A user guide to International Tracked and Secure
Contents
1. France write the surname in CAPITAL letters Mail to Germany Due to Germany s strict conditions for accepting mail when addressing your items you must Use the five digit postcode Put the postcode before the town name Put the house number after the street name If the above is not carried out your mail may be returned with no attempt at delivery Mail to the Republic of Ireland Only Dublin has postcodes Rest of World Mr J Brownhall 264 High Street ALLAMBIE NSW 2100 AUSTRALIA Sr Ronaldo Ganclaves Av Paulista 952 Apto 16 B VISTA 01311 300 Sao Paulo SP BRAZIL Dr Tzantcho Gantchev Dimo Hadjikimov 6 1606 SOFIA BULGARIA M Jen Durand 150 Rue Nepeau App 5 OTTAWA ON K1P 2P6 CANADA Ana Car llica 25 41 000 ZAGREB CROATIA M Miroslav Ondevejka Fibichova 92 125 02 PRAGUE 3 CZECH REPUBLIC M Horvath LASZLO Budapest Kossuth u 7 1055 HUNGARY Mr G Kaul 27 Rue Yafo 91999 JERUSALEM ISRAEL M r Yushi Morimoto 504 Kasumigaseki 1 chome Chiyoda ku TOKYO 100 JAPAN lt DWP M M M r Hong Kil Dong 00 Sejongno Jongno gu EOUL 110 050 EPUBLIC OF KOREA r Joaguim Cepeda San Antonio Abad 120 Piso 4 06820 CIUDAD DE MEXICO EXICO r B Parker 64 Waterloo Quay WELLINGTON 1 NEW ZEALAND M ul r Jan Kalinkowski Cicha 5 62 806 KALISZ POLAND M r Gheorghe Petraru Bd Golescu 38 77113 BUCHAREST ROMANIA Ivanova l S M edyn oul2. Items in the form of a roll Minimum length plus 2 x diameter should be at least 170mm Maximum Length plus 2 x diameter should not be more than 1040mm Length not over 900mm No single side can be shorter than 100mm Individual item weights The maximum weight for an individual item is 2kg However you can send books and pamphlets i e any papers bound together up to 5kg Items between 2kg and 5kg in weight which contain books or pamphlets must be marked Printed Papers in the top left hand corner on the front of the item You should not include personal correspondence with these items Please note Exceptions to the information above Ireland only books can be above 2kg up to the limit of 5kg gt Cambodia no items above 2kg gt Canada no items above 2kg Step by step guide Step 2 addressing How to address your tracked and secure items Please address your mail as clearly as possible Pages 23 and 24 show sample addresses for most European countries and many others too There are a few basic rules to follow to help us get your items to their destination safely gt All mail must have a valid country on the last line of the address This must be in English and not abbreviated although USA is acceptable There must be nothing else on the last line of the address apart from the country name ltems which do not have a valid destination country will be returned to sender for amendment gt The t
3. online For further information go to www royalmail com oba Benefits of OBA include gt Streamlined billing and online payment gt Easy yet secure access to your records gt Fast and easy account management all in one place Work out the costs using the Rate Card To calculate the cost of your mailing please refer to the rate card for the service you wish to use Costs are calculated by adding together the cost per item plus the cost per kg for the format of your mail based on the following criteria gt Letter Maximum size 245mm x 165mm amp 5mm thickness Max weight 100g gt Flat Maximum size 381mm x 305mm amp 20mm thickness Max weight 500g gt Packet Maximum size standard maximum dimensions Max weight 2kg unless the items are printed material Note on page 25 there is a list of all the product codes A price calculator is available at www royalmail com trackedandsecure Step by step guide Step 5 despatch Tracked and Secure mail must be posted either via a Priority Services pouch or mail bags If using the priority service pouch stock item SS950 you must secure it with a blue tamper proof seal SS956 If using our mail bags they need to be secured with a blue bag tie SP61 Make sure all bags are tied around the neck with the fully completed bag label P6668C shown below affixed Royal Mail International International Contract Signed For International Contract
4. A user guide to International Tracked and Secure Services Providing information and security for our international contract customers Contents International Tracked and Secure Services Step by step guide Step 1 getting ready Step 2 addressing Step 3 preparing your mail Step 4 the paperwork Step 5 despatch Contract Airsure in detail Contract Signed For in detail Help tips and FAQs Addressing your items properly Appendix A Product codes Dn BD A A W 12 13 15 19 22 24 26 International Tracked amp Secure Services International Tracked and Secure Services is made up of two separate products Contract Airsure and Contract Signed For What is Contract Airsure Contract Airsure is a fully tracked service from posting to delivery overseas and offers a discount to international contract customers from our standard rates What is Contract Signed For Contract Signed For is a secure service where a signature is taken when the item is delivered All items are tracked to departure from UK with end to end tracking being available to many of the key destinations It is available to international contract customers at a discounted rate To qualify to use these services you must spend a minimum of 5 000 per annum across the International Contract Services portfolio Step by step guide Everything you need to know from addressing to despatching your secure and tracked items Ste
5. Alrsure ae oeg tc ix ar Prodent lowe x E a gm M z 2 T Date Hag w FORWARD TO PRIORITY SERVICE LOCKER l i Po666 C You must use different bags for your EU traffic to that destined for the Rest of World however each bag can contain a mixture of formats as well as Contract Airsure and Contract Signed For items Please note if you post directly into our international mail centre HWDC you must use separate bags for Airsure and International Signed For items Finally for Health and Safety reasons a mail bag including all its contents must not weigh more than 11kgs Collection If you have a local daily collection of mail then your tracked and secure items can be collected at the same time If you require a collection please contact us on 08457 950 950 to arrange this 14 Order more supplies Once you ve completed your mailing you may need to replenish your stocks of bags bag ties seals labels and customs forms ready for your next mailing Please contact your Royal Mail Sales Centre on 08457 950 950 for more supplies or go online at Www royalmail com mailsupplies Please allow 72 hours for the delivery of stock Contract Airsure in detail International Contract Airsure is a priority tracked service It is available to selected destinations only In addition it offers compensation options up to 250 and for some destinations 500 It s fast Contract Airsure re
6. ail Sales Centre on 08457 950 950 or you can download templates from www royalmail com customs Who pays customs duty Customs charges are the responsibility of the recipient For current rates and categories please contact the Department for Business Innovation amp Skills on 0207 215 5000 and ask to speak to the relevant country desk Return address If you would like your undeliverable items returned please put your UK return address on each item and ensure there is a company identifier e g company name or logo We will return any undeliverables free of charge A return address of any other country is not permitted according to UPU Universal Postal Union regulations Apart from the addressee no other overseas address should appear on the item 12 Step 4 the paperwork Once you have sorted bagged and labelled your items you must either a Complete a Despatch Receipt form P6565 which details the individual items posted by service and their corresponding barcode The upper copy of which is then placed in the priority service pouch or mail bag Submit a sales order from the Online Business account system OBA detailing the guantity and average weight by format and by zone b If using Despatch Manager Online simply complete the end of day procedure Your mailing paperwork will be created automatically OBA is the customer billing facility for all of our account customers where you submit sales orders electronically
7. ceives priority handling in the UK and abroad and is generally a day faster than standard airmail It s secure Your mail travels through a separate and secure network in the UK and abroad with proof of posting provided as standard You can even send valuables as long as the destination country permits For more information on what can and can t be sent visit our website at www royalmail com trackedandsecure It s reliable and consistent Independent quality of service performance checks are carried out by the International Postal Corporation IPC on a regular basis Items are then delivered by domestic postal operators giving you a cost effective service Your orders are fully tracked You will be able to see where your package is every step of the way Our system provides visibility and peace of mind by tracking and following the progress of your item up to the point when it s delivered To track the progress of an item visit www royalmail com trackdetails 16 If it can t be delivered it ll be returned to you If you include a return address on your item mail that can t be delivered will be returned secure and free of charge by express service tracked right back to your local delivery office Checklist for manual postings 1 Apply Airsure barcoded labels P6522 to each item as well as CN 22 customs declaration if appropriate for non EU items Place all your Airsure items in either a priority service
8. d and the initials GB must appear in all PPI designs irrespective of which PPI you are using and the destination of your mail Airmail Indicator All items must display an airmail indicator or display the words Par avion or Prioritaire This should be positioned as close as possible to the top left hand corner on the front of the item Failure to apply a Priority Airmail indicator may result in your mail being delayed Airmail indicator images are available at www royalmail com trackedandsecure BY AIR MAIL par avion Royal Mai Tracking Labels Next you will need to apply the appropriate barcoded label to each item for further details on this see the service specific information on page 14 for Contract Airsure and page 18 for Contract Signed For 10 To automate the label production and manifest process we recommend using Despatch Manager Online as this can save time and streamline the mailing operation by gt Producing barcoded address labels complete with PPI Airmail Indicator and Return Address gt Eliminating the need to complete lots of paperwork gt Providing a searchable record of despatches gt Issuing automatic updates to the software Providing an automated link to Royal Mails electronic billing system If you are interested in this software please contact us on 08457 950 950 or visit www royalmail com rmdmo Do need a customs form If you are sending an item to a destination
9. d countries those with the capability to meet the above objectives Also Airsure does not provide a guaranteed or time certain delivery service nor does it offer compensation for delay or missing track and trace mformation Contract Signed For in detail Contract Signed For is a priority and secure worldwide service with a signature taken at the time of delivery and depending on destination with either end to end tracking or tracking to the point the mail leaves the UK It also offers optional extra compensation It s easy Contract Signed For offers an easier ordering process via Online Business Account OBA and Despatch Manager Online It saves you money It s discounted for large volume international contract customers It s secure We supply you with proof of posting as standard and International Signed For mail is processed via a secure network Each item is individually listed and accounted for prior to being conveyed to the overseas postal administration or to our sister company GLS who then complete delivery of the item It s a signed for service On delivery the item is only handed over after it is signed for although please be aware that a copy of the signature is not currently part of this service For a list of countries that provide full end to end tracking please visit our website www royalmail com trackedandsecure For countries where the item is delivered by GLS the name of the signator
10. ered and must be one of the four sizes permitted The text with the delivery speed indicator e g Postage Paid and the initials GB and PPI licence details text in the PPI design must not be altered other than to insert the PPI licence number and where appropriate a town name All other text must remain fixed Both components must appear on the mailpiece for items being sent to addresses in the UK For items being sent abroad you can choose not to include the Delivered by Royal Mail mark within the PPI but you must have the delivery speed indicator You can select from four sizes of PPls Full details on PPls are available at www royalmail com ppi Example of an English PPI with both components ROYAL MAIL POSTAGE PAID GB HQ31 Example of an English PPI with only delivery speed indicator ROYAL MAIL POSTAGE PAID GB HQ31 Delivered by Royal Mail gt PPI licence details Please note that SOUTHAMPTON 2500 provides an example of where your PPl licence number should appear Please replace this text with your PPI licence number The PPI licence details must always appear below the words Postage Paid and the initials GB The PPI licence number must always appear after HO if you are using a national PPI licence e g HO 2500 or after the town name if you have a local PPI licence e g SOUTHAMPTON 2500 gt Postage Paid GB The words Postage Pai
11. examples of how you should address your mail depending on where you re sending it to Western Europe Herr Franz Huber Beethovenstrasse 12 1010 WIEN AUSTRIA M Emile Dubois Rue du Diamant 215 4800 VERVIERS BELGIUM Mr Thor Nielsen Tietgensgade 137 8800 VIBORG DENMARK Mr Torben Raldorf PO Box 100 COPENHAGEN 1004 VIBORG DENMARK Mr Asko Teirila PO Box 511 39140 AKDENMAA FINLAND M Robert MARIN Rue de l Eglise Dunes 82340 AUVILLAR FRANCE Mme Marie PAGE 23 Rue de Grenell 75700 PARIS CEDEX FRANCE Mrs F Meier Weberstr 2 53113 BONN 1 GERMANY Mr P Kunde Langestr 12 04103 LEIPZIG GERMANY Mr George Latsis Alkamenou 37 117 80 ATHENS GREECE r Jon Jonsson Einimel 80 107 REYKJAVIK CELAND r Gerard Carey 45 O Connell Street DUBLIN 1 REPUBLIC OF IRELAND Sig Giovanni Masci via Garibaldi 27 47037 RIMINI RN TALY Jagues MULLER 71 Route de Longway 4750 PETANGE LUXEMBOURG ONACO FRANCE r J van Dieten orsstr 111 2312 BK LEIDEN THE NETHERLANDS Herr Hans Hansen Svingen 22 9230 BEKKEHAUG NORWAY Senhor Carlos Manuel Pereira Av das AAugsa Livres Monte Trigo 7220 PORTEL PORTUGAL Rosalina Silva R Conde Redondo 80 1192 LISBOA CODEX PORTUGAL Sra Ana Jimenez Mimbreras 4 03201 ELCHE Alicante SPAIN Fru Inger Lilja Vasavagen 3 4tr 582 20 LINKOPING SWEDEN M Andre Perret Schanzenstrasse 7 3030 BERNE SWITZERLAND Mail to France When addressing mail to
12. itsa Gazagin 7 103375 MOSCOW K 375 RUSSIAN FEDERATION M r Stevan Raukovic Palmoticeva 2 11001 BELGRADE SERBIA Items for the former Yugoslavia should be addressed to the Republic concerned Mr Tan Kay Hui 532 Chai Chee Road SINGAPORE 1646 SINGAPORE M Jan Kemr Olsanka 18 820 01 BRATISLAVA 1 SLOVAK REPUBLIC Mr Sudhorn Yoothong 13 54 26 Chaeng Waltana Road Bang Kehn BANGKOK 10002 THAILAND Mr Mazhar Alkan Iskele Caddesi 35 06101 ANKARA TURKEY Mrs L Projivalsky 252001 KIEV Prospect F Skaryna UKRAINE Mr Joe Engle 1612 Dexter Street FORT WAYNE IN 46805 UNITED STATES OF AMERICA Mr Bill Harrison 347 LEnfant Plaza SW WASHINGTON DC 20260 6500 USA Appendix Product codes Service Product Code Contract Airsure MP1 Fa A He Contract Signed For MP5 Contract Signed For MP6 with compensation eeeeeeoeooooooooooooooooooooooooooooooooooooo o 26 Although correct at the date this booklet went to print from time to time services may be added to or withdrawn Up to date information is available at www royalmail com internationalcontractservices mera Royal Mail the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd International Tracked and Secure Services Royal Mail Group Ltd 2012 All rights reserved P6659
13. outside the European Union it will need a customs label if it is either gt An item of commercial value gt The item contains goods or gifts gt For printed paper it is advisable to add customs declaration For items up to and including a value of 270 attach a signed completed CN 22 form shown on page 10 to the front of the item For items with a value over 270 use a CN 23 form in a plastic wallet stock item code SP 301 and attach a commercial invoice On both you will need to sign to certify that the item does not contain any dangerous articles prohibited by postal regulations Step by step guide CN 22 For use with items up CN 23 For use with items over to a value of 270 a value of 270 CUSTOMS DECLARATION CN 22 DECLARATION EN DOUANE eA aarre na Groat Eritain Grarce Gragee Important See instracSons on the back JGmcCsfesu Coramencial sanpietictarthee commercel Doceneats teras Tick one or more bores Qnid and lr a ig yh Value Crate et description 6il e da For commercial items oniy Wa Weight Total Videe 7 Pon Satata Mi ud comry origin goods Poids total Wakor tetale Martie amp tas ogre tes sara cod iv Ag B L tbe undersigned whose name and address are given on fhe ien certh thal fhe partials Customs declarations can be ordered by contacting Royal M
14. own and country should be in capital letters gt Many countries operate a postcode system A valid postcode must be included in the address for these countries Step 3 preparing your mail Firstly you will need to separate and present your items destined for the EU from your other items Countries falling within the EU are Austria Estonia Italy Portugal Vatican Ci Belgium Finland o a Romania Aland Islands atvia Bulgaria a Slovak Republic France Lithuania Croatia Slovenia Germany Luxembourg Cyprus Spain Greece Malta except Canary Islands Czech Republic Hungary Netherlands Sweden Denmark except Faroe Islands Ireland Poland and Greenland Other destinations that sit within Europe but are VAT exempt and therefore can be sent as a Rest of World selection include Andorra Gibraltar San Marino For a comprehensive list please visit www hmrc gov uk vat managing international Secondly you must bundle your letter and flat format mail separately as these services are priced by format The format definitions are as follows Step by step guide PPIs and Airmail Indicators Printed Postage Impression PPI Each PPI design examples below has its own specification that has to be followed when you produce your artwork Each PPI is made up of two components the delivery speed indicator and the Delivered by Royal Mail mark The dimensions of the delivery speed indicator graphic must not be alt
15. p 1 getting ready Check what you re sending This service can be used to send any item provided it falls within the guidelines below Prohibited and restricted items There are certain prohibited items which you must not send What is prohibited or restricted varies from country to country and can sometimes include apparently ordinary things If you are unsure about anything please contact your local Royal Mail Sales Centre on 08457 950 950 Or visit www royalmail com countriesAtoZ Dangerous items and substances You must not send dangerous items and substances by any of Royal Mail s international services Major classes of dangerous substances include explosive fireworks gases flammable liguids toxic substances corrosive chemicals etc Please note aerosols cannot be carried in the postal network Classifications of dangerous items and substances may change so please check with your local Royal Mail Sales Centre on 08457 950 950 Or visit www royalmail com prohibitions International Weight and Size Limits Items must be within certain size and weight limits ltems that exceed these limits may be sent through Parcelforce Worldwide Please go to Www parcelforce com for more information Items in the form of a letter or packet Minimum One surface at least 90mm x 140mm Maximum Length plus depth plus width 900mm No single side must be longer than 600mm Postcards Minimum 90mm x 140mm Maximum 120mm x 235mm
16. pouch or mail bag If using a mail bag use one for EU i wair Ed items and another bag for Rest of World ET A mr ie Complete Despatch Receipt P6565 and place LON il an upper copy in the priority service pouch SS950 or mail bag Ensure that the despatch receipt matches the items in the bag pouch ALLU U The collection driver signs the customer copy ee Bitola pp as a proof of posting Seal either the priority service pouch using blue tamper proof seal SS956 or tie the mail bag with a blue bag tie SP61 and bag label P6668C fully completed and affixed Complete the OBA sales order and hand over to the driver together with your mail In the event that the OBA sales order is not available a Customer Collections Receipt CCR must be completed and given to the driver and OBA contingency plans followed In the event you hand over your mail to the Post Office directly repeat the steps 1 3 above but do not seal the bag Despatch Manager Online checklist 1 In addition to applying the barcode labels an International Airsure flash label P6486 must be applied to each item to ensure it is handled correctly abroad Royal Mail o wun Irsure 9 Print off and complete a collections manifest to be signed by the driver along with a confirmed sales order Place the signed collections manifest in the priority service pouch or mail bag Seal either the Priority
17. s or instruments payable to bearer e g cheques bankers drafts travellers cheques has been limited to 100 per item Extra compensation is not available for mobile telephones or PDAs or BlackBerry s etc Therefore the maximum compensation payable for loss or damage to a mobile telephone is 50 To be clear items containing coins banknotes or currency notes securities or instruments payable to bearer e g cheques bankers drafts travellers cheques platinum gold or silver whether manufactured or not and other precious stones jewels and other valuable articles must be sent by either Airsure or International Signed For availability depending on country Please check individual country entries to ensure that the particular destination will accept such items and to check whether there are any other specific requirements for sending valuables to a particular country Claims can be made by completing the form for lost or damaged mail P58 which customers must send with their proof of posting to the address provided on the form If claiming for more than one lost item please use a multiloss claim form Do you guarantee delivery Unfortunately not Neither Contract Signed For nor Contract Airsure is a guaranteed service For guaranteed delivery visit www parcelforce com Extra help for you For further information please visit www royalmail com trackedandsecure 24 Addressing your items properly Here are
18. service pouch using blue tamper proof seal SS956 or tie the mail bag with a blue bag tie SP61 and bag label P6668C fully completed and affixed For which destinations is this available 1 Andorra 12 Estonia 23 Madeira Portugal 2 Australia 13 Faroe Islands 24 Malaysia 3 Austria Denmark 25 Malta 4 Azores Portugal 14 Finland 26 Monaco France 5 Balearic Islands 15 France 27 Netherlands Spain 16 Germany 28 New Zealand 6 Belgium 17 Hong Kong 29 Portugal 7 Brazil 18 Iceland 30 Singapore 8 Canada 19 Irish Republic 31 Spain 9 Canary Islands 20 Latvia 32 Sweden Spain 21 Liechtenstein 33 Switzerland 10 Corsica France 22 Luxembourg 34 USA 11 Denmark Please note Airsure is only available to selected destinations as it can only be operated to those countries with the necessary systems and infrastructure to support the products track amp trace requirements If a customer sends an Airsure item to a destination that does not accept Airsure then the item will unfortunately have to be returned To view the most up to date country list visit www royalmail com trackedandsecure How guickly is it delivered Delivery aims Europe 2 3 working days Rest of World 4 6 working days The above standards are monitored by International Postal Corporation to ensure reliable and consistent delivery which is why Airsure is only available to selecte
19. ver and OBA contingency plans followed In the event you hand over your mail to the Post Office directly repeat the steps 1 3 above but do not seal the bag 20 Despatch Manger Online checklist 1 In addition to the application of a barcoded label Signed For flash labels P6485 must be affixed to each item to ensure it is handled correctly abroad aie Great Britain a Recommande R Royal Mail Mail signedfor international Print off and complete a collections manifest to be signed by the driver along with a confirmed sales order Place the signed collections manifest in the priority service pouch or mail bag and hand over to the driver Seal either the priority services pouch using blue tamper proof seal SS956 or tie the mail bag with a blue bag tie SP61 with the bag label P6668C fully completed and affixed How guickly is it delivered Delivery aims Europe 3 5 working days Rest of World 5 7 working days 22 Help tips and FAQs What compensation can claim Compensation can only be claimed in the event of loss or damage and is capped at 50 unless additional compensation has been purchased Additional compensation is available up to either 250 or 500 depending on the destination however consequential loss is not available The maximum compensation payable when additional compensation has been purchased for items containing coins banknotes or currency notes securitie
20. y is available on their website www gls group net type Track in the search field and select Track and Trace It offers peace of mind There is extra compensation of up to 500 although the maximum to some destinations is 250 available to you for more valuable items Checklist for manual postings 1 Apply an International Signed For barcoded label P4723 to each item Ramere Sey You must also apply a CN 22 CN 23 o customs declaration if appropriate to items mM UWD i which are addressed to destinations in Risso 8000768 Y RI 3580 8090 7GB D non EU countries 2 Place all your International Signed For items in either a priority service pouch or mail bag If using a mail bag use one for EU items and another bag for Rest of World 3 Complete the despatch receipt P6565 to be signed by the driver and place the upper copy in the priority service pouch SS950 or mail bag You must make sure that the despatch receipt matches the items in the priority service pouch or mail bag 4 Seal either the priority service pouch using blue tamper proof seal SS956 or tie the mail bag with a blue bag tie SP61 and bag label P6668C fully completed and affixed 5 Complete the OBA sales order and hand over to the driver together with your mail In the event that the OBA sales order is not available a Customer Collections Receipt CCR must be completed and given to the dri
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