How To Label Your Mail

The Letter

All the mail addresses must be written in the middle of the envelope, no less than 1.5 inches from the top of the envelope.

This can be either hand-written or printed, but must be clear and include the town and the correct postcode for both UK and overseas mail.

1st or 2nd Class

The mail item must clearly state 1st or 2nd class and a departmental stamp number should be attached. These must be displayed on the letter on the LEFT hand side of the envelope.

NB: Please note under no circumstances must any of the above be put on the RIGHT hand side of the envelope or be attached as part of the address line. Failure to adhere to this may result in your item being returned to the department.

Special Priority Service

If you would like to send your item by Recorded Delivery, Special Delivery 9am or 1pm or by any of the overseas priority services, these must be either stamped with an appropriate stamp, or the service you require should be hand written on the LEFT hand side of the envelope. Failure to do this may result in your item missing the required service or been returned to the department.

Global Priority Post - Letter Size

When your department is sending out a Global Priority Post item, please make sure it is presented to the Mailroom in an A4 envelope and nothing smaller. This is because the Mailroom staff have to stick the CP72 form and a barcode sticker on the envelope, so if it is smaller than an A4 then these do not fit on the letter.

Please do not stick the CP72 form on the letter yourself.

No Department Stamp

If a item comes without a departmental stamp (bulk mailing not included) then this will be opened to determine the sender, and then returned via the Mailroom to the department for resending. This will result in a delay in sending your mail, so please make sure all items to be post have a department stamp on them.

Sending 2nd Class

If a letter arrives in the Mailroom with a department stamp on, but no 1st or 2nd class instructions, then it will automatically be sent 2nd class.

Cleaning the Department Stamp

It is advised by the Mailroom that if you are using your department stamps on a daily basis, they should be cleaned regularly, as they do tend to clog up from time to time and sometime are hard to read.

Making a Special Priority Service Stamp

The Mailroom would also encourage departments to have a stamp made, for the services they use most frequently (Recorded, Special or International Signed For etc) - this should be stamped on the letters in red ink on the left hand side, as this makes them stand out and be more visible to the Mailroom staff. These can be ordered via the Supplies Office (see section on stamp ordering).

Bulky Item in Envelopes

Please make sure that there are no pens, clips or clasps in envelopes as these will block the franking machine when franked. If a department has to send any of these or other bulky items through the post via a letter etc, please inform the Mailroom for posting advice.

Using Sellotape on envelopes

Under no circumstances should Sellotape be used on the front of envelopes; this causes the franking ink to smudge and be erased from the letter - this will mean that the letter will be surcharged at the other end for having no postage cost attached. If you have to use Sellotape to stick down a loose flap, then only use this on the reverse of the envelope making sure it is not overlapping onto the front.

Failure to adhere to this may result in your mail been returned to sender, thus delaying the service.