A user guide to Business Airmail. The fast, economical and easy way to reach people, wherever they are.

Transcription

1 A user guide to Business Airmail The fast, economical and easy way to reach people, wherever they are.

2 Business Airmail Business Airmail gives you the power to send your mail anywhere in the world. All you need to get started is a franking machine or a standard Royal Mail Business Account. It saves you money compared to the stamp prices. Your mail can reach Western Europe within 3* days and Eastern Europe within 5*. Mail to the rest of the world can be there within 7 days*. * Please note that these delivery aims are expressed in working days and exclude the day of posting. This guide has been put together to show you how Business Airmail works, but if any of your questions still go unanswered, we ll be glad to help just call (local rate). Or you can visit our website at 2

3 Getting started First things first you should check that your business is able to use either a franking machine or an Online Business Account. Business account If you already have a Business Account with Royal Mail, you can use this to buy Business Airmail. To do that, simply log on to your account pages at and check that you can see the service code for Airmail OLA. If you can see that then your account is set up for Airmail. If you can t see the OLA code, please call us on (local rate) and ask for your account to be set up for Airmail or OLA. This normally takes just a few minutes. If you don t have a Business Account with Royal Mail then you can view all the details and request an account at Please read the terms and conditions. Please note: you need to spend at least 5,000 per year across all Royal Mail account services to qualify for a Business Account. Franking machine If you already have a franking meter then you can use it to access the Business Airmail prices, provided that your machine holds sufficient credit. If you don t have a franking machine then you can buy or lease one from any approved manufacturer. More information is available at or give us a call on (local rate). 3

4 Choosing the right option Our basic International service for businesses is an Airmail service, but there are some other options for you to consider: You can upgrade to a signature service on delivery with International Signed For with tracking overseas for some destinations. You can add end to end tracking through to delivery for over 35 destinations with Airsure. You can opt for Surface Mail for items that don t need to reach their destination quickly. 4

5 Business Airmail at a glance This page has been designed to highlight the options within Business Airmail and how they work. Service Delivery aim Online tracking Business Airmail The cost-effective way to send letters, magazines and goods worldwide, using a franking machine or account. Remember to select either the Airmail Letter, Airmail Small Packet or Airmail Printed Paper options. Airmail with Airsure Fast and fully tracked service to over 35 destinations worldwide*. Airmail with International Signed For Signature-required service providing extra reassurance that your item has arrived. 3-5 days to Europe 5-7 days to the Rest of World 2-4 days to Europe 4-6 days to the Rest of World See Airmail No Yes Within the UK and in selected countries** Surface Mail An economy option with longer delivery aims. Remember to select either the Letter, Small Packet or Printed Paper options. Western Europe: up to 2 weeks Eastern Europe: up to 5 weeks North America: up to 6 weeks South America, Africa and Asia: up to 8 weeks Australasia: up to 12 weeks. No Delivery aims are expressed in working days and exclude the day of posting. * For details on which countries accept Airsure see These destinations change from time to time. ** For details on which countries offer tracking see These destinations change from time to time. 5

6 Help, tips and FAQs Check what you re sending Royal Mail s Business Airmail service can be used to send any personalised mail (e.g. letters, statements, invoices, contracts) or goods (items with some commercial value e.g. compact discs, books and general goods) or printed papers (e.g. magazines, books and pamphlets). Prohibited and restricted items You must not send dangerous items and substances by any of Royal Mail s services. Major classes of dangerous substances include explosive fireworks, gases, flammable liquids, toxic substances, corrosive chemicals, etc. Other less harmful substances (such as medical samples) may be sent only with certain types of packaging. A full listing of the items which Royal Mail prohibits and restricts is available at Additionally, other countries have their own prohibitions and restrictions. It is the responsibility of the sender to check these and business customers are strongly advised to do so. More information is at HM Forces Mail We recommend that you use First class mail for any HM Forces unit that has a BFPO number. Republic of Ireland and Channel Islands The Republic of Ireland is a full overseas destination and Business Airmail prices apply. Jersey, Guernsey and the Isle of Man are treated as part of the UK and you can use First or Second class and most other Royal Mail services. 6

7 Checking the size and weight of your items Here are the minimum size and weight restrictions for all Royal Mail s international services. Please note, International size limits differ from Domestic size limits. Need to post something heavier or larger? Consider Parcelforce services available at Items packed flat: Minimum size: 140 x 90mm. Maximum size: length, width or height < 600mm. Length + width + height < 900mm. Items rolled up Minimum size: length + (diameter x 2) > 170mm (with the greatest single dimension < 100mm). Maximum size: length + (diameter x 2) < 1040mm (with the greatest single dimension < 900mm). Weight The maximum weight for an individual item is 2kg, apart from books and pamphlets, which can weigh up to 5kg. Check you have enough pouches, bags labels and stickers You need to post Business Airmail in bags, trays or (for franked mail) in a white pouch. Ask your local mail centre, call or go to You will also need bag labels and if you are using International Signed For or Airsure then you will need barcoded labels for each item. Remember, you don t have to apply special Airmail stickers you can print or stamp the words Airmail / Par Avion onto your envelopes instead. 7

8 Addressing your mail Remember to write the country name in capitals in English on the last line of the address. Using the local country address formats will help speed the processing and delivery of your mail. Many countries operate a postcode system, and a valid postcode must be included in the address for those countries. For more advice on international address formats visit Remember to put a return address which must be on the reverse of the envelope. A return address is always good practice and is essential for direct mail as it is required by international regulations. Printed Postage Impressions or Franks If you are using a Royal Mail Business Account you must print or stamp a Printed Postage Impression onto the envelope or label. This should be a 1 for first class, so if you have pre-printed envelopes you can use these both for airmail and for first class business mail. For more information about PPIs see If you are using a franking machine you must select the correct service and run your letters or labels through the machine. The services will be described as Airmail Letters, Airmail Small Packets, Printed Paper, Airsure, International Signed For or Surface Mail. Do you need a customs form? In general, if you re posting to a European Union country you don t need a customs declaration, but there are a few exceptions see our detailed customs information at If you re sending packets or parcels to a country outside the EU, don t forget to sign and date the declaration and include your name and address. Items worth up to 270 must carry customs declaration CN 22. Items worth over 270 must carry customs declaration CN 23 and the SP126 plastic envelope. 8

9 Bagging your mail Divide your mail between Airmail, Signed For / Airsure and Surface mail if necessary. Check that each airmail item carries the words Airmail / Par Avion. These can be printed, stamped or stickered onto your items. Stickers can be obtained from along with all the other items mentioned in this section. For account mail, bag your bundles into separate grey mail bags or put them into grey trays. If you have enough Surface Mail, (more than 50 items) please place it in a separate bag. For Franked Mail, put Airmail and Surface Mail items into a separate white franked mail pouch. DO NOT mix inland and international mail in the same bag or pouch. DO keep any Airsure and International Signed For items separate from other Airmail and Surface Mail. Attach an international airmail STL bag label (P6138C) to airmail bags and trays and a P6139C surface mail label to any surface mail. When posting International Signed For items, apply the barcoded label (P4723) to each item. Place the items in a priority service pouch (SS950) and secure with a blue tamper-proof seal (SS956); or use a grey bag with a blue seal (SP61). Business Account users should complete a Despatch Receipt CA82 and place it in the bag or tray. Franking customers should use Despatch Receipt P6565. If you hand your mail over a Post Office counter, do not seal the bag / pouch, but have the same documentation ready. 9

10 If you are posting Airsure items, remember that the service operates to about thirty five international destinations only. Apply the barcoded label (P6522) to each item. Place the items in a priority service pouch (SS950) and secure with a blue tamper-proof seal (SS956); or use a grey bag with a blue seal (SP61). Business Account users should complete a Despatch Receipt (CA82) and place it in the bag or tray. Franking customers should use Despatch Receipt P6565. If you hand your mail over at a Post Office counter, do not seal the bag/pouch, but have the same documentation ready. Despatch Express and Despatch Manager Online are systems which help with posting larger volumes of Airsure or International Signed For. Call for details. Using your Business Account If you are using a Business Account, log onto your online business account and complete the transaction by selecting OLA for Airmail. This provides additional options to upgrade your mail to Airsure or International Signed For. The code for Surface Mail is OLS. If you are using a Franking Meter you can omit this stage. Collection If you already have a regular daily collection from Royal Mail then Airmail can be posted at the same time. To book a collection please call Please give two days notice (there may be a fee for this service). Alternatively you can take your mail into a Post Office or to a Royal Mail office. Franked mail (apart from Airsure and International Signed For) can also be posted into special business posting boxes located in some areas. 10

11 Although correct at the date this booklet went to print, from time to time services may be added to, or withdrawn. Up-to-date information is available at Royal Mail, the Cruciform and the colour red are registered trade marks of Royal Mail Group Ltd. Business Airmail. Royal Mail Group Ltd All rights reserved. P6651