Mail Services - Facilities Management - University of Canterbury - New Zealand

Mail and Courier Services

The Mail Services Team are responsible for receipting, sorting and dispatching University mail (internal and external) on a daily basis, ensuring that outgoing mail is sorted and dispatched using the mailing option that best meets delivery objectives whilst ensuring the best pricing alternative through our negotiated services contracts with New Zealand Post, Courier Post and PACE.

The mailroom are also responsible for daily courier and printing services for UC departments

Mail Services

Correct Addressing

It is important to ensure all outgoing mail is addressed correctly to New Zealand Post standards. To assist with this, New Zealand Post have provided a web based address and post code finder.

Internal Mail

Internal mail is to be placed in the reusable internal envelopes and left at the departmental delivery point for pick up and distribution.

  • Addresses must be specific showing Addressees name, Dept, School or College. Please do not use building names, streets etc.
  • If anything other than an internal envelope is used it must be clearly marked as “Internal Mail”
  • UCSA and Ilam Village are included in the internal mail delivery system. For all halls of residence, please use external mail.
  • Internal mail services are not to be used for return of library books which must be returned directly to the library by the borrower.

Sending Within New Zealand

Permit Post: All university mail (domestic and international letters and some ParcelPost items) are sent permit post.

  • Permit post envelopes are purchased through UC Print, ext 6908
  • Postage is only paid on envelopes when they are lodged along with correct documentation with New Zealand Post
    All Permit Post must be sent via Mail Services.
  • Do not post in street boxes or at post shops. (These will be returned to UC for processing, therefore delays will be experienced in delivery).
  • Do not enclose ‘Permit Post’ envelopes inside outgoing mail to be used as post paid response.(Discuss with Mailroom staff how to achieve this)

Letters

New Zealand Post offers a wide range of sending options within New Zealand.

Standard Post: a very affordable way to send your letters anywhere in New Zealand.

FastPost: When you want it there quickly between major towns and cities outside the Canterbury region, FastPost is the best option.  Make sure you apply a blue FastPost sticker to the top left-hand corner of your envelope.

BoxLink: is a cost-effective way to send your priority business letters and documents to New Zealand Post PO Boxes or Private Bags.

Domestic sending options and delivery targets

What are you sending? Where are you sending it to? When do you want it there?
Next Working Day 1-3 Working Days
Letters Less than 1kg Across Town Standard Post -
  Nationwide BoxLink* FastPost* Standard Post

Delivery targets are a guide only and we do not guarantee your item will reach its destination within the delivery target.
Delivery to and from rural or remote areas may take longer.
* FastPost and BoxLink has a delivery target of next working day between major towns and cities.

Domestic postage rates for Standard Post and FastPost letters (including GST)

Size Category Maximum measurements
(height x length x thickness)
Maximum Measurement
(including envelope)
Standard Post
Letters
BoxLink
Letters
FastPost
Letters
Medium envelope
eg. DLE, E9, DLEE, MaxPop,
Up to 130 x 235 x 6mm 500g $0.49 $0.75 $0.98
Large envelope
eg. C5
Up to 165 x 235 x 10mm 500g $0.98 $1.00 $1.46
Extra large envelope
eg: C4
Up to 230 x 325 x 20mm 750g $1.46 $1.50 $1.95
Oversize envelope
eg. E35
Up to 260 x 385 x 20mm 1kg $1.95 $2.00 $2.44

If your envelope is thicker than 20mm, larger than 260mm x 385mm or heavier than 1kg in weight, it is classified as a parcel – Please refer Parcel Post or Courier Post options.

When you need a Response

FreePost: For bulk mail outs where a response is required but you only wish to pay for the postage on envelopes returned.
Contact Mail Services for assistance with using this service (Ext 8902).

Postage Included Envelopes: Are available through Mail Services, these can be enclosed in small numbers of outgoing envelopes when a response is required.

  • For use within New Zealand only.
  • A minimum of 100 per order.

Bulk Mail

New Zealand Post offers a range of solutions to help you get the best performance from your mail, while reducing costs and optimizing customer relationships.
Use the table below to help you choose the most appropriate postal service offered by New Zealand Post.

How many letters are you sending?

What is the best option?

300 or more identically sized ‘machinable’ items at a time VolumePost 3*
1000 or more identically sized ‘machinable’ items at a time VolumePost 1*
1000 or more magazines, periodicals or catalogues at a time PrintPost*
500 or more identically sized manually sorted items at a time Go Flexible*
  • Bulk mail rates are subject to terms & conditions for each service including the requirement that all bulk mail must be presented in post code order and comply with NZ Post addressing standards. For further detail, pricing and requirements of Bulk Mail Services, please contact Mail Services – Ext 8902 or refer New Zealand Post’s website
  • Advance notice of bulk mail-outs is required, please contact Mail Services with details of your requirements
  • Mail handling trays will be supplied to pack mail
  • All mail is to be placed in trays the same way up and facing in the one direction.
  • All address data needs to be covered by a Statement of Accuracy, include Postcodes and be presented in ascending Postcode order.
  • Trays must be filled slightly below level with the top (To enable lids to be fitted.)
  • All Domestic mail must be placed in pre-printed permit post envelopes.
  • The contents of the tray must be counted and a written note of the count provided with the tray.

* To ensure bulk mail is posted out that day it must be processed and ready for collection by Mailroom staff by 11.30am.

** Please note, Mail Services staff are not able to re-sort bulk mail to required standards and this must be done prior to collection.  Please refer the New Zealand Post website link above for full requirements.

Parcels

If you have a heavy parcel or several parcels for delivery, please notify Mail Services by 11:30am so that appropriate arrangements can be made for pick-up.

Given the large range of options available, Mail Services staff will ensure your parcel is sent using the most appropriate and cost effective service, based on the information you provide with the parcel.

Parcels will be sent using ParcelPost unless you specify alternative service requirements.

Pricing for your parcel can be obtained by contacting Mail Services.

The information below is designed to provide an overview of each service.  For more information, please refer to the website links listed. 

ParcelPost

Items are delivered within 1-3 working days depending on destination and service chosen.   All items are covered for loss or damage up to a maximum of $250.

ParcelPost has no additional charges for delivery to rural areas or to New Zealand Post PO Boxes or Private Bags.  ParcelPost also has no fuel surcharges so the price offered is what you pay.

Parcels

Pre-paid bags or Parcel tickets are available through Mail Services for you to prepare larger numbers of parcels in advance. 

More information on Parcel Post.

CourierPost

CourierPost is the contracted supplier for courier services to the University.   The combined volumes of all the University mail/courier purchasing are required to ensure that the best possible price/quality of service combination continues to be negotiated.
Please contact Mail Services (ext 8902) to determine the best pricing and mailing options.

CourierPost offers a range of service options from Overnight Parcel Tickets and Trackpaks to Economy (Island to Island) with delivery taking 2-3 working days.

Courier Services:

  • Pre-paid Trackpaks
  • Pre-paid Eco Trackpaks
  • Pre-paid Parcel Tickets
  • Saturday Delivery
  • Rural Delivery
  • Delivery Target Times

Delivery Details

Delivery Target Times

Business addresses (within CBD or suburban retail/business area) By 9.00am the next working day
Residential addresses The next working day
Rural delivery addresses 2 - 3 working days
Saturday Delivery By 12.00 noon
Island to Island Economy 2 – 3 working days

Track & Trace
CourierPost offer instant, real-time tracking of all deliveries. You can access delivery information by visiting the CourierPost website or phoning 0800 268 7437.

The following Courier bags are available upon request from Mail Services.
Mail authorization form required.

  • DLE 130 mm by 240mm
  • A5 190mm by 280mm
  • A4 257mm by 325mm
  • Foolscap 280mm by 380mm
  • Line flow 400mm by 440mm
  • Maximum weight limit 3kg

For a small additional cost a signature can be obtained from the addressee or agent on delivery. For this service use a signature required courier bag.

PACE

Pace is a provider of urgent courier services.  Pace services are available to customers 24 hours 7 days a week.  Pace delivers a time specific service for Metro Christchurch and Same day to every city in New Zealand.  For information contact Mail Services to determine the best option.

Pace services are expensive and should be used for very urgent services only.   For articles requiring delivery by air, Pace offers a NEXT FLIGHT service which requires a minimum of 2 hours advance notice.   Please advise Mail Services as early as possible.  

Sending Overseas

The table below provides delivery targets in working days for each service.  This will help you define the service you need.

Region / Zone

International Express

International Economy Courier

International Air

Australia / Zone A 1 – 3 2 – 3 3 – 6
South Pacific / Zone B 2 – 5 Not Available 6 – 10
East Asia & North America / Zone C 2 – 4 4 – 6
Canada, China, Hong Kong, Japan, South Korea, Singapore, Taiwan and USA only
6 – 10
UK and Europe / Zone D 2 – 4 5 – 6
Austria, Belgium, Czech Republic, Denmark, Finland, France, Germany, Ireland, Italy, Malaysia, Netherlands, Norway, Spain, Sweden, Switzerland, UK
6 – 10
Rest of World / Zone E 2 – 5 Not Available 6 – 10

You can expect that items will usually arrive at their destination within the timeframe specified for each service. Because we do not directly control all parts of the delivery chain we cannot guarantee that your item will always reach its destination within the target delivery times. Delivery to areas outside major cities, or where your item is dutiable or is held in customs, may take longer.

Category

International Express

International Economy Courier

International Air

Description Worldwide document and merchandise courier service to over
220 countries
Ideal where speed is vital or items are of high importance
Customs clearance, door-to-door delivery
A cost effective document and merchandise courier service available to the following 25 destinations: Australia, Austria, Belgium, Canada, China, Czech Republic, Denmark, Finland, France, Germany, Hong Kong, Ireland, Italy, Japan, Korea (South), Malaysia, Netherlands, Norway, Singapore, Spain, Sweden, Switzerland, Taiwan, UK and USA Worldwide letter and parcel service to over 220 countries
Prompt delivery
PO Box Delivery No Yes Yes
Online Tracking Yes Yes No
Signature on Delivery Yes Yes No
Weight Restrictions Minimum 500g
Maximum 30kg
Minimum Documents 250g, Merchandise 500g
Maximum 30kg
Minimum 100g
Maximum 20kg
Pricing by Weight Greater of Actual or Volumetric Weight Charged by Actual Weight Charged by Actual Weight
Compensation Cover Standard cover for loss or damage up to NZ$2,000

Items with values between $2,000 and $50,000 are automatically covered by the University’s insurance policy.

Note:   There is a $500 excess on this policy which in the event of a claim is payable by the senders department. 

Standard cover for loss or damage up to NZ$2,000

Items with values between $2,000 and $50,000 are automatically covered by the University’s insurance policy.

Note:   There is a $500 excess on this policy which in the event of a claim is payable by the senders department

Standard cover for loss or damage up to NZ$250

Items with values between $250 and $50,000 are automatically covered by the University’s insurance policy.

Note:   There is a $500 excess on this policy which in the event of a claim is payable by the senders department

International Air

International Air is a prompt service for sending letters and parcels to over 240 destinations worldwide.

Letters

Permit Post: All university mail (domestic and international letters) are sent using permit post.

  • Permit post envelopes are purchased through Design and Print Services Ext 6908
  • Postage is only paid on envelopes when they are lodged along with correct documentation with New Zealand Post.
    All Permit Post must be sent via Mail Services.
  • Do not post in street boxes or at post shops. (These will be returned to UC for processing, therefore delays will be experienced in delivery).
  • Do not enclose ‘Permit Post’ envelopes inside outgoing mail to be used as post paid response.(Discuss with Mailroom staff how to achieve this)
Size Max Dimensions (height x length) Max Weight Max Thickness
Medium 120 x 235mm 200g 10mm
Large/Extra Large 260 x 385mm 200g 10mm

How do I send International Air Letters?

  • Use University Permit Post envelopes which contain your return address.
  • Clearly address each item. Make sure you include the postcode (if required),and the destination country.
  • Ensure each envelope contains a Permit Post indicia and an International Air service indicator.
  • Separate mail destined to Australia and South Pacific with the Rest of the World.
  • A count must be provided for mail to each of these two areas

How do I send International Air Parcels up to 2kg?

Before you start

To send your parcel

  • Write the destination address on the top of the parcel with the name of the city and country in English.
  • Attach an International Air or International Economy service sticker.
  • Write your return address on the side or back of the parcel (include postcode).
  • Complete and affix a green customs declaration (OS008a) to the top of the parcel. Retain the sender copy for your reference.

Pricing:

Pricing for International Services can be obtained by contacting Mail Services

Larger Parcels – up to 20kg

Before you start

– Maximum length + girth = 2m
– Maximum length of any side = 1.05m

To send your parcel

  • Complete the red consignment note (OS007). Please ensure the name of the city and country is written in English.
  • You must purchase additional compensation cover if the contents are valued over NZ$250 or include a high risk item.  You can do this by indicating that additional cover is required on the red consignment note.
  • Choose the service you require by ticking the applicable box, affixing the corresponding barcode and detaching and disposing of the remaining barcodes.
  • Attach an International Air service indicator.
  • Include a copy of the commercial invoice or use our Export Invoice (NCPI025) if the item is part of a commercial transaction.
  • Note, for parcels valued over NZ$1,000, New Zealand Customs requires an Export Entry to be completed, which New Zealand Post can complete on your behalf for an additional fee. For
  • More information contact Mail Services.

Pricing:

Pricing for International Services can be obtained by contacting Mail Services

International Economy Courier

Sending a courier item by International Economy Courier

Before you start

– Maximum length + girth = 2m
– Maximum length of any side = 1.05m

To send your international courier item

  • Package your items and affix an International Economy Courier service indicator.
  • You can use the GoGlobal packaging range free of charge.
  • Complete the orange consignment note (IEC001), with city and country in
  • Include daytime phone numbers for you and the addressee so we can contact you if documentation is incomplete or if there are any other problems.
  • If your parcel or documents are part of a commercial transaction, include a copy of the commercial invoice or use our Export Invoice (NCPI025).
  • Note, for parcels valued over NZ$1,000, New Zealand Customs requires an Export Entry to be completed, which New Zealand Post can complete on your behalf for an additional fee. For more information contact Mail Services.

Pricing:

Pricing for International Services can be obtained by contacting Mail Services

Unlike most International Courier Services, International Economy Courier does not have a variable fuel surcharge.  This means the price we quote is the price we invoice to you. 

International Express

Sending a courier item by International Express
Before you start

– Maximum length + girth = 2m
– Maximum length of any side = 1.05m

To send your international courier item

  • Put your item in a special red International Express bag or affix an International Express service indicator.
  • Complete the black consignment note (CN001) entirely in English (if you wish, write the destination address in another language elsewhere on the parcel).
  • Remember you cannot send International Express items to a post office box3.
  • Include daytime phone numbers for you and the addressee so we can contact you if documentation is incomplete or if there are any other problems.
  • If you are sending documents4 over 1kg or a parcel, include a copy of the commercial invoice or use our Export Invoice (NCPI025).
  • Note, for parcels valued over NZ$1,000, New Zealand Customs requires an Export Entry to be completed, which New Zealand Post can complete on your behalf for an additional fee. For more information contact Mail Services.

Pricing:

Pricing for International Services can be obtained by contacting Mail Services

Unlike most International Courier Services, International Express does not have a variable fuel surcharge.  This means the price we quote is the price we invoice to you. 

Sustainability

New Zealand Post strives to be an environmentally responsible company and recently Express Couriers won the prestigious National Sustainable Business Network Award (2008) in the emerging large business category.    At UC, Courier Post have committed to recycling all incoming plastic courier packs and to support this initiative, Mail Services staff will collect these along with the outgoing mail each day and pass these on to Courier Post.

More information about New Zealand Post’s environmental responsibility.

  • Campus Services
    University of Canterbury
    Private Bag 4800, Christchurch
    New Zealand
  • Phone: +64 (03) 364 2888
    Phone +64 0800 823 637
    security@canterbury.ac.nz
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