International mail services for the Higher Education sector1 July 2020

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Cont

ents

Benefits for you 3

Your service options 4 – 5

Posting guidelines and service overview 6 – 7

Appendix 1 and more information 8

Contents

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Benefits for youRoyal Mail is delighted to continue to be an approved supplier of international mail services to the Higher Education sector.

As a member of the Higher Education sector, you can take advantage of exclusive rates on our international services and be safe in the knowledge that your important messages will be delivered reliably and quickly.

This guide details our tailored services in response to the Framework Agreement for International Mail Services. In addition, we have a range of other services that could offer you further savings. These services are suitable for larger mailings, mailings to specific countries or for the distribution of heavyweight printed material.

To discuss our offering, please contact your Account Manager for more details. Alternatively, visit royalmail.com/internationalbusinessservices

Benefits for you Reliable – Independently measured service levels and prompt delivery.

Cost – Effective inclusive pricing with no hidden costs or surcharges.

Reach – A robust and reliable network delivering your mail through our 230+ international gateways to anywhere in the world.

Returns – Free return of undeliverable mail to help ensure your databases are up to date.

Support – You will have the support of a dedicated Customer Services helpline to offer advice and information on our international services. Plus, added support from Royal Mail’s Sales and Operations divisions.

Trust – Confidence in dealing with a credible and reliable supplier whose recognition and unique UK postmark will add value to your offer.

Management information – Our Online Business Account (OBA) reporting system allows you to produce sophisticated management reports, to track your expenditure by department and service.

Security – We work in partnership within the Universal Postal Union (UPU) and the security departments of the members of the UPU giving us global reach to over 230 countries and territories worldwide to help resolve your International security issues.

Your service options

Your Pricing options

Priority Delivery Aim Europe: 3-5 Working Days Rest of World: 6-7 Working Days

Mail Preparation Options

PPI Indicia & Returns Address

Departmental Billing

Highter Education Option 1

EU – Mixed Mail £0.500 per item + £5.200 per kilo* Included Included

EU – Mail over 500g £0.675 per item + £4.350 per kilo* Included Included

Rest of Europe – Mixed Mail £0.550 per item + £5.300 per kilo Included Included

Rest of Europe – Mail over 500g £0.700 per item + £5.800 per kilo Included Included

ROW Zone A (USA) – Mixed Mail £1.085 per item + £9.805 per kilo Included Included

ROW Zone A (USA) – Mail over 500g £1.335 per item + £10.305 per kilo Included Included

ROW Zone B – Mixed Mail £0.400 per item + £5.350 per kilo Included Included

ROW Zone B – Mail over 500g £0.550 per item + £5.350 per kilo Included Included

* Please note that VAT will be applied to EU countries at the standard rate.We have implemented a new Temporary Air Carrier Supplement to mitigate the increased air carrier costs. This is an additional cost, charged on the price per kilo for affected countries. To view the latest supplemental rates please visit ‘Temporary Air Carrier Supplement Prices’ on royalmail.com/prices2020

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Higher Education Option 1Benefit: The simplest and quickest option, ideal for your mailroom.

Option 1 requires no sortation and has a zonal pricing structure with a guarantee of no additional charges and minimal paperwork to complete – Royal Mail will do the hard work for you.

Simply put your mail into bags, complete a simple consignment note and we do the rest.

If you require departmental reporting, keep your mail securely bundled by department, inserting a slip of paper indicating the department number under each band. We will then allocate expenditure using our OBA reporting system.

We also offer an additional price option for your items over 500g; this will require these items to be presented separately. If all your items are over 500g, please indicate this on the bag label by writing ‘over 500g.

Your service options

Your Pricing options

Priority Delivery Aim Europe: 3-5 Working Days Rest of World: 6-7 Working Days

Mail Preparation Options

PPI Indicia & Returns Address

Departmental Billing

Higher Education Option 2

EU – Mixed Mail £0.475 per item + £5.150 per kilo* n/a n/a

EU – Mail over 500g £0.650 per item + £4.300 per kilo* n/a n/a

Rest of Europe – Mixed Mail £0.525 per item + £5.200 per kilo n/a n/a

Rest of Europe – Mail over 500g £0.675 per item + £5.700 per kilo n/a n/a

ROW Zone A (USA) – Mixed Mail £1.060 per item + £9.755 per kilo n/a n/a

ROW Zone A (USA) – Mail over 500g £1.310 per item + £10.255 per kilo n/a n/a

ROW Zone B – Mixed Mail £0.375 per item + £5.250 per kilo n/a n/a

ROW Zone B – Mail over 500g £0.525 per item + £5.300 per kilo n/a n/a

* Please note that VAT will be applied to EU countries at the standard rate.We have implemented a new Temporary Air Carrier Supplement to mitigate the increased air carrier costs. This is an additional cost, charged on the price per kilo for affected countries. To view the latest supplemental rates please visit ‘Temporary Air Carrier Supplement Prices’ on royalmail.com/prices2020

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Higher Education Option 2Benefit: Reduced prices because you sort your own mail, ideal for cost-effective bulk mailings of prospectuses and alumni communications.

Option 2 is designed for customers who want to complete their own paperwork and benefit from better pricing by performing some pre-sortation on the mail.

Simply sort your mail to the European Union, Rest of Europe, Rest of World Zone A (USA) and Rest of World Zone B selections.

An additional pricing option is available for items over 500g. These items must be presented separately from items under 500g, and segregated by European Union, Rest of Europe, Rest of World Zone A (USA) and Rest of World Zone B.

Please note: It is necessary to distinguish your EU mail for VAT purposes. As a result, the following sortation will be required:

Mixed Mail – EU, Rest of Europe, Rest of World Zone A (USA) and Rest of World Zone B Mail over 500g – EU, Rest of Europe, Rest of World Zone A (USA) and Rest of World Zone B

Service Option

DestinationWeight of Item

Mail Prep*

PaperworkProduct Code

Bag Labels (see appendix)

Bag labelling notes

1 Worldwide Mixed IncludedConsignment note (P5084R)

TC4 P5631CTick ‘HE Mixed Mail’

1 WorldwideOver 500g

IncludedConsignment note (P5084R)

TC3 P5631CTick ‘HE >500g’

* Mail preparation includes indicia application, return address and departmental billing, or any combination of these.

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1) Remember to keep your bag weights under 11kg.

2) For Higher Education Option 1, place the top copy of the consignment note in the last bag; and for extra protection of your mail, we recommend you use our polylopes. Further details can be found in the Zero Sort Premium section of the International Business Mail user guide.

3) For Higher Education Option 2, sort your mail by weight categories (under and over 500g) and geographical zone, then complete a sales order via Online Business Account.

When preparing your mail, please use the codes and labels as detailed in the table below.

For further information on posting international mail, please refer to the International Business Mail user guide at: royalmail.com/internationalbusinessmail

Posting guidelines and service overview

Service Option

DestinationWeight of Item

Mail Prep*

PaperworkProduct Code

Code for OBA

Bag Labels (see appendix)

2 EU** Mixed n/a OBA TC2 EUR P6648C

2 Rest of Europe Mixed n/a OBA TC2 ROE P6648C

2 ROW Zone A (USA) Mixed n/a OBA TC2 USA P6648C

2 ROW Zone B Mixed n/a OBA TC2 ROW P6648C

2 EU** Over 500g n/a OBA TC1 EUE P6648C

2 Rest of Europe Over 500g n/a OBA TC1 REE P6648C

2 ROW Zone A (USA) Over 500g n/a OBA TC1 USE P6648C

2 ROW Zone B Over 500g n/a OBA TC1 RWE P6648C

* Mail preparation includes indicia application, return address and departmental billing, or any combination of these.

** For more details regarding which destinations attract VAT and therefore need to be sorted to the EU, please visit: hmrc.gov.uk/vat/managing/international/esl/country-codes.htm

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Posting guidelines and service overview

Supplementary ServicesIf you would like to discuss our Tracked & Signed services please contact your account manager.Royal Mail has services that offer expedited delivery, compensation or tracking:

International Signed With this service, a signature is taken on delivery. Compensation for loss is available to a maximum of £50 (extra compensation is available up to £250) and the service can be used for all locations worldwide. Your mail is tracked to the point it leaves the UK with end to end tracking available to a number of key countries, as detailed in the International Tracked & Signed service.

International Tracked This economical alternative to couriers offers priority handling both in the UK and overseas. Tracking is to the point of delivery overseas with confirmation provided via the Royal Mail website. Compensation for loss is also available to a maximum of £100 (extra compensation is available up to £300). This service is not available to all destinations.

For the latest information and prices on International Signed, International Tracked and Tracked & Signed, please visit royalmail.com/business/international/services/international-business-tracked-signed

Royal Mail, the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd. Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, London, EC4Y 0HQ. © Royal Mail Group Ltd 2020. All rights reserved.

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Appendix 1 and more information

Need more informationFor full details of our new tailored service options, please contact your Royal Mail Account Manager or visit our higher education website at royalmail.com/internationaledu

Appendix 1Bag labels

Option 1: P5631C - Front Option 1: P5631C – Reverse

Need more information

For full details of our new tailored service options, please contact any of the following:

• Your Royal Mail Account Manager

• Your dedicated Higher Education team on 08456 113 400

• Or visit our higher education website at www.royalmail.com/internationaledu

Appendix 1. Bag Labels

Royal Mail, the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd. Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, London, EC4Y 0HQ. © Royal Mail Group Ltd 2013. All rights reserved.

Option 1: P5631C – Amended label - Front Option 1: P5631C – Amended label - Reverse

Option 2: HE – label – Front Option 2: HE – label – Reverse

Option 2: P6684C – Front Option 2: P6684C – Reverse

Need more information

For full details of our new tailored service options, please contact any of the following:

• Your Royal Mail Account Manager

• Your dedicated Higher Education team on 08456 113 400

• Or visit our higher education website at www.royalmail.com/internationaledu

Appendix 1. Bag Labels

Royal Mail, the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd. Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, London, EC4Y 0HQ. © Royal Mail Group Ltd 2013. All rights reserved.

Option 1: P5631C – Amended label - Front Option 1: P5631C – Amended label - Reverse

Option 2: HE – label – Front Option 2: HE – label – Reverse

Need more information

For full details of our new tailored service options, please contact any of the following:

• Your Royal Mail Account Manager

• Your dedicated Higher Education team on 08456 113 400

• Or visit our higher education website at www.royalmail.com/internationaledu

Appendix 1. Bag Labels

Royal Mail, the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd. Royal Mail Group Ltd, registered in England and Wales, number 4138203, registered office: 100 Victoria Embankment, London, EC4Y 0HQ. © Royal Mail Group Ltd 2013. All rights reserved.

Option 1: P5631C – Amended label - Front Option 1: P5631C – Amended label - Reverse

Option 2: HE – label – Front Option 2: HE – label – Reverse