You can contact the Postal Services Team by email or by phone

Email: postalservices@lincoln.ac.uk 

Telephone: 01522 886171  Ext: 6171

They are always happy to speak to you to discuss your mailing requirements and can offer advice on the best option for you

Internally – Refer to the Delivery and Collection Schedule for your building

Royal Mail – Collections are Wednesdays and Fridays every week. Deliveries are every day

Other Couriers – As and when required due to demand

Addresses should be typed in a legible font, printed onto a label or sheet of paper that is the correct size and sellotaped to the front of your item, making sure that the sellotape does not obscure any part of the address

If the address is handwritten, it needs to be clearly written in black ink

Addresses that are input for items being delivered to the University should have as much information on them as possible, and must include the recipient’s contact details for any queries

Information to include:

• Name of Recipient
• Full address of building
• Contact details of recipient
• Department item belongs to

You can refer to Address Guidance on the Royal Mail website for advice on how to address mail for both UK destinations and International Destinations

There is also a Campus Building Address list available to assist you in finding the right address for your building for any incoming deliveries

UK mail should be kept separate from International mail

The full UK address needs to be given with as much detail as possible

The address should be typed or written in block capitals

Any job that consists of 50 or more items should be pre-booked with the Team via Planon request a minimum of 72 hours in advance and must be accompanied by a UK Mail Information Sheet

For jobs with 10 parcels or more, a UK Mail Information Sheet must accompany the job

The sheet must be emailed to postalservices@lincoln.ac.uk along with the Planon ticket number if relevant

International mail should be kept separate from UK mail

The full international address with as much detail as possible should be used and typed or written in block capitals

Staff should check the address format for their destination country prior to sending

Any job that consists of 50 or more items should be pre-booked with the Team via Planon request a minimum of 72 hours in advance and must be accompanied by an International Mail Information Sheet

For jobs with 10 items or more, an International Mail Information Sheet must accompany the job

A CN22 form may be required to accompany items being sent via ParcelForce. It is the responsibility of the staff member sending out the job to provide the completed CN22 form if it is needed

The sheet must be emailed to postalservices@lincoln.ac.uk along with the Planon ticket number if relevant

Customs charges will be charged to the department the item originated from using the details provided on the Mail Information sheet or CN22 form

Guidance for packaging specific items can be found on the Royal Mail website

General guidance for packaging your items is as follows:

• Use padded envelopes for sharp edges or odd shapes
• Make sure any outer containers are strong enough for their contents
• Fragile items shouldn’t touch either each other, or the side of the container
• Fill out containers with cushioning material like bubble-wrap
• Write a return address on the item
• Seal securely with tape along all edges and openings
• Flatten any sharp edge from staples or metal fastenings, and cover with tape
• Use a ‘FRAGILE’ label, if necessary

Some items may be deemed hazardous or restricted, in these cases, the Postal Services Team will not handle those items and they will not be processed through the Post Room

The following Royal Mail services offer tracking as standard:

• Royal Mail Tracked 24
• Royal Mail Tracked 48
• Royal Mail Special Delivery Guaranteed 9am
• Royal Mail Special Delivery Guaranteed 1pm
• Royal Mail Sameday

You will need to check the price of sending your item prior to dropping it off at the Post Room on the Royal mail website

The price of sending items will vary depending on the service chosen and some services do not offer tracking as standard. It is your responsibility to make sure you have requested the correct service for your items

DHL offers tracking as standard, however this will be reflected in the price. You can get a quote for sending items via DHL from the DHL website prior to dropping them off at the Post Room

Once your items have been collected, keeping track of your item whilst in transit is your responsibility. Please do not ask the Postal Services Team to track your item for you

Royal Mail tracked items cannot be tracked by the Postal Services Team

DHL tracked items may be able to be tracked by the Postal Services Team, however if you have the tracking details, it is your responsibility to monitor your items location once in transit

If you have any questions, please contact the Postal Services Team

• Make sure your contact details are up to date on the Staff Directory, including telephone number, office location and department
• Keep UK and International mail separate from each other when taking to the Post Room for processing
• Arrange for large, heavy and large quantities of items to be collected and delivered directly to the relevant building
• Make sure you prebook all bulk mail jobs on Planon
• Always give a minimum 72 hours notice for any upcoming mail jobs
• Make sure you have emailed over or taken the relevant Mail Information Sheets and/or CN22 form to the Postal Services Team to assist them with processing your mail
• Always contact the Postal Services Team and ask if you aren’t sure what needs to be done for your mail items

You will need to complete and send a Mail Information Sheet for:

UK Letters and Parcels – UK Mail Information Sheet

If your mail job consists of 10 or more individual items or a bulk mail job 

International Letters and Parcels – International Mail Information Sheet

If your mail job consists of 10 or more individual items or a bulk mail job 

CN22 Form – CN22 Guidance and Form Download

If your parcel is being sent internationally via Royal Mail or ParcelForce

Go to the Estates Support Desk page and raise an Academic Building Request.

You will firstly need to select the property and space from which you are requesting, then select the Postal job type from the drop down options.

Then you will need to include the following information in the additional details section of your request:

• Required date of mail out
• Which mail service you wish to use for your outgoing mail
• Contact details of the member of staff responsible for the mail out; including name, email address, contact number and department
• Any other information you feel would be relevant or support your request

Finally, you will need to make sure you email the correct completed Mail Information Sheet to postalservies@lincoln.ac.uk, quoting the Planon job ticket number and attach a CN22 Form (if necessary) to your item prior to dropping it off at the Post Room.

Please direct any queries to the Postal Services Team.

Refer to the Campus Building Address Guidance

Incoming

1. We would advise that DHL is used for sending important documents
2. Book a collection slot or drop off at the nearest DHL service point
3. The item should be packaged sufficiently to mask the contents
4. The parcel should be addressed for the attention of their contact at the University, followed by the department the item is being sent to, followed by the University’s address

       E.g. FAO Joe Bloggs – College of Transport

       University of Lincoln, Brayford Pool, Lincoln, LN6 7TS

5. In the delivery details, the senders email address and their university contact’s email address should be entered in order to track the item

Outgoing

1. The contact should re-address and package the document sufficiently to mask the contents, as soon as the document has been used for its purpose
2. Take the item to the Post Room and advise the documents need to be returned via DHL courier
3. Provide the contact details, both the contact’s and the recipient’s, including the recipient’s contact number, in order to track the item on its return journey

• Royal Mail
• ParcelForce
• DHL
• Whistl – 2nd Class only and 250 item minimum send

If you would like any more information on the best service to choose for your item, please contact the Postal Services Team

ParcelForce for European countries only

DHL for European countries and the Rest of the World

If you would like any more information on the best service to choose for your item, please contact the Postal Services Team

Prices will vary greatly depending on the size, weight, destination and class of item

Further information on prices and services Royal Mail and ParcelForce offer can be found on the Royal Mail website

Further information on prices and services DHL offer can be found on the DHL website

For further information on Franking Machine prices and other couriers and services the Postal Services Team offer, please contact them directly

You will need to raise a Postal Request on Planon, giving a minimum of 72 hours notice. Try to include as much information as possible for the bulk mail job to help the team facilitate the request

Don’t forget to email the relevant Mail Information Sheet and/or CN22 form, any other relevant information and quote the Planon Number to the Postal Services Team in the email

Please be aware that for very large bulk mail jobs, depending on the service chosen, the Postal Services Team may require assistance from yourself or a member of your team to allow for the job to be processed. The Team will discuss this with you when booking in the job

Check the following details with the carrier the item was sent with:

• Was the item sent via a signed for service?
• Was there anyone else in the building that could have signed for your item?
• Check the delivery address is correct
• Contact the carrier directly for an update

The Postal Services Team is not responsible for locating your item, checking the delivery and transit status is the responsibility of the sender

If you have chosen a delivery method that allows for the item to be tracked and you have the tracking number, you can check its status on the Royal Mail Website or if you have the tracking number for the relevant courier, visit their website to track your item. Track DHL items via their website.

If you did not request tracked delivery, you will not be able to track the location of the item in transit. If you requested a Signed For service, you can only see the status of the item once it has been delivered.

If the item is showing as delivered but the item has not been received, you will need to ask the recipient to check the following details:

• Check if the item was sent via a tracked or signed for service
• Check if there was anyone else who could have signed for the item
• Check the delivery address is correct

If the item is still not traceable, you will need to contact relevant carrier directly to query its location.

The Postal Services Team is not responsible for tracking or locating your item, checking the delivery and transit status is the responsibility of the sender

The Postal Services Team request that any outgoing mail needs to be in the post Room by the below times for the following couriers:

Royal Mail – 15.00 Monday and Wednesday

DHL – 13.30

Other Couriers – The Postal Services Team will advise a time when booking these services

If your department or school requires live creatures to be delivered, arrangements should be made to have them delivered directly to the relevant building. It is the responsibility of the department ordering the live creatures to ensure that a member of staff is available to accept the delivery.

The Postal Services Team will not accept any deliveries of live creatures and should they be delivered to the Post Room, they run the risk of being rejected and returned to sender.

Please click the links below to download the required form:

UK Mail Information Sheet

International Mail Information Sheet

CN22 Form

The Post Room is currently located on the Ground Floor of the Minerva Building on Brayford Pool, down the corridor to the right hand side of the Security Office.

From Monday 7th August 2023, the Post Room will be located on the Ground Floor of One Campus Way.

Please use this link to view a map to show where One Campus Way is in relation to the current Post Room location. On the map, the yellow dot is the current Post room location in the Minerva Building and the red circled building is One Campus Way.

Access into the Post Room is strictly limited to the Postal Services Team, although access can be arranged if required, by prior appointment. To arrange access to the Post Room, please contact the Postal Services Team.

There are two sets of Amazon lockers located on Campus:

1. Calypso – located at: University of Lincoln Students’ Union, The Tower Bar, Lincoln LN6 7TS

2. Adrian – located at: One Campus Way, Campus Way, Lincoln LN6 7TS

The University Postal Service does not process any outgoing or incoming personal mail items. You should not arrange for any personal items to be processed by the Postal Services Team.

Failure to comply may result in further action being taken.

The Postal Services Team will not arrange for the return of your items. It is your responsibility to make all appropriate arrangements for a return and to follow steps for sending outgoing mail items.

The Postal Services Team can notify you if your parcel has arrived, but only if your details are visible on the address label or if you have notified the Postal Services team prior to your item arriving.

If there are no details on the address label, the Postal Services team will not be able to notify you.

It is your responsibility to ensure that correct details are given upon placing an order and you track your item to delivery.

If your item is being delivered directly to your building, the Postal Services team are unable to notify you of its arrival.

The Postal Services Team will not accept perishable items. If you require perishable items delivering, arrangements will need to be made to have them delivered directly to the relevant building. It is your responsibility to ensure there is a member of staff available to accept the delivery.