Mailroom Procedures & Services

Back to Mail Services

• Procedures for Signature on Delivery Items
• Internal Mail Addressing Protocols
• External Mail Addressing Protocols
• Postcode Search
• Postage Pricing
• Undeliverable Mail
• Student Mail Department and Location
• Internal Mail Runs
• Mail Delivery Times
• Bulk Mail Services
• Mail Item Stationery Supplies

Procedures for Signature on Delivery Items

Toll Priority will receive mail and courier items requiring signatures from Post Office and external courier providers.

All items with identification numbers are logged into the mailroom on receipt and registered on a daily manifest and sorted into internal courier runs. Items not requiring signatures such as Express Post and International parcels will be placed with normal mail.

All Departments of the University will have their "signature on delivery" items delivered with their mail. Departments will be required to sign for these items (for recording purposes), unless an Authority to Leave is pre-arranged.

An Authority to Leave “Signature on Delivery” items can be obtained by contacting the mailroom on 8425 1211 or at adelaide.mailroom@tollgroup.com.

Internal Mail Addressing Protocols

All internal University mail should be addressed sufficiently to affect an efficient sort and ensure no delivery delays. To this end Toll Priority has implemented a DX number address for all University Departments and delivery points.

All internal mail should be addressed in the following format:

Name
Department
DX Number

For Departments DX Numbers refer to University of Adelaide Internal DX Number Listing.

Note: internal mail can be sent  to any University of Adelaide department or site including Roseworthy, Thebarton and Waite campuses and also to the University of SA, Flinders University, Royal Adelaide Hospital (RAH), The Queen Elizabeth Hospital (TQEH), Women’s & Children’s Hospital (WCH) and Lyell McEwin Hospital (LMH).

External Mail Addressing Protocols

Using correct addressing formats for out going Australia Post mail will assist in efficient delivery of mail, minimise return mail and ensure the University can maximise postal discounts.

Compliance with preferred addressing formats is simply a matter of following these steps:

• Last line should include ONLY the suburb, state abbreviation and postcode all in  UPPER CASE letters e.g. ADELAIDE SA 5000;
• Second to last line has the PO BOX number or the complete street address; and
• Non-address information, such as Receiver’s name or Company must be above the last two address lines;

Example: 

Receiver and address information should be limited to a certain area on the envelope face, well away from company logos or department names and on the left side of the envelope, leaving sufficient borders on all sides.

Postage paid envelopes should be avoided as it makes franking credit imprints hard to read.

By following the preferred layout diagram below for an envelope, you will ensure franking credit and barcode imprints can be printed clearly and ensure efficient sorting through the Australia Post System.

Postcode Search

Correct postcodes should be used at all times as incorrect postcodes will cause delays or non-delivery of external mail items. To search for correct postcodes, suburb spelling or correct receiver’s address details use the White Pages. 

Postage Pricing

For pricing information The University of Adelaide mailroom can be contacted on 8425 1211 or at adelaide.mailroom@tollgroup.com.

Undeliverable Mail

Undeliverable mail is where receiver information is insufficient to sort immediately and effect next mail run delivery. This mail is isolated for separate processing.

All external advertising mail will be returned to sender ASAP.

For other mail the University database and student listing will be checked and mail is re-addressed for delivery on the next mail run within 24 hours of receipt. If after checking University mail is still undeliverable it is to be date-stamped, held for 2 weeks then returned to sender.

Mail which has been returned to the University which does not show from its outer covering from which department it has been sent will be opened by the mail-room to determine the originating department and then returned through the internal mail system to this department.

Student Mail Department & Locations

Internal Mail Runs

Toll Priority provides mail delivery to all University Departments and delivery points via scheduled internal mail runs including on Campus and off Campus sites. Some North Tce departments collect their mail from the North Tce Campus onsite mailroom.

These runs are as follows with most sites receiving AM and PM services:

• North Tce Campus Run 1
• North Tce Campus Run 2
• North Tce Campus Run 3
• Medical School & RAH Run
• Waite Campus Run
• Thebarton & TQEH Run
• Roseworthy Campus via bus

For queries regarding these internal mail runs or inclusion or changes to the mail runs please contact the mailroom on 8425 1211 or at adelaide.mailroom@tollgroup.com.

Mail Delivery Times

Internal Mail

Correctly addressed internal University mail is delivered on the next internal mail run or collection from the North Tce Campus onsite mailroom.

Mail collected in the AM is delivered in the PM and mail collected in the PM is delivered the following AM.

Note not all delivery points are visited on PM internal mail runs.
Any internal mail transit time greater than one business day can be reported to the mailroom for resolution.

Incorrectly addressed internal mail may cause transit delays.

External Mail

Australia Post delivery standards are as follows and apply to all letters collected on internal mail runs or lodged at the University Licensed Post Office (LPO).

Address of Letter Delivery Time*

Delivery in the Same State:
In the same metropolitan area, regional city or town** - Next business day
Between metropolitan & country areas - Second business day
Between country areas - Second business day

Delivery to another State:
From one metropolitan*** area to another - Second business day
Between metropolitan and country areas - Third business day
Between country and metropolitan areas - Third business day
Between country areas - Fourth business day

Notes:
* Standard delivery timetables are available at local post offices.
** Towns which share adjacent boundaries (eg. Albury/Wodonga, Canberra/Queanbeyan) will receive deliveries on the next business day.
*** Includes Canberra and Darwin
**** Additional days should be allowed for parcels.

Toll can provide overnight courier services to any location Australia-wide.
Australia Post’s target is to deliver 94% of all letters on time.

Bulk Mail Services

The Toll Priority University mailroom can provide bulk mail services to assist with large mailouts, not to replace work currently performed by large mail houses but smaller jobs up to 5,000 letters that may currently be performed in house within University departments.

These services include:

• Folding and inserting
• Pick and Pack for larger letters & marketing material
• Letter addressing and bulk mail preparation
• Mail lodgement and bulk parcel despatch
• International destination mailouts including customs requirements
• Form letter printing with mail merge

For queries regarding these services please contact the mailroom on 8425 1211 or at adelaide.mailroom@tollgroup.com. 

Mail Item Stationery Supplies

The Toll Priority University mailroom can provide a complete range of mail stationery and Australia Post products for the despatch of mail including:

• Registered Post Labels
• DX Express Envelopes & Satchels
• Customs Declarations for International Mail
• Express Post Envelopes and Satchels
• Australia Post packaging items, Postpaks etc
• Toll Priority Consignment Notes
• Rubber Stamp Orders
• Dymo Labelling machines and labels
• Secure Mail Bags and Satchels
• Australia Post Corflutes & Trays for bulk mailing

For prices or orders of any of these products please contact the mailroom on 8425 1211 or at adelaide.mailroom@tollgroup.com.