mail centre

OVERVIEW

P³ provides a mail and courier service to the entire University through the receipt and despatch of mail, as well as the collection and distribution of mail from faculties, schools, centres and units of the University.

P³ has developed good working relationships and negotiated competitive prices with Australia Post and various domestic and international courier companies, in order to meet the unique needs of staff at UNSW.

UNIVERSITY MAIL

The Mail Centre is responsible for the operation of mail and courier services within the University. The Mail Centre picks up and delivers to about 200 distribution points on and off the campus. Click here to download the distribution point list. Please advise the Mail Centre if the distribution point in your office is relocated so we can revise our runs accordingly.

Incoming mail is sorted by school/department or unit name not by individuals name. It is then delivered through our mail-run to a staff member who then delivers the mail to the addressee.

Internal mail is delivered and collected once daily to most areas within the campus and sub-campuses. Mail is sorted by the school/ department name not by individuals name. To ensure items are delivered promptly and correctly it is advisable for items to be clearly addressed in the following manner:

Full Name
Department / School

All outgoing University mail must display “The University of New South Wales logo” and the school or department name. Mail should be sent in standard size envelopes where possible, as non-standard envelopes will cost more.

Standard size envelopes (white, non-square), are no smaller than 138mm x 88mm, no larger than 240mm x 130mm, no thicker than 5mm and not heavier than 250 grams.
Large envelopes cost more than a standard envelope and come in two sizes. A medium letter (gold, non-square) are no larger than 260mm x 180mm, no thicker than 20mm, no heavier than 500 grams.
Large letters (gold, non-square), are no larger than 360mm x 260mm, no thicker than 20mm and no heavier than 500 grams.

All outgoing letters must be brought down to the Mail Centre before 3pm for processing and pick-up by Australia Post on the same day. All internal mail except that of a confidential nature must be despatched in reusable envelopes. These come in two sizes Reusable Inter-Office envelope (220x110 and 324x230) and Inter-Office envelope (254x380).

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EXTERNAL MAIL

External mail is delivered and collected once daily to most areas within the campus and sub-campuses. To assist the contracted mail providers in the delivery of external mail it is advised to clearly address the items in the following manner:

Clearly written or typed full address including postcode
Name of School/department on the top left hand corner for return address

The UNSW Mailing Address is as follows:
Name of addressee (required)
School/Department (required)
The University of New South Wales (optional)
UNSW SYDNEY NSW 2052 (all in caps)
AUSTRALIA (optional, but must appear on a separate line)

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EXPRESS POST

Express Post is an Australia Post guaranteed next workday delivery service. These articles are sorted and identification numbers are recorded daily at the Mail Centre as proof of delivery and for tracking purposes.

Faculties, schools, departments or units can order prepaid Express Post satchels by contacting the Mail Centre on ext. 56763 or email mailcentre@unsw.edu.au. When ordering these satchels the following information is required:

Full Name
Faculty/School/Department or unit
Building name and room number
Full account code

Enquiries regarding Express Post mail sent to the University should be directed to the Mail Centre on ext. 56764. The registration number of the item must then be quoted in order to effectively locate the item in question (sender should have kept a record of this number).

All Incoming Express Post are recorded when they arrive the Mail Centre and delivered with the daily mail runs.

All Outgoing Express Post prepaid envelope/satchels should be placed into the Express Post Box outside the post office by the sender so it can be delivered by the next business day.

For Platinum Post and Registered Mail, see your local post office.

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INTERNATIONAL MAIL

It is the University's policy to use a private postal service for document printed matter up to 2kg overseas mail. This mail is collected from the Mail Centre at 4.00pm each day (except on public holidays) and is sent by air to the private major mailing service depots throughout the world. When the mail arrives at the appropriate destination, mail is forwarded using the internal mail system of that country.

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BULK MAIL

Departments are requested to contact the mail centre on ext. 56763 when preparing a large mail out. If an urgent mail out is required, every effort will be made to ensure it is processed and dispatched on the same day. When preparing bulk mail-outs the following is requested:

Contact Mail Centre ext.56763 for mail trays.
Place bulk mail facing all the same way in mail trays. Count the quantity of bulk mail and provide the total quantity to Mail Centre.
Keep bulk mail separate from Australian, international and internal mail.
Impress upon all users of the system the need to write addresses clearly and in full
Refrain from using fold back clips, bulldog clips and paper clips on documents enclosed in envelopes. Failure to observe this request may result in damage to the mailing machines of the University and/or Australia Post, for which a faculty, school, department, unit or individual may be held responsible.

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REPLY PAID

We can prepare the artwork of Reply Paid envelopes, arrange printing and calculate the postage for you. Please contact Fred Leishman (ext. 53574).

Reply Paid service is available through the Mail Centre as follows:

Within Australia
Faculties, school, department or units pays postage only on those Reply Paid letters received.
The Reply Paid Mail service covers all letter sizes.
International Reply Paid is available worldwide for (DL size) Small Letters up to 50 grams only.

There are different formats for Reply Paid mail for within Australia and for overseas. Faculties, schools, departments or units should contact the Mail Centre on ext. 56764 before proceeding with any Reply Paid mail.

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COURIERS

The mail centre can provide courier services for same day, overnight to other states within Australia and to any country throughout the world. It does not accept or sign for individual courier deliveries as these items are guaranteed “Door to Door” requiring the signature of the addressee. These items should be delivered straight to the addressee.

Same day courier service is for the metropolitan area and the range of services are:

Standard (within 3hours)
VIP (within 1½ hours )
Executive (within 1 hour)

Please allow an hour for the courier to arrive and pick up the item. So the standard courier should be ordered by 12:30pm for the item to reach its destination before 5pm. Schools/Departments should contact the Mail Centre on ext. 56763 when a courier service is required. Prior to telephoning, you will need to have the following details:

Service required (standard, VIP or Executive)
Name, address and contact phone number of receiver
Quantity, size and weight of item
Account code details
If courier service is to a private address, advice to be given if no one is there to receive the item

The courier company will collect parcels from the specified department address, for this you are required to give contact name, phone extension, building and room number.

Overnight courier service is for interstate courier service to all capital cities and two days for country areas. This service requires name, street address (not a PO box nor Locked Bag) and contact phone number of the receiver to avoid possible delays.

All items to be sent by overnight couriers must arrive the Mail Centre by 3pm. Please click here to download a PDF sample about how to fill into the Domestic Consignment Note.

The international courier service is used when security and a signature as proof of delivery are required for a document or article. The courier service is quicker than airmail. If requested, the Mail Centre will track and trace the consignment.

This service requires name, street address (not a PO box nor Locked Bag) and contact phone number of the receiver to avoid possible delays.

A blank (Excel) customs declaration can be downloaded here which MUST be completed for all articles other than printed matter under 2kg when sending articles by overseas couriers. Click here to download a PDF Proforma invoice sample. It is a criminal offence to give misleading information. All documents in hard cover folders require a customs declaration.

Articles other than printed matter must also be given a value in Australian currency, with the exception of articles being sent back to an overseas manufacturer for repairs, which should state the value in the currency of the overseas country. Telephone and/or facsimile numbers of the proposed receiver of the article should be stated on the consignment form.

All items to be sent by overseas couriers must be at the Mail Centre by 3pm.

Please click here to download a PDF sample about how to fill into the International Consignment Note.

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WINE & DANGEROUS GOODS

The Mail Centre does not accept delivery of wine for OHS reasons.

If any UNSW staff wants to order wine to be delivered to their office, please ensure the wine seller is using a courier service like TNT, FedEx or DHL, but eParcel. If the seller is using eParcel provided by Australia Post which is a postal service only, Australia Post will not deliver the wine to your desk and it will be returned to the sender.

Contact Mail Centre on ext. 56763 before sending any dangerous or prohibited goods.

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INSURANCE & PERSONAL ITEMS

Insurance is available through the Mail Centre. Call ext. 56763 for more information.

All university items with an asset barcode must be insured via Risk Management before sending.

The Mail Centre does not handle personal items and is therefore not responsible for any loss or damage of personal items.

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