Incoming mail from Royal Mail is received into the Mailroom then sorted and despatched by University staff to departments. The Mailroom does NOT accept any parcels or goods deliveries from other couriers. Their deliveries will be made direct to departments.
Vehicles typically leave the Mailroom, to deliver and collect mail, at 9:00 hrs. and 13.00 hrs. The final delivery and collection service commences at 14.30 hrs.
Mail to/from departments based at the Leeds General Infirmary is delivered and collected via the St. James Mailroom at the delivery/collection time 10.30am. One delivery is made from the University to the LGI daily.
Mail for departments based at St James’s Hospital is delivered and collected via the St James’s Mailroom after 10:15 hrs. Mail for the St James’s shuttle service needs to be in the University Mailroom by 9:00hrs as only one delivery is made to St. James’s each day
Letters for circulation through the University’s internal mail system will be collected by the Porters, Mail Service Assistant/Drivers or departmental staff. Internal letters must be banded separately from Royal Mail letters but no mail identification slip is required.
In order of preference, internal mail should be:-
Avoid use of abbreviations in internal mail addresses unless you are sure that these will be understood throughout the University. Where project or other titles within departments are used to address mail, please ensure that the departmental name is also shown. Add building name if known when mail is addressed to a Faculty e.g. Garstang Building.
Because of the use of high-speed franking machines it is not possible to read envelope addresses as the mail is being processed. Therefore internal mail not clearly identified by the envelope and not kept separate from Royal Mail letters is likely to be franked and despatched through the Royal Mail system.
Letters for despatch through the Royal Mail will be collected by the Porters or Mail Service Assistant/Drivers, or should be delivered to the Mail Room by departmental staff.
Letters MUST be banded together in the following categories together with the appropriate mail identification slip. Any letters sent from a department with the wrong identification slip or no dept / account will be returned to the sender.
Slips should be endorsed with the departmental name and account number.
All UK letters must only be banded with a Yellow slip and will be sent 2nd Class unless stamped 1st Class on the top left-hand corner of the envelope.
This service is only available for mail up to 2 kg in weight.
Letters MUST be banded together in the following categories together with the appropriate mail identification slip. Any letters sent from a department with the wrong identification slip or no dept / account will be returned to the sender.
All letters for Europe and the Rest of the World will be sent by Airmail unless endorsed otherwise. An approved carrier is used under a reduced cost contract negotiated and approved by the University.
Please put mail into the system at the first collection after it is ready in the department. This allows the workload in the Mail Room to be spread more evenly throughout the day.
Please ensure when putting letters in envelopes that enclosures and paper clips are not likely to damage the franking machine or tear open envelopes. Paper clips and binders should be positioned at the bottom of the envelope. All mail should be presented with the address being face up and ALL the same way round.
When corresponding with outside agencies, please ensure that the reply address clearly shows the departmental name.
A list of countries designated Europe and Rest of the World can be found via this link Royal Mail
Special Services are detailed below. All items sent by these services should be accompanied by a Grey Mail Identification Slip and should be kept separate from normal mail.
Guaranteed next working day delivery is provided to most UK destinations either before 09:00 hrs (maximum weight 2kg) or 13:00 hrs (maximum weight 10kg) with a money back guarantee. Compensation up to a maximum of £2,500 for lost or damaged items is provided. These items are also traceable using the Royal Mail website.
There is now a Saturday service available, at an additional cost. Contact the Mail Room for details on 0113 3436320
First class item signed for by recipient on delivery to any UK address
Customers should call 0845 740740 to request a copy, quoting your Recorded item reference number.
Fill in and attach the relevant Royal Mail label obtainable from the Mail Room.
Royal Mail special delivery 9.00am. Guaranteed next day by 9.00am.
Royal Mail special delivery next day. Guaranteed by 1.00pm.
Royal Mail recorded 1st or 2nd class. Deliveries signed on receipt.
