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Mail Services Guide

Mail Room 9a Dunbar Street Aberdeen AB24 3UD
Telephone +44 (0)1224-273841 · Fax +44 (0)1224-273267 · Email mailroom@abdn.ac.uk

Mail Room Opening Hours

The Mail Room is open Monday to Friday from 9am to 5pm and Mail Room staff are in attendance between these times. Between 8am and 9am portering staff will be in attendance collecting and sorting the main delivery from Royal Mail.

Delivery and Collection Times

The porters leave the Mail Room to deliver mail to the Departments at 10am. They collect mail from the Departments at 10.30am.

The mail van driver delivers and collects mail at various buildings in Old Aberdeen, Marischal College and Foresterhill between 7.30am and 12noon.

The mail van driver collects outgoing mail from the designated collection points in Zoology, The Hub, St Mary's, Meston, Fraser Noble, Crombie Annex, Edward Wright and Admin Mail Room. The deadline for this collection is 2.30pm.

The porters in Taylor, Regent, KCC and the buildings along the High Street will uplift mail at 3.00pm.

After 15:00 mail can still be taken to 9A Dunbar Street; the deadline to ensure being sent that day is 16:00.

However, some Second Class mail may not always go out after 16:00, but it will be collected by Royal Mail the following day.

Internal Mail

Mail for circulation through the University internal mail system is collected by the porters, mail service drivers or departmental staff. Internal mail must be banded separately from external mail, but no identification slip is required.

In order of preference, internal mail should be presented as follows:

  • in an internal envelope
  • in an external envelope placed inside an internal envelope
  • in an external envelope marked "INTERNAL" in the top left hand corner.

Please give as full an address as possible, including name of department and building; only use abbreviations in internal mail addresses if you are sure they will be understood throughout the University.

External Mail (including Airmail)

All mail should be banded together in the following categories, with the appropriate mail identification slip:-

  • UK (1st Class)
  • UK (2nd Class)
  • Airmail

Please ensure all mail items are same way round, with addresses same way up, to facilitate processing of mail through franking machine.

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 should be positioned at the bottom of the envelope.

External mail should have the Departmental name and address clearly marked on the back.

Charges for External Postal Services

The actual cost of postage is recharged to departments using the account number entered on the mail identification slip. If you require additional accounts to be set up please write to the Mail Manager, Estates Section, University Office, King's College, Old Aberdeen, stating the name of the account to be set up and the ledger code it is to be charged against.

Stamped and Pre-paid Mail

Stamped and pre-paid mail can be sent to the Mail Room for collection by Royal Mail. It must be banded separately and no mail identification slip is required.

Bulk Mailings

If a Department is preparing a bulk mailing, advance notice should be given to the Mail Room. This will enable the mail to be processed in the most efficient way. It is essential that all addresses are kept facing the same way up.

Freepost

The University holds a licence for this service and applications to use it should be made to the Mail Room, University of Aberdeen, Estates Section, 9a Dunbar Street, Aberdeen AB24 3UD, stating the name of the account to be set up and the ledger code it is to be charged against. Freepost Request Form.

Special Services

All items sent by the services listed below should be accompanied by a mail identification slip clearly stating which service is required and should be kept separate from normal mail. This includes:

Courier Services

All items sent by the services listed below should be accompanied by a courier services request form (word 97) stating which service is required and should be kept separate from normal mail. This includes

Advice on Services and Routine Enquiries

Advice on the costs of services and information about any of the services provided by the University, Royal Mail or Couriers can be obtained from the Mail Room on (27)3841.

Complaints and Policy Advice

Complaints about any of the University Mail Services or enquiries regarding the University Mail Services Policy should be made in writing to the Mail Manager, Estates Section, University Office, King's College, Aberdeen AB24 3FX.