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Royal Mail International

User Guide

Delivered Duty Unpaid (Freight to Post)

International Max Sort

20171211 F2P International Max Sort Final 2.0.doc1

ContentsChange Control......................................................................................................................................3

Version History......................................................................................................................................3

Overview...............................................................................................................................................4

Product Description...............................................................................................................................4

Step by Step Guide – Freight to Post.....................................................................................................5

Step 1 – Mail Item Preparation..........................................................................................................6

Step 2 – Transport to the UK...........................................................................................................11

Step 3 - Customs Clearance & Delivery............................................................................................13

Mail Presentation................................................................................................................................14

Royal Mail Acceptance Times..............................................................................................................16


Change Control Status FinalVersion 2.0Owner Tom FitzgeraldApproval:Robert Woods – Product OwnerTrish Yeadon - Import Channel ManagerJames Hooper-International Product ManagerTheresa Stinson – Int’l Business Change

Peter Crook - Product Development ManagerPeter O’Doherty - Business Change LeadJames Probett - Business Change LeadZafri Benjamin – International Programmes

Version HistoryIssue 1.0 Issue 2.0Status Baselined Status FinalDate 21/11/17 Date 11/12/17


Overview Thank you for choosing Royal Mail. Royal Mail is offering you a solution for the import of your items in combination with a Customer pre-sorted service.

The import solution is where a contracted Customs Broker transfers your “freight” to Royal Mail for onward transmission to the destination country for Postal customs clearance. This is known as “Freight to Post”.

The Customer pre-sorted service is known as International Max Sort and can be used to send any type of mail, e.g., advertising mail, fulfilment mail, transactional or business mail, personalized mail, correspondence, publications or goods. International Max Sort is an untracked service

For clarity this product is known as Freight to Post + International Max Sort and this guide will help you make the most of this service.

This document contains:

The processes for packing and labelling individual items Information on the postal customs clearance, and acceptance into Royal Mail and

onward transportation to the respective destination country.

Product Description

The International Max Sort service is available worldwide and can be used to send any type of mail, e.g., advertising mail, fulfilment mail, transactional or business mail, personalized mail, correspondence, publications or goods.

There are three speeds of delivery offered - Priority, Standard and Economy.


Step by Step Guide – Freight to PostSending with Royal Mail and using our Freight to Post product involves three steps:

1) Mail items preparation, 2) Transport to the UK and 3) Customs process and Delivery, as shown below:


Step 1 – Mail Item PreparationAll of your items must have affixed the appropriate address and customs labels. Each item must therefore carry:

An address label with an approved Royal Mail Printed Postage Impression (PPI)

A customs form CN22 (or CN23 if applicable).

A representative from Royal Mail’s Customer Solutions Team will work with you, as part of the implementation process, to complete the design of your address and mailbag labels.

Address Label

An address label will need to be applied to each item. The address label consists of very important information that must be correct if the item is to be delivered successfully.

Addresses should not be abbreviated and where the destination country has a postcode system, the postcode must be included in the address.

The country name only (if present) should appear on the last line of the address.

No other information should appear on the last line A Royal Mail approved PPI should be applied A return address, if included, must be an address in the UK and,

ideally, should appear on the back of the item or in the top left hand corner on the address side.

Where no return address is indicated, it means that we will not be able to return any undeliverable items

Custom Label

A separate CN22 or CN23 (if applicable) Customs label shall be attached to each item. Follow the links below for the CN22 and CN23 customs clearance label examples:

CN22 Custom Label Example CN23 Custom Label Example

It is imperative that an accurate description of both the value of the item and its contents are included on the CN22/ CN23 label.

The value of the item must be shown in the currency that the item has been invoiced in, for example if the item was purchased in US Dollars you must reflect this on the CN22 /CN23

The CN22 / CN23 will need to be signed to certify that the item does not contain any dangerous articles, prohibited by postal regulations


http://www.royalmail.com/sites/default/files/CN23.pdf

http://www.royalmail.com/sites/default/files/cn22.pdf

(you are responsible for checking this). The country of origin of the goods must be entered.

All items must be sorted into Mailbags by:

Type of mail item - being posted (Letter, Parcel or Large Letter). Some countries you may mix Letters and Large Letters together and to others you may mix Letters, Large Letters and Parcels together. The latest Sorting Lists are available at :

Sorting List

Speed of service - Max Sort offers three speeds of delivery - Priority, Standard and Economy. Please note, not all thee speeds are available to all countries so please check the sorting list, (above), to see what speeds are available to each country.

Destination - The ‘destination’ is the location where we hand the mail over to the domestic postal authority or our delivery agent. The latest Sorting Lists are available at :

Sorting List

Bagging Items in Mailbags20171211 F2P International Max Sort Final 2.0.doc

7

https://business.help.royalmail.com/app/answers/detail/a_id/945

https://business.help.royalmail.com/app/answers/detail/a_id/945

Mail items must be bagged in the following way:

All mail to each destination needs to go into a separate bag. For each destination a separate bag must be used for each category

of mail. It is important you use the correct bag for the service you are using:

Priority - Use a blue airmail bag, marked MB 4GB. Standard - Use a grey surface bag, marked MB8 or opaque

MB10. Economy - Use a grey surface bag, marked MB8 or opaque

MB10.

All mailbags must be securely sealed around the neck with a black tamper proof Post Grip Bag tie (IDC01), example below; standard black bag ties should NOT be used. Correct procedure to tie the mailbags is shown in Appendix A.

Mailbag dimensions cannot exceed 1.1m high by 0.77m wide Mailbags must be made out of woven Polypropylene. The bag must be sealed around its neck and not the loops. You must leave at least 15cm / 6 inches from the top of the mailbag

to where the mailbag is tied. This will allow the mailbags to be transported / handled easily.

All mailbags must have a fully completed Max Sort label(s) as detailed in “Mailbags” section below.

The gross weight of a mailbag, including all its contents must not weigh more than 11 kg for Health & safety reasons.

Mailbag Labels

When using the International Max Sort product there are specific requirements for the mailbag labelling. Each mailbag will contain:

International Max Sort label A C1130 Label

An International Max Sort labelThere are two options for Customers to obtain International Max Sort labels. They can either use the Royal Mail “Bureau” service, whereby the


International Max Sort labels will be printed and sent to the Customer or they can print the labels themselves.

If the Customer chooses to use the Bureau service labels can be order using the order form as shown in the “Re-Order” section below. Please note Labels printed by Royal Mail will only be delivered to a UK address. If they choose to print the labels themselves they will need to be set up and receive the necessary software to do this. This software will be provided by a company working with Royal Mail, Bar Code warehouse, and will be arranged through the Royal Mail Sales or Account Manager.

An example of the International Max Sort labels is shown below.

A C1130 labelIndicates that the mail items are still in transit and must be attached to the back of the International Max Sort label. The C1130 yellow label can either be attached by the Customer or by the appointed by the Customs Broker. You will need to create / source the labels yourself. An example of the C1130 label is shown below.

The C1130 label must contain the wording “ Goods not fulfilling the conditions laid down in Articles 9 and 10 of the Treaty establishing the European Economic Community”

The C1130 label must be black characters on a yellow background, and must have minimum dimensions of 64mm x 38mm

Re-order Process


Mail bags, bag ties and International Max Sort labels, (where Royal Mail is printing the labels for Customers), can be ordered via the attached form.

When complete the form should be sent to [email protected]

You are responsible for conveying your items to the UK. This is usually managed through an approved Customs Broker.

You will be responsible for sourcing a Customs Broker. Your Customs Broker will need to be External Temporary Storage Facility (ETSF) [formerly known as Enhanced Remote Transit Shed (ERTS)] approved.

An External Temporary Storage Facility - ETSF is a warehouse designated by HM Revenue and Customs (HMRC), where goods are temporarily stored pending clearance by HMRC, and prior to release into free circulation. Only specific Customs Brokers can undertake this service. They will need this approval in order to transfer your Freight items to post, as detailed in “Transport as Freight” section below.

Further information is available from UK Government via the attached link https://www.gov.uk/Imports

You or the Customs Broker will also need to provide to Royal Mail a pre-advice file for each consignment despatched. The pre-advice file will provide details of the consignment and of all the individual items and is essential to Royal Mail for our workload planning and customs clearance.

The pre-advice file can either be sent to Royal Mail when the mail items are sent in country or, if the Customs Broker is providing this service, when the mail items are transferred from Freight to Post, as detailed in “Transport as Freight” section below.

Details of the pre-advice file and the methods of information transfer will be provided to you or the Customs Broker by the Royal Mail Customer Solutions Team.


https://www.gov.uk/Imports

mailto:[email protected]

Step 2 – Transport to the UK

&

You or the Customs Broker will transport the consignment of your items to the UK, where the consignment will be received by your chosen ETSF approved Customs Broker.

The Customs Broker will have access to York containers (wheeled cages) so that the mailbags can be presented to Royal Mail in these York containers. (Please note: Royal Mail will make Yorks available, for collection from Heathrow Worldwide Distribution Centre (HWDC), to the customer so that the customer’s Customs Broker can load the mailbags into Yorks, either on site at HWDC or at the Customs Broker premises. If the Customs Broker uses a Sprinter van, then the driver must load the Yorks on the HWDC ramp outside the building, as they are not permitted to enter the building.

All customs manifests and documents to satisfy the requirements of UK Border Force and HMRC will be provided by the Custom Broker.

Your Customs Broker will collect the consignment from the airline, and must transfer it to their Enhanced Remote Transit Shed (ERTS) facility.

A declaration by the Customs Broker, of the transfer of the shipment from Freight to Post, will be sent to HMRC, Border Force and Royal Mail.

The Customs Broker must enter the consignment on New Computerised Transit system (NCTS) for transfer to Royal Mail for postal Customs clearance, entering GB000120 in box 53.

The Customs Broker will then email a notification of the mailing to UK Border Force and Royal Mail, along with a copy of the manifest, to:

[email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

An example of the delivery manifest is shown below:










The consignment can then be delivered to:

Royal Mail Heathrow Worldwide Distribution Centre (HWDC)Axis Park,Langley SL3 8AQ

As part of the implementation of services, Royal Mail Operations Team will agree the following details with the Customs Broker:

Latest Cut off time - The consignment will be delivered to HWDC prior to the cut-off time. Any items delivered after this time will not be processed that day and will be included in the next working day’s processing.

Delivery documentation - Delivery documentation (which details the number of mailbags) that are being delivered to Royal Mail so that these can be verified at handover of the entire shipment. The Sales Order Summary or collection receipt can be used for this.

Driver & vehicle details – Prior to access to the HWDC site the Customs Broker will provide the Driver details, type of vehicle to be used etc in advance of delivery. The driver will be required to wear the appropriate Personal Protective Equipment (PPE) such as a high visibility jacket and protective footwear.

If you are using the Royal Mail Customer Own System Solution, (COSS), Royal Mail On-line Business Account (OBA) will need to be updated with the respective consignment details.

You will be provided with access to the On-Line Business Account (OBA) by your Sales team representative.

Every time a consignment is despatched you, or the Customs Broker, will update Royal Mail Online Business Account (OBA) system.

The number of items and average item weight will be entered onto Royal Mail’s OBA system.

A print out of the sales order will be produced and will be included within the Royal Mail with the consignment.

Further information on how to set up and use Royal Mails On-line Business Account can be viewed here :

On line Business Account

Step 3 - Customs Clearance & Delivery Upon receipt of the consignment at Royal Mail Heathrow Worldwide Distribution Centre (HWDC) the items will be accepted and processed.


HWDC will move the Yorks to a designated processing area. The consignment will be made available to UK Border Force

(Customs) for Postal Customs inspection. (Please note: the mail items will be made available for inspection only. This is NOT Customs clearance. The destination postal operator will be responsible for presenting the items to the national customs authority, in the destination country, for clearance and collection of any duties and taxes).

The consignment will be transported by Royal Mail from HWDC to the destination country.

In the destination country the mail items will be presented to the national customs authority, for clearance and collection of any duties and taxes when the mail items are delivered.

Customer Compliance

Royal Mail will work with you to implement the service as defined above. In order to process and deliver your items, we need you to follow the process described and provide the information required.

If items are not received, as per the specifications provided, this may result in items being returned as undeliverable or require unexpected manual processing by Royal Mail.

Where items incur unexpected manual processing an additional surcharge may be applied to these items as referenced in your contract appendix.


Mail PresentationCorrect Mail Presentation


Bag filled, leaving a gap

of at least 15cm

Sealed with a Royal Mail tie, end tucked in

Correct mailbag

specifications

Labels attached and clearly displayed

(Labels shown are examples only. Product specific labels

are shown in sections above)

Common Mistakes


Bag overfilled, less than 15cm

Bag under filled – must be a minimum of 1.5kg

Ripped bag

Additional tie used to secure label

Tie-end not secured

Royal Mail Acceptance Times

ILC = International Logistics Centre

HWDC = Heathrow Worldwide Distribution Centre.


change control€¦ · web viewa return address, if included, must be an address in the uk and,...

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