Mail Service

The Mail Service deals centrally with all incoming, outgoing and internal mail. Over 30 sacks and 10 trays of mail are processed daily and the University spends over £390,000 per annum on despatch.

Services provided:

• we deliver mail to and collect from some 75 set points around Northumbria for central franking, despatch and internal sorting.

• scheduled van services to carry the mail between Northumbria sites.

• We deal with the detailed documentation for use of the premium mail services (express delivery, recorded, overseas, etc.)

• we provide advice as to the most suitable and economical postal service for your needs. Mailing is on a rechargeable basis for externally- funded or self- financing units and for staff carrying out work for professional/ learned societies.

• We track your most important mail to final delivery.

Control functions:

The Mail Service is responsible for ensuring that postal costs are kept to the necessary minimum and that value-for-money is obtained.

To this end:

• All letters are sent by 2nd class post unless an authorized signatory requests 1st class using a mail requisition form.

• Special controls are exercised over the sending of large mail shots and the use of premium mail services.

• The amount spent by each School and University Service is monitored and details of costs incurred can be supplied to the respective budget holders.

Please telephone us  on extension 3861 if you require more detailed information and advice about the Mail Service.

Help us to Help the University

Mail is priced according to the size of the envelope, pricing in proportion.  Using the correct size envelope can greatly reduce the cost of the university mail.  You can send up to 5 sheets of A4 paper folded in an A5 envelope for half the cost.  So help us by using the correct envelope size. 

Clean Mail:

Clean mail is one of the royal mail services that allow the university to gain discounts on the mail we send out.  The discount is only available on the normal size letters C5 and DL.  The benefits of clean mail are that the mail is processed quicker as it is machine sorted and there is less manual handling.
The benefit of this reduction in the handling process is:

• Clean mail is processed first resulting in speedier delivery.
• The mail is quicker and easier for the university mailroom to process.
• The university receives a discount starting at 12.5%.

So you can help us speed the delivery time of your mail and earn discounts for the university by:

• Using the normal size envelopes where possible, especially on mail shots. 
• Ensuring the address is in the left centre of the envelope, if not using the window type.
• Use one the following fonts :
 - Arial 10 -12 point
 - Courier 10 -15 point
 - Courier new 10- 15 point

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