External Mail

Mail Services provides the University with a solution to its external mail needs through Centalised Franking Service. The Mail Team also collect, sort and distribute a large proportion of incoming mail from the Royal Mail. 

Proper addressing

Any mail that is to be sent externally from the University should be placed in the correct sized envelope with the full address either printed or clearly written in the centre of the envelope. Please see the diagrams from Royal Mail showing examples of how mail should be prepared for both UK and Overseas mail.Correct Addressing

Centralised Franking Service 

Departments should place and sort their unfranked mail in either red or blue pouch dependant on their preferred requirement. The red pouch should include any mail that is First Class Post, Royal Mail Signed For®, Royal Mail Special DeliveryTM, recorded international, recorded airmail. Whereas, the blue pouch should include any mail that is Second Class Post, standard international, standard airmail. The pouches should be ready for collection 30 minutes prior to the allocated collection time.

Important information for preparing your mail

  • Pencil your request on the left side of the mail item.
  • Stamp a returned address on the mail item, especially for important mail.
  • Organise mail items with similar characteristics within the pouch.
  • Do not overfill pouches with mail.
  • Do not send an empty pouch back to the mailroom.
  • Make sure the pouches are fully zipped up to secure mail items.
  • Mail Services require 48 hours to process bulk mail.

The Mail Team collects mail pouches from collection points around the University and brings them to the Mail Room in North Campus to process franking. Royal Mail arrives at 6 pm to collect the franked mail. The mail pouches will be returned to the departments in the following morning.

Find the right price

The University is able to access various business rates for its postage through either the use of a franking machine or by account using PPI. For details of required postage fees, see important information on the right hand side of the page.

Use the right postcode

To help you find the correct address or postcode of the recipient, please use Royal Mail’s postcode finder.

For further advice about franking/account mail or for a solution to using stamps please do not hesitate to contact us on mailservices@sheffield.ac.uk.