Essentials

Please do not use staples or metal fasteners to seal internal and external mail. They can cause injury and damage. Sticky and parcel tape are acceptable alternatives.

All mail will be sent the cheapest way unless indicated otherwise.

High cost mail

• All envelopes, packages and parcels likely to have a high delivery charge and all Special Delivery, Recorded, Airsure and International Signed For, mail must have the name and location of the sender on the reverse side to comply with Royal Mail terms and conditions.

• All Mail must be marked e.g. First, Airmail, etc. Unmarked mail will be sent Second, Standard Parcel or Surface Mail.

• Recorded, Special Delivery, Airsure, International Sign For and Compensation Fee Parcel slips should be completed by the sender and attached to the envelope.

• Do not peel off any of the bar codes or numbers.

Validity

• When there is any doubt about the method of posting or the validity of mail, the Post Room Supervisor may contact the sender, return it or refer it to the Registrar 's Office who may open the mail or deal with it as necessary.

• Do not send private mail through the Post Room.

• All mail for destinations in the British Isles must be sealed. Do not use double flap or metal fastener envelopes. All inland envelopes must be Royal Mail approved designs and sizes. If in doubt Post Room staff will advise.

Overseas mail

• Mail for overseas must be sealed. There must be an Airmail sticker in the top left corner on all overseas mail except surface mail. Printed paper can only have a complementary slip added to it.

• Blue Airmail flashes should be attached by the sender and used for all airmail including Europe.

Incoming Special Category

• It is essential to keep a receipt book for incoming special category mail to record the date received, category (e.g. Special Delivery, Recorded and Special Overseas registered) addressee’s name, and space for the addressee or agent to sign. Do not put this type of mail into a pigeon hole rack or similar collection point as it may contain valuable documents . Should the mail not reach the addressee and a claim is made against Royal Mail, they will trace the item to the last signatory who will be legally responsible.

Addressing

• Whenever possible ensure that incoming mail is correctly addressed with full initials and Department or School.
  NB. If you do not ensure that your mail is correctly addressed and the Post Room cannot find you, then your mail will be returned to sender within 24 hours.

• All mail is sorted into Department, School, Centre, etc, and it is vital to give full initials and the location on mail for internal distribution. Please do not use room numbers.

• Do not abbreviate the name of the country when addressing overseas mail.

• All overseas mail must have the name and address of the sender on the reverse side of the envelope or package.

• Mail for residences is separated by the Post Office. Any letter, package or parcel addressed to Norwood, Eastwood, Polden Court, Westwood Terraces, Carpenter house, Brendon Court, Marlborough Court, Solsbury Court, Osborne House, John Wood, Canal Wharf, Clevelands, Pulteney Court and Thornbank Gardens will be delivered direct.

• Mail for the Ministry of Defence, any of its establishments or service units should have the University’s name and address on the outside and where appropriate, the contact number.

Redirecting

• You can only redirect mail from an address you actually lived at. Redirecting mail without proper authority is a criminal offence.

• Mail cannot be redirected from multiple occupancy residences e.g. Hotels, Guesthouses, Nursing homes, Colleges, Universities or similar.

• All redirected mail must be paid for and be charged to the appropriate account.

• Mail that has to be redirected should not be opened. The wrong address should be crossed out, but remain legible and the new one clearly written. 'Redirected' should be marked in the top left hand corner of the cover.

• When the addressee is not on site and a forwarding address is not known, the University address should be crossed out and 'Return to sender' marked on the cover, with the reason for returning, e.g. Not on site, Working abroad, Left University, Deceased. The person returning mail should also initial the instruction. Redirection of letters is normally a 24 hour service.

• The Post Room should be advised without delay if any mail received has been wrongly delivered.

Economies

• Mail should only be sent first class when absolutely necessary.

• First class, Airmail should only be used when speed is essential.

• When more than one item is being sent to the same address on the same day they should be placed in one envelope or made into a parcel to reduce the charge.

• The smallest possible sized envelope should be used to enclose the contents. This should be folded to fill up to all edges. Do not overfill so that the envelope bulges.

• Surplus used envelopes for internal mail should be roughly sorted by size, securely tied, clearly marked 'Used Envelopes' and placed in the internal mail basket. Special Delivery and Recorded envelopes must not be re-used.

• Second- hand envelopes must not be used for outgoing mail. Protective (Jiffy) bags and large package envelopes can be used again. Always cross out the old address.

Make it easier for all

• Print special instructions to the Royal Mail in the top left corner, e.g. First class

• Have 4 mail baskets at your point; one each for Internal, First class, Second class and Overseas. This applies to all Postal pickup points.

• Arrange your mail with the address facing the same way and have similar envelope sizes together.

• Do not send money through the internal system.

• All mail shots should be confirmed with the post room beforehand. Large mail shots require a minimum of 14 days' notice.

• New Postal/ Codes for franking machines must be submitted in writing 3 days in advance of use.