3.1 Economy in the use of the postal service
Considerable savings can be achieved if attention is given to selecting the means of dispatch appropriate to the nature of the item(s) and urgency of delivery. Proper attention to preparation for dispatch at the source of the mail item will also ensure that no delay occurs in an item's dispatch from the Mail Room.
3.2 Mail within Australia
All standard sized and large letters are automatically carried by airmail within Australia where an air service is available for the standard fee.
no thicker than
no heavier than
|also it should be no smaller than 88 x 138mm.
no thicker than
no heavier than
Items that exceed these dimensions and weight are classed as small or large parcels and attract a higher rate of postage and are carried by surface mail unless an air surcharge is paid.
Parcels for dispatch within Australia will routinely be sent surface. Airmail parcel services are more expensive with a time advantage of only a day or so.
Should airmail service be required a senders declaration must be completed and attached along with a name and account number to be charged for the difference with surface. Items without a completed senders declaration must be sent surface.
3.4 Bulk mail to state schools
The Education Department runs a courier service to all state schools. This service is suitable for bulk mailings of items to schools where some delay in delivery is tolerable. Arrangements should be made through the Mail Room for collection by the Education Department courier.
All articles must be marked with the correct school round and drop number. The directory containing these is held in the Mail Room. A copy is available to borrow.
3.5 Overseas mail
The University must comply with all post courier company and customs laws and regulations regarding overseas mail. This may include the need to supply personal information and or statutory declarations.
The University uses the services of a re-mailing firm for all letters and documents sent overseas. There is no need to differentiate between first class mail and printed matter. Printed matter as well as first class mail should be sealed.
Items other than documents, for example computer disks or samples, are sent Australia Post airmail and parcels are sent Australia Post surface unless specified. Items other than documents and letters must have correct customs documentation. Parcels that exceed 500g or $500 must have the appropriate customs declaration attached listing contents and their value.
3.6 Special services
The use of special services attracts high supplementary charges the extra cost of which is recovered from the sender. The name of the sender and account number must accompany articles to be sent by a special service.
All special services require documentation/declarations to be completed by the sender.
3.7 Business reply post
The University holds a permit registered with Australia Post for business reply post facilities, Business Reply Permit No 21.
Envelopes are available in small quantities from the Mail Room, larger quantities can be obtained from Flinders Press. Staff members using this facility should advise the Mail Room of the account number, or organisation to which postage is to be charged.
This system is an economical method of obtaining replies to questionnaires, etc. As the return envelopes bear only the standard University barcoded address, persons using the facility are required to mark the envelopes with the senders address in the top left hand corner, for example with a rubber stamp, to enable the Mail Room staff to forward this mail on. This is very important.
3.8 Postage paid envelopes
Organisations within the University using postage paid imprint envelopes for the dispatch in bulk of journals, bulletins, etc. should arrange for these items to be lodged at a Post Office.
3.9 Sender's name and address
The name and College or section of the sender must be shown on the outside of all articles to be posted. Queries which arise in the Mail Room can be dealt with quickly by reference to the sender.
The Manager Services and Security is authorised to open articles if the sender is not identified on the cover, particularly when there is doubt about mailing instructions.
3.10 Sealing of envelopes
All envelopes must be sealed. Envelopes left open, or improperly sealed (e.g. with one staple in centre of flap) may be returned. Paper clips and bulldog clips must not be used in envelopes. Any item that Mail Room staff consider unsuitably prepared for transit through the postal system will be returned to sender for correct packing.