feed straight through the machine.
Make sure the guides are adjusted so they lightly touch the envelope stack. They should not squeeze the envelopes or leave too much extra space.
If the guides are too tight, envelopes may not feed properly. If they are too loose, envelopes may skew, jam, or feed unevenly.
Do Not Overload the Feeder
Overloading the feeder can cause double-feeding, skewing, and jams.
Load a manageable stack of envelopes and refill as needed. If your machine has a maximum fill line or guide marking, keep the stack below that point.
For large mail runs, it is better to process mail in steady batches than to cram the feeder full and hope the machine can take it.
Check Sealing Fluid
If your mailing system seals envelopes, check the sealing fluid regularly.
Make sure:
- The sealing fluid reservoir has enough fluid
- The correct sealing fluid is being used
- The reservoir is seated properly
- Fluid is reaching the moistening area
- There are no visible leaks
If envelopes are coming out dry, partially sealed, or unevenly sealed, the sealing section may need attention.
Inspect the Moistening Area
Depending on your mailing system, the moistening area may include a brush, wick, sponge, pad, or moistener assembly.
Look for:
- Dried adhesive buildup
- Paper dust
- Debris
- Dry or dirty moistening parts
- Uneven fluid contact
- Worn or damaged components
Use only approved cleaning methods. Do not scrape the moistening area with sharp objects or pour fluid directly into the machine.
Keep the Scale Area Clear
If your mailing system includes an attached scale, keep the scale platform clean and clear.
Do not store envelopes, supplies, coffee cups, tape dispensers, or other office clutter on the scale. The scale needs to sit flat and unobstructed to weigh mail correctly.
If the scale gives unusual readings, remove everything from the platform and restart the weighing process.
Watch the Postage Impression
If the printed postage impression is light, streaked, blurry, or incomplete, check the ink or print cartridge status.
Depending on your model, the machine may display a low ink warning or print quality message.
If the print quality is poor:
- Check the ink level
- Confirm the correct ink cartridge is installed
- Run any available cleaning or maintenance process from the machine menu
- Make sure envelopes are feeding flat and straight
- Contact MCC if the issue continues
Do not continue processing mail if the postage imprint is unreadable.
Run Small Test Batches
Before processing a large mail run, run a few test pieces.
Check that:
- Envelopes feed straight
- Postage prints clearly
- Sealing works correctly
- No jams occur
- The correct rate and class are selected
- The scale reads properly, if used
A short test run can catch problems before they become a full mailroom circus.
Keep the Machine Connected
Your mailing machine may need a connection to add postage, update rates, complete online services, or send meter information.
Make sure the network or communication cable stays connected and that the machine can reach online services when needed.
If the meter cannot connect, you may not be able to add postage or update USPS rates.
Basic Maintenance Checklist
Use this checklist regularly:
- Remove dust and debris from the feeder area
- Check envelope condition before loading mail
- Keep side guides properly adjusted
- Avoid overloading the feeder
- Check sealing fluid
- Inspect the moistening area
- Keep the scale area clear
- Watch for poor postage print quality
- Confirm the meter can connect to online services
- Run a small test batch before large mail runs
- Report repeated jams, errors, or feed problems to MCC
When to Contact MCC
Contact MCC if:
- Mail repeatedly jams
- Envelopes feed crooked
- The machine double-feeds
- Envelopes are not sealing properly
- Sealing fluid is leaking
- Postage impressions are unclear
- The machine will not connect
- The meter shows an error message
- The feeder will not pull envelopes
- Cleaning does not resolve the issue
- You are unsure which maintenance steps are safe for your model
What to Include in Your Service Request
When requesting service, include:
- Business name
- Contact name
- Phone number
- Mailing system model
- Serial number
- Equipment location
- Description of the issue
- Error message, if shown
- Type and size of envelopes being used
- Whether the issue happens every time or only sometimes
- What cleaning or troubleshooting steps you already tried
- Photos of the screen, envelope, or affected area, if helpful
The easiest way to request service is by using the MCC Express Passport, if one is available for your mailing system. You can also contact MCC by phone or email.