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External Mail


Outgoing Mail

Outgoing mail should be released for franking by the School or Division throughout the working day and not held back in offices for the final pick up ~ this practice floods the Post Room, which does not have the time to cope with large quantities of mail before the Post Office collects at 4.40pm.

Royal Mail introduced a ‘Pricing in Proportion’ structure in 2006, whereby mail is charged by size and weight. The previous pricing structure charged by weight alone. It is possible to save up to 20% on postage by simply folding the contents in half and using a smaller envelope. The Post room has an automated folding/inserter machine that can assist with this process for large mailshots.

For example:

Specification Envelope Size Price 1st Class Price 2nd Class
Standard LetterC5 (A5 paper size)47p33p
Large LetterC4 (A4 paper size) up to 100g71p58p
Small ParcelLarger than C4 and up to 80mm thick£2.65£2.25

Often items are sent by packet, as the size of the item exceeds large letter specifications.  However if the contents were folded these items could meet Standard or Large specification, saving considerably on the postage costs.

All mail should be clearly marked showing the School or Division and the class to be charged. Any mail which is not so marked will be sent second class.

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Mail Shots

Schools & Divisions may make use of a large capacity folding/inserting machine to assist in preparing mail shots prior to posting. This machine will fold, insert, seal and finalise mailshots ready for franking. Use of this machine is by prior arrangement only.

If you have a mail shot and wish to utilise the folding/inserting facility, please contact the Post Room on the details to the left.

Mail shots will be picked up by the Manual Handling team up until 12.30pm at the latest. After this time they will be held over until the following day. Prior arrangements for picking up mail shots must be made by contacting Mr Terry Burnett, the Portering Coordinator.

All mail shots need to be sorted as follows:-

  • UK
  • International
  • Europe
  • Rest of the World

It also important that any mail to internal mail addressees, including residences sites are kept separate.

Large mail shots can be picked up from Schools & Divisions twice daily by the Manual Handling team, preferably at 9.30am and 12.30pm. Smaller mail shots may be picked up after this time, but this is by special arrangement only.

All mail shots that are dated by the School or Division for survey purposes should be dated for the day of dispatch to the Post Room and not the day that the envelope is filled.  For example, after the 12.30pm pick up by the Manual Handling team on a Friday, the date stamp needs to be changed to the following Monday.

Mail shots should be packed and transported in boxes. Envelopes put in sacks are likely to crease and these will clog the franking machine. If boxes are not available, then the Manual Handling team will supply these on request.

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Parcels sent via the post room

All parcels sent must be accompanied with details of the service that is required. If you are unsure of this, please contact the mail room so that they can provide you with details of services provided as well associated costs. The latest time for parcels to be dispatched via the post room is 2.45pm.

If you would like further information in regards to international restrictions, including customs declarations and documentation, please contact the Post Room staff.

Items such as merchandise, books, equipment or machine parts for addressees outside the E.U. must be accompanied by a commercial invoice (in triplicate for Parcelforce or quadruplicate for DHL) stating:

  • Details of sender
  • Details of recipient
  • Details and description of each item, weight and value
  • Gross weight and value of parcel

These details should be "enveloped" and attached to the parcel for customs purposes. This is in addition to the normal travel documents required by the various parcel carrying companies.

Please note other carriers have different document requirements that must be checked prior to dispatch.

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Incoming Mail

Mail incoming from the Royal Mail should arrive at the School or Division by 9.30am at the latest each morning.

The delivery of incoming mail requires the correct use of our delivery addresses and postcodes in all outgoing literature.

Please ensure that all letterheads and brochures use the correct (up to date) address and postcode.

N.B.

  • The following are the only PO Box numbers used by the University.

PO Box No

School/Division

Postcode

497

FINANCE

CF10 3XR

927

REGIS

CF10 3UA

430

ASSL

CF10 3XT

480

RETURNS

CF10 3UY

533

CSERV

CF14 3XZ

Please ensure that all outgoing literature uses the correct address and postcode.