International Business Parcels User Guide
Contents
1. Contents International Business Parcels Your options Step by step guide Step 1 getting ready Step 2 addressing your parcels Step 3 bagging your parcels or using sleeved yorks Step 4 the paperwork Step 5 despatch Further details on service options Zero Sort and Zone Sort Zero Sort High Volume Max Sort Print Direct formerly known as M bags Bulk Postings for all options in this User Guide Help tips and FAQs Addressing your parcels correctly Appendix A Parcels services and their product codes Appendix B OCR specification for Parcels Appendix C Max Sort Mixed Format Option 11 12 13 17 18 19 20 21 l3 29 oz 35 36 3 39 40 42 International Business Parcels Firstly what are Parcels A Parcel formerly known as a Packet for the purposes of International Business Parcels is considered as anything that gt Has aside which is over the size of 381 x 305mm gt Or is over 20mm thick gt Or is over 500g in weight If your mail is smaller or lighter than this it will either be a Large Letter or a Letter and will need to be sent under International Business Mail You can find out more about our International Business Mail service by visiting our business home page at www royalmail com internationalbusinessmail Note that where the term Parcel is used in this User Guide the meaning above applies and not the meaning of Parcel as set out in the Royal Mail2. The PPI licence details must always appear below the words Postage Paid and the initials GB The PPI licence number must always appear after HQ if you are using a national PPI licence e g HQ 2500 or after the town name if you have a local PPI licence e g SOUTHAMPTON 2500 Postage Paid GB The words Postage Paid and the initials GB must appear in all PPI designs irrespective of which PPI you are using and the destination of your mail Step by step guide 2 Airmail indicator If you are sending an item through the Priority delivery speed it must have either gt An Airmail indicator gt An Airmail label BY AIR MAIL par avion Royal Mail To download Airmail artwork go to www royalmail com internationalbusinessparcels or labels can be ordered on 08457 950 950 order code P25A You may also create your own indicator provided the words Airmail Par Avion or Prioritaire are used This should be positioned as close as possible to the top left hand corner on the front of the item Failure to apply an Airmail indicator or label will result in your items being delayed Step by step guide 3 Bagging your Parcels or using sleeved Yorks The standard method of despatching parcels is to use mail bags However depending on volumes and operational capability it may be possible to use sleeved Yorks Please discuss your requirements with us by calling the Royal Mail Sales Cent
3. gt And must still be securely sealed Then use black tamper proof Post Grip Bag ties IDCO1 to seal the bag Please be careful not to use our standard black bag ties You must then ensure the bag is sealed around its neck and not the loops For details on how to tie the bags please see page 17 Print Direct bag and label supplies To order your mail supplies for Print Direct please visit www royalmail com internationalbusinessparcels Bulk postings for all options in this User Guide You must notify hwdc forecast group royalmail com 48 hours in advance by email if in a single posting you are gt Sending more than 5 000 parcels worldwide gt Sending more than 1 000 parcels to a single country gt Sending more than 500 Print Direct or Max Sort bags to multiple countries gt Sending more than 50 Print Direct or Max Sort bags to a single country If you fail to pre warn us of these quantities there may be a delay in the delivery of the mail Help tips and FAQs Here is where you can find further information about International Business Parcels If your question isn t answered here call us on 08457 950 950 local rate and we ll do our best to help How should present my parcels The standard way of presenting your International Business Parcels is by placing your items into a mail bag By arrangement with your local mail centre regional distribution centre it may be possible to present your par
4. based on the postcode location on the item Max Sort International Max Sort database If you plan to sort your parcels electronically you can ensure the accuracy of your parcel sorting and increase the efficiency of your preparation by using the International Max Sort database Visit www internationalmailtechnical com for more information Bagging your mail Once sorted all parcels to each destination need to go into a separate bag It is important you use the correct bag for the delivery speed you are using Priority Use a blue airmail bag marked MB 4GB Standard Use a grey surface bag marked MB8 or opaque MB10 Economy Use a grey surface bag marked MB8 or opaque MB10 How much and how little can go in a Max Sort bag You can put as many items in a bag as will fit The bag labels ties and its contents gt Must weigh at least 1 5kg gt Must not weigh more than 11kg inclusive of bag ties and labels gt And must still be securely sealed Then use black tamper proof Post Grip Bag ties IDCO1 to seal the bag Please be careful not to use our standard black bag ties You must then ensure the bag is sealed around its neck and not the loops Max Sort Labelling your mail Destination labels Please look in the Max Sort Sorting List for details of which destination label to attach to each mail bag It is essential that you use the correct destination label they vary by service Marked PRIORITY
5. white in colour Marked STANDARD white in colour Marked ECONOMY white in colour Max Sort label supplies To order your mail supplies for Max Sort please visit www royalmail com internationalbusinessparcels Example of a Max Sort bag label i7 MAX SORT F BASSETERRE ST KITTS amp NEVIS PARCELS IMO is a ECONOMY Min bag weight 1 5 kg Max bag welght must not exceed 11 kg Print Direct formerly known as M bags If you are using Print Direct then you must put the items together in the bag and attach a Print Direct address label The bags are not opened until they reach their final destination This reduces sorting and handling costs and results in lower prices What you need to do 1 Address your bags correctly and clearly 2 Place all items which are going to the same address inside a mail bag 3 Bundle loose items together 4 Select the delivery speed 5 Affix the appropriate address label and routing label to the mail bag Print Direct Address your items correctly We recommend that all items inside each mail bag are labelled to the destination address and carry a PPI and a UK return address This is to ensure that in the unlikely event of bags being opened all items will be delivered with minimal delay Please note you will only be charged for the Print Direct bag you will not be charged per item Bagging your Print Direct parcels Once sorted it is important you use
6. General Terms and Conditions International Business Parcels International Business Parcels Size and weight limits Qualification criteria Size limits To qualify for these services you will need to spend more than 5 000 or 10 000 for Max Sort per annum across the International Business Services Items packed flat sass Minimum One surface at least 90mm x 140mm Maximum Length plus depth plus width no greater than 900mm No single side must be longer than 600mm Further details are set out in the Specific Terms for International Business Services This User Guide shows how International Business Parcels works Items packed rolled up but if you have any questions we ll be glad to help just call Minimum length plus twice the diameter must be at least 170mm 08457 950 950 local rate Or you can find out more at our website at Neither the length nor the diameter can be less than 100mm www royalmail com internationalbusinessparcels Maximum Length plus twice the diameter must not be more than 1040mm The length must not exceed 900mm This User Guide forms part of the operational terms referred to in the Royal Mail General Terms and Conditions Weight 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 cor
7. LASZLO Budapest Kossuth u 7 1055 HUNGARY Mr G Kaul 27 Rue Yafo 91999 JERUSALEM ISRAEL Mr Yushi Morimoto 504 Kasumigaseki 1 chome Chiyoda ku TOKYO 100 JAPAN Mr Hong Kil Dong 100 Sejongno Jongno gu SEOUL 110 050 REPUBLIC OF KOREA Mr Joaquim Cepeda San Antonio Abad 120 Piso 4 06820 CIUDAD DE MEXICO MEXICO Mr B Parker 64 Waterloo Quay WELLINGTON 1 NEW ZEALAND Mr Jan Kalinkowski ul Cicha 5 62 806 KALISZ POLAND Mr Gheorghe Petraru Bd Golescu 38 77113 BUCHAREST ROMANIA Ivanova l S Oulitsa Gagagin 7 103375 MOSCOW RUSSIAN FEDERATION Mr 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 UNITED STATES OF AMERICA Appendix A Parcel services and their product codes Appendix B OCR specification for Parcels The majority of International Business Parcels will be sorted by machine at our Heathrow World
8. Weight kg Bags Items Weight kg Bags Priority gt One for use on the production line which may be written on and thrown away once the job is complete Economy gt One to hand to us at the time of the first collection of the mailing Indicates all mandatory information or beforehand where possible Zero Sort High Volume Standard Line Listing Date Company Name Account Number International Zero Sort High Volume Parcels SSE Selection Total Total Total Cumulative Cumulative Name ltems Bags Weight ltems Bags 99891 Priority 99895 Economy Total Indicates all mandatory information Despatch of mail Once the mailing is ready to be despatched your parcels can be handed over to us either in bags or sleeved Yorks subject to operational agreement All bags are to be sealed and a bag label as shown below attached to the neck of the bag not the loops The next step is to load the bags into RSCs Rigid Stackable Containers some areas of our network may offer Yorks which are containers on wheels as an alternative to RSCs sacs ER 99891 a eee 99895 A PRIORITY 2 a ECONOMY F HWDC HWDC PACKETS E PACKETS E j i Max Sort Max Sort formerly known as Destination Sort By sorting and bagging your mail before handing it over to us you can qualify for our most competitive international rates Unlike the other International Business Parcels sorting options this option offe
9. address and account number on the reverse of this label P5629C Zero Sort High Volume As a reminder this option has a minimum entry criteria of 1 000 parcels if the posting is purely international across the two service speeds or when combined with a UK sorted bulk mailing then the international element must consist of at least five parcels per service speed If your mailing consists of both international and domestic elements the total must reach the minimum of 1 000 parcels For example a mailing of 750 domestic parcels and 250 international parcels would qualify for the Zero Sort High Volume option There are also additional mail piece requirements In addition to the addressing requirements already mentioned in the section titled Addressing your parcels on page 13 the parcels must have a machine readable font This is detailed in Appendix B on page 40 and the address needs to be on one of the largest sides of the parcel Mailing data required at time of posting As already mentioned a sales order from OBA is required at the time of posting however there are a few more pieces of paperwork required gt A Computer Planning Report gt A Line Listing Production of these can be easily facilitated by the OBA Data Generator Note You can provide the Computer Planning Report and Line Listing in hard copy or electronic formats Zero Sort High Volume Zero Sort High Volume Comp uter Planning Repor
10. export information to perform further analysis Benefits of OBA include gt Streamlined ordering and online payment gt Easy yet secure access to your records gt Fast and easy account management all in one place For further information visit www royalmail com oba When using Zero Sort and Zone Sort sorting options you will need to select the sorting option and zone if applicable and input the number of items and the average weight When using the Zero Sort High Volume sorting option you must input into OBA the number of items and their average weight for each country you are sending to as this sorting option offers country specific pricing We have created an OBA Data Generator which you can use to facilitate a quick and easy mail file upload process This is available for download from www internationalmailtechnical com Alternatively you can develop software to provide an electronic transfer mechanism to the OBA Interface Testing and accreditation for the electronic link will be undertaken separately by our OBA technical support team Work out the costs using the Rate Card To calculate the cost of your mailing please refer to the International Business Parcels Rate Card This can be downloaded from the document library at www royalmail com internationalbusinessparcels There is also a pricing calculator available to download at www royalmail com internationalbusinessparcels For details of the International Bu
11. some countries there are multiple destinations You need to present a minimum bag weight of 1 5kg of parcels per destination to use the option To some countries it is possible to send parcels mixed with Letters and Large Letter formats within the same mail bag See Appendix C for further details Print Direct Print Direct can be used if you re sending printed matter items e g newspapers periodicals books etc to the same address worldwide With the exception of Canada Print Direct can also be used to send non personalised magnetic media items e g CDs and videotapes and other items that do not incur duty e g commercial samples disks etc that relate to the printed matter and have been attached to it by the manufacturer or distributor With the exception of New Zealand Print Direct cannot be used for any form of personalised correspondence e g letters statements invoices etc or for mail containing any enclosures of commercial value other than permitted printed matter Your options Delivery speed options There are generally two options available for International Business Parcels Priority and Economy except when either the Max Sort sorting option or the Print Direct option is used see the Max Sort and Print Direct service specific sections of this User Guide for further details Our delivery aims are Europe Rest of World Days refer to working days and exclude the day of posting Saturd
12. the correct bag for the delivery speed you are using 1 Priority Print Direct use a blue airmail bag marked MB 4GB 2 Standard Print Direct use a white one trip bag marked MBX 3 Economy Print Direct use a white one trip bag marked MBX Bundle loose items together To ensure that loose items arrive in the best possible condition please ensure they are bundled together Select the delivery speed There are three delivery speeds you can use Priority Standard and Economy see page 8 Affix an address label and routing label to the mail bag gt Once you have placed your items into the Print Direct bag you need to seal the bag following the instructions for Max Sort see above gt You then need to apply a Print Direct Bag Label stock item 0E1050C and upon this label you need to write the destination address gt Bags with a destination outside the EU must have a CN 22 customs form found on the back of the Print Direct label If the value of the mail bag is over 270 then you must affix a CN 23 customs form over the CN 22 label gt Affix a Print Direct routing label which can be obtained by using the Max Sort sorting list Print Direct How much and how little can go in a Print Direct bag You can put as many items in a bag as will fit The bag labels ties and its contents gt Must weigh at least 1 5kg gt Must not weigh more than 11kg inclusive of bag ties and labels
13. things If you are unsure about anything please contact the Royal Mail Sales Centre on 08457 950 950 Or visit www royalmail com countriesAtoZ Refer to the Royal Mail General Terms and Conditions provisions covering prohibited materials and restricted materials Dangerous items and substances You must not send dangerous items and substances by any of Royal Mail s international services Dangerous substances include explosive fireworks gases flammable liquids 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 the Royal Mail Sales Centre on 08457 950 950 Or visit www royalmail com prohibitions Check the size and weight of your parcels Make sure your parcels fall within the size and weight limits set out on page 4 Step by step guide 2 Addressing your parcels Address your mail Please address your parcels as clearly as possible ensuring they are suitably wrapped Royal Mail cannot accept unwrapped items of mail Pages 37 and 38 show sample addresses for most European countries and many others too There are also a few basic rules to follow to help us get your parcels to their destination safely gt Addresses must be applied on one of the largest sides of the parcel gt Addresses should be printed using one of our machine readable fonts as detailed in Appendix B on page 40 g
14. MISE Trek Peele c Zimbabwe The Grenadines Northern Cyprus When your are sending a mix of formats in a Max Sort mail bag you many use any format bag label however the format on the bag label must match the corresponding Max Sort product code E g post 3 bags of mixed format to Vietnam weighing in total 20kg via the Priority speed All three bags have Priority speed and Large Letter format on the bag labels must document this against the Business Mail Large Letters Max Sort Priority product code If had two mixed format bags with Parcel format labels applied and one mixed bag of formats with Large Letters bag label applied then would need to document the Large Letters labelled bag against the Max Sort Large Letters Priority product code and the two parcels labelled bags against the Max Sort Parcels Priority product code
15. also suitable gt Size Height 2mm min 7mm max Width 7mm max gt Dimension minimum ratio of lower case height b to upper case height a of between 2 3 and 3 4 A ratio of width c to height a of approximately 2 3 gt Consistency each line of the address should be in the same typeface and size gt Quality characters must be complete clear uniform and of high resolution with individual stroke thickness of between 8 and 16 of the height of the character gt Contrast there should be a contrast between the characters and the background on which they are printed of at least 50 55 if it is to be read through a window gt Positive Contrast or Inverse Printing address block lighter than the background is not permitted gt Character spacing there should be a fixed pitch of between 10 and 12 characters per inch or between 15 and 10 point size with clear vertical gaps of at least 0 25mm between the extremities of adjacent characters gt If you are using proportionally spaced text please ensure you keep spacing of at least 0 75 as this significantly improves the rate at which addresses can be read gt Line spacing allow uniform spacing between all lines of the address of at least 1mm 4mm There must be no blank lines 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 i
16. ays Sundays and Bank Holidays in the UK and overseas Your options To identify which countries we classify as Europe for delivery speed purposes please see the table below Any countries not mentioned are classed as Rest of World Your options International Business Parcels at a glance Here is a summary of the options for sending parcels Print Direct not included Min volume per posting Documentation required Delivery Indicia speed required Machinable Sorting options Sorting required VAT applied Unless combined with a UK sorted bulk mail posting as described in this User Guide Step by step guide Everything you need to know from addressing your parcels to despatching them Regardless of which option you choose the following pages detail the steps you need to take in order for us to get your parcels where you want them when you want them there Step by step guide 1 Getting ready Check what you re sending International Business Parcels can be used to send any personalised parcels or items of commercial value as well as non personalised direct marketing communications like catalogues and directories Prohibited and restricted items There are certain prohibited items which you must not send and restricted items which may have conditions attached to their sending What is prohibited or restricted varies from country to country and can sometimes include apparently ordinary
17. can be sent as a Rest of World selection include EU countries are Austria Italy except Vatican City Belgium Latvia Bulgaria Lithuania Croatia Luxembourg Cyprus Malta Czech Republic Netherlands Denmark except Faroe Islands and Greenland Poland Estonia Portugal Finland except Aland Islands Romania France Slovak Republic Germany Slovenia Greece Spain except Canary Islands Hungary Sweden Ireland Zero Sort and Zone Sort 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 Labels All bags must be sealed with a bag tie of stock option type LN2 Shown below are the labels which are required to be fully completed and attached to a mail bag or york for all postings Priority P5627C Royal Mail international Business Mail Parcels Services Please complete tick boxes as appropriate Machineable Ta o Country Date Bag Posted OPEN AT MAIL CENTRE PRIORITY Sender to provide name address and account number on the reverse of this label P5627C Economy P5629C Royal Mail international Business Mail Parcels Services Please complete tick boxes as appropriate ECONOMY DO NOT OPEN AT MAIL CENTRE FORWARD TO HWDC Sender to provide name
18. cels in sleeved Yorks rather than using bags How do work out the costs in advance of a posting We ve created a pricing calculator for you to download free at www royalmail com internationalbusinessparcels Can send my mail unwrapped No You must ensure that your mail is suitably wrapped this not only provides your item a degree of protection whilst in transit but also helps prevent damage to the automated processes through loose parts of your mail potentially becoming entangled Addressing your parcels correctly Here are 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 Mr Jon Jonsson Einimel 80 107 REYKJAVIK CELAND Mr Gerard Carey 45 O Connell Street DUBLIN 1 REPUBLIC OF IRELAND Sig Giovanni Masci via Garibaldi 27 47037 RIMINI RN TALY M Jaques MULLER 71 Route de Lon
19. d including the international service speeds gt The format of the item Parcels gt Number of selections the maximum is two selections for overseas for domestic sorted bulk mail services the number of direct and residue selections are required Direct selections Residue selections Royal Mail International Country Sort Letters gt Number of International Bags for domestic sorted bulk mail products Totals the number of direct and residue bags Cost amp Discounts Number of Mailsort items gt Total items Item weight g gt Total weight Postal rate p p Straight line item cost p gt Job reference number Straight line item cost E gt Percentage of mail fully and accurately postcoded for the UK Direct selecion discauni 10551 items at XX An example of a well designed computer planning report for a UK sorted Residue selection discount posting containing Country Sort High Volume mail with all the mandatory 10117 items at XX information is shown on the next page Mailsort Discounted cost TOTAL DISCOUNTED COST Indicates all mandatory information Zero Sort High Volume Zero Sort High Volume If sending a purely international mailing the Computer Planning Report should Line listing contain the following information Mandatory information is shown in bold ircadditer te the Compur Planiiig Repert youmust provided Line Listing gt Name and address of the poster business holder and thi
20. e Guatemala Guinea Guinea Bissau Guyana Haiti Honduras India Indonesia Iran Islamic Republic of Iraq Ivory Coast Cote D Ivoire Jamaica Jordan Kazakhstan Kenya Kiribati Kosovo Kuwait Kyrgyzstan Laos People s Democratic Republic of Latvia Lebanon Lesotho Liberia Libya Lithuania Macao Macedonia Madagascar Mahore also known as Mayotte Malawi Malaysia Maldives Mali Martinique Mauritania Mauritius Appendix C North Korea People s Max Sort Service Mixed Format Melilla Democrte Rahle Saudi Arabia Sudan Turkmenistan Mexico Oman Senegal Suriname Turks amp Caicos Islands Moldova Pakistan Serbia Swaziland Tuvalu Mongolia a ao Seychelles Syria Uganda Montenegro Panama Sierra Leone Taiwan Ukraine Montserrat Papua New Guinea Slovenia Tajikistan United Arab Emirates Morocco Paraguay Solomon Islands Tanzania Uruguay Mozambique Peru Somalia Thailand Uzbekistan Myanmar Philippines ee Timor Leste Vanuatu Namibia Pitcairn Island South Sudan Togo Venezuela Nauru Island Puerto Rico Sri Lanka Tokelau Islands Vietnam Nepal Qatar St Eustatius Tonga Wallis amp Futuna Islands New Caledonia Reunion Island St Helena Trinidad amp Tobago Western Sahara Nicaragua Romania St Kitts amp Nevis Tristan de Cunha Western Samoa Niger Republic Russian Federation St Lucia Tunisia Yemen Republic of Nigeria Rwanda St Maarten Turkey Zambia Niue Island Sao Tome amp Principe a
21. el if it is either gt An item of value gt Mail with a fulfilment or enclosure item of commercial value For parcels up to and including a value of 270 attach a signed completed CN 22 form shown below to the front of the item For parcels with a value over 270 use a CN 23 form in a plastic wallet stock item code SP 301 On both you will need to sign to certify that the item does not contain any dangerous articles prohibited by postal regulations you are responsible for checking this For further details and to download a CN 22 template visit www royalmail com customs Example CN 22 For use with Example CN 23 For use with items up to a value of 270 items over a value of 270 ict Bn ows ne CUSTOMS DECLARATION CN 23 TEETE Noite roc ay May be opened ofcily Important SSS pect anamiOn EN Do uane Eniris Paren PRE ianiai toot Tar pannan nee aay k4 la ha T h m e ia i ee a a T PE i i A F A N H A E ee ee h 2 Pe eg eee bets eel emis ee Bl Customs declarations can be ordered by contacting Royal Mail on 08457 950 950 or you can download templates from www royalmail com customs pw 14 Step by step guide 2 Who pays customs duty Customs charges are the responsibility of the recipient For current rates and categories please contact the Department For Business I
22. gway 4750 PETANGE LUXEMBOURG Mr J van Dieten Morsstr 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 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 gt Use the five digit postcode gt Put the postcode before the town name gt 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 Addressing your parcels correctly 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 Ondevejkal Fibichova 92 125 02 PRAGUE 3 CZECH REPUBLIC M Horvath
23. ner on the front of the parcel You must not include personal correspondence with these items Please note exceptions to the information above gt 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 Items that exceed these weight limits may be sent through Parcelforce Worldwide who have separate services not covered by this User Guide They can be contacted via their enquiry centre on 0800 22 44 66 or more information can be found at www parcelforce com Your options International Business Parcels gives you various options for presenting your parcels These range from handing over a bag or York of items and letting us do everything else to sorting your parcels into different destinations Here are your choices Zero Sort All you need to do is separate your parcels by service speed we ll do the rest You need to provide us with details about your daily mail by counting and weighing that day s mail and completing the necessary documentation Zero Sort High Volume This option offers country specific pricing This is an option for customers sending bulk postings of 1 000 items or more per mailing overseas If you are using our UK sorted mail services you can combine your UK and International mail volumes to reach the requirement for 1 000 or more items in total This applies to UK Advertising Mail Publishing Mail or Business Mail In this
24. nnovation and Skills on 0207 215 5000 Printed Postage Impression PPI and Airmail indicators All items sent under the Business Parcels Services must bear a PPI 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 altered 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 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 PPIs Full details on PPIs are available at www royalmail com ppi Example of a PPI with both the delivery speed indicator and the Delivered by Royal Mail mark Delivered by ROYAL MAIL Royal Mail POSTAGE PAID GB Has Example of a PPI with only delivery speed indicator T POSTAGE PAID GB Woat PPI licence details Please note that HQ31 provides an example of where your PPI licence number should appear Please replace this text with your PPI licence number
25. nternationalbusinessparcels Royal Mail the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd International Business Parcels Royal Mail Group Ltd 2014 All rights reserved Appendix C It is possible to send parcels mixed with Letters and Large Letter formats within the same Max Sort mail bag to certain countries The list of countries where this is possible is as follows Afghanistan Albania Algeria Angola Anguilla Antigua Barbuda Argentina Armenia Aruba Ascension Island Azerbaijan Bahamas Bahrain Bangladesh Barbados Belarus Belize Benin Bermuda Bhutan Bolivia Bonaire Bosnia Herzegovina Botswana Brazil British Indian Ocean Territory British Virgin Islands Brunei Bulgaria Burkina Faso Burundi Cambodia Cameroon Cape Verde Cayman Islands Central African Republic Ceuta Chad Chile China People s Republic of Christmas Island Indian Ocean Christmas Island Pacific Ocean Colombia Comoros Islands Congo Dem Rep of Congo Rep of Cook Islands Costa Rica Croatia Cuba Curacao Djibouti Dominica Dominican Republic Ecuador Egypt El Salvador Equatorial Guinea Eritrea Estonia Ethiopia Falkland Islands Fiji French Guiana French Polynesia French South Antarctic Territory Max Sort Service Mixed Format Gabon Gambia Georgia Ghana Greenland Grenada Guadeloup
26. re on 08457 950 950 Bags Make sure all bags are sealed around the neck with a bag tie and that they are securely tied with a fully complete label or labels attached For more detail please refer to the section with further details on service options Your parcels need to be sorted by service speed and placed in separate bags Finally a mail bag including all its contents must not weigh more than 11kg Bags which are heavier than this will increase the risk of our staff suffering injury Sleeved Yorks Sleeved Yorks can be used for high volume parcel traffic without the need for bags apart from the Max Sort and Print Direct sorting options This saves you time in preparation and despatch When using a sleeved York you must affix a fully completed label by tying a normal bag tie through or around the fastening device on the York this may be a zip or a clip Your parcels need to be sorted by service speed and placed in separate Yorks For more details please refer to the appropriate section within this guide Step by step guide 4 The paperwork Once you have prepared and labelled your parcels you must create and print a sales order from the Online Business Account OBA system Online Business Account Online Business Account OBA is a customer ordering facility available to all our account customers OBA allows you to create sales orders electronically and holds your mailing history so you can retrieve reports and
27. rs three speeds of delivery Priority Standard and Economy see page 8 To qualify for Max Sort you will need to spend a minimum of 10 000 per annum across the Royal Mail International Business Services portfolio See the Royal Mail Specific Terms for International Business Services for further details What you need to do First you need to separate your parcels from your other mail items Then you need to sort your parcels by destination and by service speed To some countries it is possible to send parcels mixed with Letters and Large Letter formats within the same mail bag See Appendix C for further details Using the Sorting List Once you have decided which delivery speed you want to send your mail by you need to sort all items by their destination The destination is the location where we hand your mail over to the domestic postal authority To do this please refer to the International Max Sort Sorting Lists available at www royalmail com internationalbusinessparcels The sorting lists are divided into Priority Standard and Economy sections and then into regional zones e g Western Europe Africa amp Asia Countries are listed alphabetically within each zone The Sorting List tells you which areas or postcodes need to be sorted to a particular destination and which bag labels you need for that destination Most countries have one handover point however larger countries such as USA have several destinations
28. s must either precede the mailing or accompany it on its first collection You may find it useful to have more than one copy you can keep one for your gt Date posted own records and use another to help you spot section breaks during production gt Account number of the mailing The Line Listing should contain the following information information shown in bold must be included gt Service required Priority or Economy gt The format of the item Parcels gt Poster s company name gt Total number of items gt The date of the mailing gt Total weight of mail gt Account number gt Total number of bags gt Service Speed gt Job reference number gt Selection code Priority is 99891 and Economy 99895 An example of a well designed Country Sort High Volume computer planning report is shown below gt Selection name International Priority International Economy gt Total items weight and bags split by service speed Priority and Economy for international mail Company Name International Business Parcels Zero Sort Account Number Address Line 1 Address Line 2 gt A cumulative total on each line for items and bags Town Postcode gt A subtotal for each five digit selection code International Business Parcels Zero Sort How many copies do you need Minimum Selection Size 5 We recommend you produce three copies Format Parcel gt One for your own records Service Speed Items
29. scenario the minimum quantity of parcels you must send internationally to use the International Business Parcels service for Zero Sort High Volume per service speed Priority or Economy is five parcels Scenario 1 Total posting of 1 200 international parcels qualifies for Zero Sort High Volume If different service speeds either Priority or Economy are selected the minimum number of parcels that can be sent per speed is five Scenario 2 Total posting of 950 international parcels and no UK sorted mail volume does not qualify for Zero Sort High Volume You should select either Zero Sort or Zone Sort instead Scenario 3 Total posting of 750 international parcels and 500 UK sorted items qualifies for Zero Sort High Volume Your options Zone Sort To benefit from Zone Sort you need to separate your mail into two selections European Union and Rest of World The purpose of this is that VAT will only be levied on EU traffic You also need to separate your parcels within those two categories into service speeds either Priority or Economy For details of which countries fall within the European Union please refer to the Option Specific features and requirements section on page 21 Max Sort This sorting option offers a cost saving for customers who sort their parcels by destination A destination is the location where we hand your mail over to the domestic postal authority For many countries this is a single point but for
30. siness Parcels service codes refer to Appendix A 39 Step by step guide 5 Despatch Collection If you have a local daily collection of mail then your Zero Sort not Zero Sort High Volume Zone Sort Max Sort and Print Direct parcels can be collected at the same time Please note Zero Sort High Volume is collected by the Regional Distribution Centre network If you require a collection please contact the Royal Mail Sales Centre on 08457 950 950 to arrange this Order more supplies Once you ve completed your mailing you may need additional stocks of bags Yorks ties labels and customs forms ready for your next mailing Please contact us on 08457 950 950 for more supplies and allow 72 hours for the delivery of stock Alternatively you can order your mail supplies when you log into the Online Business Account System or visit www royalmail com mailsupplies Further details on service options Zero Sort and Zone Sort This section of the User Guide outlines some further details about the various A few things to remember about Zero Sort and Zone Sort International Business Parcels options available to you SAn miays Pinta onne ies gt All items sent Priority must have an Airmail indicator or label applied gt Economy parcels must not have an Airmail indicator or label gt Zone Sort Mail must be sorted separately into EU and Rest of World see below Other destinations that sit within Europe but are VAT exempt and
31. t All parcels 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 gt The town and country should be in capital letters gt Many countries operate a postcode system A valid postcode should be included in the address for these countries gt There should be a clear zone of 5mm around the address with no other information contained within the clear zone If a window envelope is used the address should be 5mm clear all round from the edge of the window For up to date information on acceptable address formats visit www upu int Step by step guide 2 Return address If you would like your undeliverable parcels returned please put your UK return address on each item ideally at the edge of the parcel at a right angle to the delivery address and ensure there is a company identifier i e a logo or company name We do recommend that you apply a UK return address to the outside of every item as your mail may experience delays if you fail to apply a UK return address You must include a UK return address if you send over 1 500 items in a single posting to one country or over 5 000 items over a two week period to a single country Do need a customs form If you are sending an item to a destination outside the European Union it will need a customs lab
32. t Company Name Insert sorted service name and International in Paena Account Number High Volume Parcels The Computer Planning Report summarises your mailing including information Rader ined such as customer details overall volume item weight item format job Address Line 2 reference number and the split between selections for Zero Sort High Volume Town Postcode Priority and Economy If using this service in conjunction with UK sorted bulk mail services more details on Computer Planning Reports are available from the respective User Guide To download a copy visit www royalmailtechnical com Insert service name Minimum Selection Size Weight of item The report can be tailored to suit your needs However for mailings which Format contain both international and domestic elements the Computer Planning Job Reference Number Report must contain the following information mandatory information for Royal Mail International Business Parcels Zero Sort Zero Sort High Volume mailings is highlighted in bold Pre sortation Statistics Address records processed gt Name and address of the poster agreement holder e ose gt Posting date Post towns matched Number suitable for Mailsort gt Account number Postcode Statistics of address records processed Full Postcode gt Minimum selection size Outward Postcodes only Postcode level No Postcode Sortation Statistics Number Items Match Bags gt Service require
33. wide Distribution Centre All postings must therefore be machine readable by our Optical Character Recognition OCR software How it works Using Optical Character Recognition OCR software requires you to print your addresses in a typeface that our sorting machines are able to read by breaking each line down into separate characters or words and looking for vertical white paths between them However in order for OCR to function properly only certain fonts can be used and print quality must be of a certain standard For example using typefaces that are more unevenly spaced than others or printing labels on a printer where the ink is running low may cause the item to be rejected and us having to resort to manual sorting mode which can cause delay and affect your discount level There are a variety of fonts you can use though we recommend you use one from the list below wherever possible We also recommend you regularly check the quality of your print output for clarity If you have any doubts on either of these requirements please contact your account manager Here are examples of recommended typefaces Arial 10 12pt regular Avant Garde 11 15pt regular Century Schoolbook 10 11 pt roman and bold Courier 10 15pt regular and bold Franklin Gothic 11 14pt book Geneva 10 12pt regular Helvetica 12 15pt regular and bold Appendix B OCR specification for Parcels Typefaces with the following characteristics are
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