Mailroom
In this section, you'll find information about deadlines for outgoing mail, guidance for organising outgoing mail and which locations are serviced by internal mail. Simple steps that you take will help our mailroom staff deliver a quicker and more efficient service.
Deadlines
HQ:
Collecting mail: Please make sure your internal/incoming mail is collected between 11.00 and 12:00 each day.
Outgoing internal and external mail: This can be deposited throughout the day.
Deadlines for outgoing mail to be posted that day should be received at the mailroom by:
- 2nd class – 11:30
- 1st class – 14:30
- Tracked Mail – 14:30
- Special Delivery – 14:30
- DX Mail – 16:00 (Must be dropped at HQ Mailroom)
Note: These timings are the latest, where possible, please drop your outgoing mail to the mail room as early as possible. Where you have more than 10 tracked/Special Delivery items, please give our staff plenty of notice. These should be brought to the mailroom in the morning where possible.
Annexe:
Incoming mail received into the mailroom will be dropped off at 11:30 to the Annexe
We will check for outgoing mail every day at 9:30, 11:30 and 14:30. Please make sure you have your outgoing mail to the pigeonholes in the print room by the above deadline stated for HQ so it can be processed to be posted on the same day.
Other Locations:
We offer an internal mail system to many of our offices across Moray. Please see our ‘Mail Collection locations’ page for collection and drop off days and deadlines. All outgoing mail is brought to the corporate mailroom for sorting, before being redistributed.
Sorting your outgoing mail
- Red 1st class, green 2nd class and yellow tracked/special delivery mail tickets should be attached, properly coded.
- 1st class tickets need authorised.
- Tracked/Special Delivery tickets should also be authorised. Please provide an email address so the tracking number can be sent to you. If you do not supply an email address tracking information will not be forwarded on.
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NOTE: Unticketed mail may be opened and returned to sections for coding. If you require more tickets, please email mailroom@moray.gov.uk or visit the mailroom.
- Letters should have the addresses facing the same way and envelopes sorted into the following groups: letter; large letter; packet; internal; air mail.
- Mail to one address: staff responsible for their sections mail should make sure that if there's more than one letter for the same person, they're put into the same envelope to save on postage costs.
- Parcels should be securely wrapped.
When enveloping mail please ensure you use the correct positioning of addresses on the envelope to enable us to use the most cost effective postage. See link below
Positioning of address for different sized envelopes (PDF)
Help the council save money.
When using window envelopes please make sure the address stays visible in the window when tapping the letter on the bottom edge, left edge and right edge of the envelope and nothing else shows below the address or to the side of the address.
If the address disappears after the tap test it will result in higher costs for sending out the item.
If you intend to type the address on a blank envelope please make sure you following the guidance on the above positioning of address link.
Do not staple documents together within the letter or use labels or sellotape on the seal at the back of the envelope.
First class mail should only be used for really urgent items.
If services can produce their mail in time to use second class, this will be a saving for the organisation. Also, please consider the use of the mail delivery van, email, and print room services where possible.