External Mail

Outgoing Mail

Outgoing mail should be released for franking by the departments 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 using a smaller envelope.

For example,  a C5 (A5 paper size) envelope cost 34p to post 1^st class and 24p 2^nd class, the same contents in a larger C4 (A4 paper size) envelope cost 46p 1^st class and 37p 2^nd class.  Further savings of up to 25% can be made by sending routine mail 2^nd class

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

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: 75337 or mailroom@cardiff.ac.uk

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 with:

Mr Terry Burnett, Head Porter (Manual Handling) via email: BurnettTA@cf.ac.uk or handling@cf.ac.uk or extension: 74320

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 the departments 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 department for survey purposes should be dated for the day of dispatch to the Post Room and not the day that the envelope is filled e.g. after the 12.30pm pick up by the Manual Handling team on Friday the date stamp needs to be changed to the following Monday.

Mail shots should be packed and transported in boxes and NOT sacks as "dog eared" and creased envelopes clog the franking machine. If boxes are not available, then the Manual Handling team will supply these on request.

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 which service, details of costs etc. can be requested on: 75337. The latest time for parcels to be dispatched via the post room is 2.45pm. Further information of specific restrictions in operation at some international destinations, including customs declarations and documentation are available from the Post Room staff.

Merchandise, books, equipment or machine parts, for example, for addressees outside the E.U. must be accompanied by a commercial invoice in triplicate for Parcelforce or quadruple 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.

Incoming Mail

Mail incoming from the Royal Mail should arrive at the department 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 P.O. Box numbers used by the University.

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