Estates

Postal Services

The University Postal Service provides two deliveries and two collections throughout the University on a daily basis Monday - Friday. 

The Post Room is situated in Holly Wing at the Mountjoy Centre on the Science site.  For all enquiries and advice on postal matters please contact extension 46390 or postroom@durham.ac.uk.  The Post Room Supervisor is Adrian Hopkins and his email address is a.p.hopkins@durham.ac.uk. 

Post Room Opening Hours 

The mailroom is open Monday - Friday from 0700 hours - 1800 hours.  Mail room staff will be available for enquiries between the hours of 0900 hours - 1700 hours. 

In the period between 0700 hours - 0900 hours and 1700 hours - 1800 hours Post Room staff are very busy sorting incoming and processing outgoing mail. 

Delivery and Collection Times 

The post vans leave the Post Room to deliver and collect mail from Departments and Colleges at 0830 hours (Science Site and Hill Colleges route), 0900 hours (Peninsula and Leazes Road route) and 1415 hours (both routes).  High volume collections can be arranged to be collected separately by contacting the Post Room. 

The deadline to ensure external Royal Mail items go out the same day is 1700 hours at the Post Room.  Royal Mail collect from the Post Room at 1715 hours.

External Mail 

All mail should be banded together in the following categories with the appropriate Departmental/ College mail identification stamp.  Mail which has not got the identification stamp will be opened and returned to the Department or College next day. 

  • UK 1st Class 
  • UK 2nd Class 
  • Airmail 
  • Internal mail 
  • Courier - Parcel Force or DHL 

Could you please ensure: 

Your mail is put into the system for the next collection time available to you.  This will allow the workload in the Post Room to be spread more evenly throughout the day. 

When you band the mail up please ensure that all mail items are all the same way round, with the addresses the same way up to help facilitate the processing of mail through the franking machine. 

When putting letters in envelopes please ensure that enclosures and paper clips are not likely to damage the franking machine or tear open envelopes. 

Charges for external post are recharged to Departments using the account number entered on the mail identification stamp.  

Internal Mail

Mail for circulation through the University Internal Mail System is collected by the post vans.  Internal mail must be banded separately from external mail but no identification stamp is required. 

Internal mail should be presented as follows: 

  • In a sealed envelope marked with internal mail in the top left hand corner. 
  • If using previously used envelopes please ensure the old address is deleted. 
  • Try to use a proper label address instead of numerous crossing out and writing the address in a small corner of the envelope. 

Please give as full an address as possible, including name of Department/College.  

Stamped and Pre Paid Mail 

Stamped and pre-paid mail can be sent to the Post Room for collection by Royal Mail.  It must be banded separately and no Departmental/College mail identification stamp is required. 

Bulk Mailings 

If a Department/College is preparing a bulk mailing, advance notification should be given to the Post Room whenever possible.  This will enable the mail to be processed in the most efficient way.  It is essential that all the addresses are kept facing the same way up.  All Alumni UK post from Colleges should be sent using the Royal Mail PPI system.  Please contact Post Room staff for advice at least two weeks prior to posting date. 

Royal Mail Cleanmail Advanced is a service that requires all C5 (A5) and DL (110 mm x 220 mm) envelopes to be no smaller than 110mm x 145mm and no larger than 165mm x 240mm.  They should be between 0.25mm and 5mm thick and weigh no more than 100 grams.  If these requirements can be achieved there is a 12% discount on volumes over 1000 per order.  You can find full details of recommended fonts etc at www.royalmail.com. 

Special/Recorded/Signed for International 

All items sent by the services listed should be accompanied by a mail identification stamp clearly stating which service is required and should be kept separate from normal mail.

Special delivery guarantees delivery by 0900 hours or 1300 hours the next working day.  The cost is determined by weight.  However, it's more expensive for this earlier delivery time.

 Recorded delivery ensures that delivery is only made if a signature can be obtained from the delivery address.

"Signed for" International 

International provides proof of posting and a signature on delivery.  This service is for non valuable letters and small packages 2kg, 5kg for books and pamphlets. 

Courier Services

All items sent by these services should be clearly addressed and with the Department/College mail identification stamp.  They should be accompanied by a 'Courier Services Despatch Form', either DHL or Parcel Force.  Advice should be sought from the Post Room for the most effective means of posting.  All Courier items should be via the Post Room and not via individual College/ Departments.  They also must be accompanied with a 'Customs Declaration Form' if necessary, for example countries outside the European Union. 

DHL Courier Service (Overseas) 

DHL offers a fast, reliable delivery service for letters and packages to Europe and the rest of the world.  Items to be sent using this service must be received in the mail room by 1530 hours.  If you need a special collection this can be provided.  Please contact the post room for details. 

Parcel Force 

Parcel Force is available for despatch of parcels within the UK and Overseas.  The Post Room currently sends all non-urgent parcels up to 30kg by the standard service, with delivery taking 3 to 4 working days.  Parcel Force can also be used for overseas parcels weighing not more than 30 kg. 

Making it Easier for All

  • Print or stamp special instructions to the Royal Mail in the top left corner ie First Class.
  • Have four mail baskets or mail sack holders at your collection point, one each for First Class, Second Class, Internal and Overseas.
  • Arrange your mail with the address facing the same way and have similar envelope sizes together.
  • Do not send money through the internal system.
  • All mail shots should be confirmed with the Post Room beforehand. Large mail shots require a minimum of 14 days notice.
  • New postal codes for franking machines must be submitted in writing 3 days in advance of use.

Please see the link below showing the Postal Services Performance Standards

 

The University Postal Service provides two deliveries and two collections throughout the University on a daily basis Monday - Friday. 

The Post Room is situated in Holly Wing at the Mountjoy Centre on the Science site.  For all enquiries and advice on postal matters please contact extension 46390 or postroom@durham.ac.uk.  The Post Room Supervisor is Adrian Hopkins and his email address is a.p.hopkins@durham.ac.uk. 

Post Room Opening Hours 

The mailroom is open Monday - Friday from 0700 hours - 1800 hours.  Mail room staff will be available for enquiries between the hours of 0900 hours - 1700 hours. 

In the period between 0700 hours - 0900 hours and 1700 hours - 1800 hours Post Room staff are very busy sorting incoming and processing outgoing mail. 

Delivery and Collection Times 

The post vans leave the Post Room to deliver and collect mail from Departments and Colleges at 0830 hours (Science Site and Hill Colleges route), 0900 hours (Peninsula and Leazes Road route) and 1415hours (both routes).  High volume collections can be arranged to be collected separately by contacting the Post Room. 

The deadline to ensure external Royal Mail items go out the same day is 1700 hours at the Post Room.  Royal Mail collect from the Post Room at 1730 hours, however mail being processed after this time will be posted in the Royal Mail franked post box outside University Office up until 1815 hours. 

External Mail 

All mail should be banded together in the following categories with the appropriate Departmental/ College mail identification stamp.  Mail which has not got the identification stamp will be opened and returned to the Department or College next day. 

  • UK 1st Class 
  • UK 2nd Class 
  • Airmail 
  • Internal mail 
  • Courier - Parcel Force or DHL 

Could you please ensure: 

Your mail is put into the system for the next collection time available to you.  This will allow the workload in the Post Room to be spread more evenly throughout the day. 

When you band the mail up please ensure that all mail items are all the same way round, with the addresses the same way up to help facilitate the processing of mail through the franking machine. 

When putting letters in envelopes please ensure that enclosures and paper clips are not likely to damage the franking machine or tear open envelopes. 

Charges for external post are recharged to Departments using the account number entered on the mail identification stamp.  

Internal Mail

Mail for circulation through the University Internal Mail System is collected by the post vans.  Internal mail must be banded separately from external mail but no identification stamp is required. 

Internal mail should be presented as follows: 

  • In a sealed envelope marked with internal mail in the top left hand corner. 
  • If using previously used envelopes please ensure the old address is deleted. 
  • Try to use a proper label address instead of numerous crossing out and writing the address in a small corner of the envelope. 

Please give as full an address as possible, including name of Department/College.  

Stamped and Pre Paid Mail 

Stamped and pre-paid mail can be sent to the Post Room for collection by Royal Mail.  It must be banded separately and no Departmental/College mail identification stamp is required. 

Bulk Mailings 

If a Department/College is preparing a bulk mailing, advance notification should be given to the Post Room whenever possible.  This will enable the mail to be processed in the most efficient way.  It is essential that all the addresses are kept facing the same way up.  All Alumni UK post from Colleges should be sent using the Royal Mail PPI system.  Please contact Post Room staff for advice at least two weeks prior to posting date. 

Royal Mail Cleanmail Advanced is a service that requires all C5 (A5) and DL (110 mm x 220 mm) envelopes to be no smaller than 110mm x 145mm and no larger than 165mm x 240mm.  They should be between 0.25mm and 5mm thick and weigh no more than 100 grams.  If these requirements can be achieved there is a 12% discount on volumes over 1000 per order.  You can find full details of recommended fonts etc at www.royalmail.com. 

Special/Recorded/Signed for International 

All items sent by the services listed should be accompanied by a mail identification stamp clearly stating which service is required and should be kept separate from normal mail.

Special delivery guarantees delivery by 0900 hours or 1300 hours the next working day.  The cost is determined by weight.  However, it's more expensive for this earlier delivery time.

 Recorded delivery ensures that delivery is only made if a signature can be obtained from the delivery address.

"Signed for" International 

International provides proof of posting and a signature on delivery.  This service is for non valuable letters and small packages 2kg, 5kg for books and pamphlets. 

Courier Services

All items sent by these services should be clearly addressed and with the Department/College mail identification stamp.  They should be accompanied by a 'Courier Services Despatch Form', either DHL or Parcel Force.  Advice should be sought from the Post Room for the most effective means of posting.  All Courier items should be via the Post Room and not via individual College/ Departments.  They also must be accompanied with a 'Customs Declaration Form' if necessary, for example countries outside the European Union. 

DHL Courier Service (Overseas) 

DHL offers a fast, reliable delivery service for letters and packages to Europe and the rest of the world.  Items to be sent using this service must be received in the mail room by 1530 hours.  If you need a special collection this can be provided.  Please contact the post room for details. 

Parcel Force 

Parcel Force is available for despatch of parcels within the UK and Overseas.  The Post Room currently sends all non-urgent parcels up to 30kg by the standard service, with delivery taking 3 to 4 working days.  Parcel Force can also be used for overseas parcels weighing not more than 30 kg. 

Making it Easier for All

  • Print or stamp special instructions to the Royal Mail in the top left corner ie First Class.
  • Have four mail baskets or mail sack holders at your collection point, one each for First Class, Second Class, Internal and Overseas.
  • Arrange your mail with the address facing the same way and have similar envelope sizes together.
  • Do not send money through the internal system.
  • All mail shots should be confirmed with the Post Room beforehand. Large mail shots require a minimum of 14 days notice.
  • New postal codes for franking machines must be submitted in writing 3 days in advance of use.

Please see the link below showing the Postal Services Performance Standards