Post Room Services

Post, Packages, Couriers Services and Standards outgoing and incoming

March 2020

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Contents Contents ...................................................................... 2 The Team ..................................................................... 3 Posts & Couriers........................................................... 4 Services At The............................................................. 5 St Botolph Building....................................................... 5 Services At Other Lockton Locations ............................ 6 Incoming - St Botolph Building ..................................... 7 Incoming – All Other Offices ...................................... 10 Outgoing Post ............................................................ 11 Outgoing Post – Standard Arrangements ................... 13 Internal Mail Envelopes ........................................... 13 Standard External addressed Mail ......................... 14 Outgoing Special Deliveries........................................ 16 DX Services ................................................................ 19 Royal Mail Size Guide for Posting ............................... 21 International Courier Request Booking Form ............. 22

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The Team

Jamie Foster- Logistical/ Mail Room 02079332852

Stuart Riddle- Logistical Assistant 02079332845

George Wright- Mail Room Assistant 02079332107

India Johnston- Mail Room Assistant (Tuesday/ Wednesday/ Thursday) 02079332342

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Posts & Couriers

Generally Lockton uses Royal Mail, Franked mail, DHL and DX services. Other special courier/vans may be used for special urgent deliveries. No items will be specially insured unless the post room are instructed by the sender to do so. Services will offer no compensation for items lost or delayed in transit and no consequential losses are covered. International shipments can also get caught in an administrative trap regarding customs clearance at the inbound point in the country of delivery. Again please do advise the Post Room team if you have items being sent abroad so they can try and arrange prior clearance of customs.

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Services At The St Botolph Building

The on-site Post Room Team based in the post room on the 1 st floor provide a variety of services to support the business for all postal needs. To let associates understand what these options are, how they work, and what may be expected, the following document should help. The key being, if you have any doubts or special requests related to posting out or receipt of items you should call the post team for assistance; Ext: 2852 if calling from within St Botolph building or 8102852 from any other Lockton office. One of the post room team is on site in the St. Botolph Building from 7.30am to 5.30pm Monday to Friday.

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Services At Other Lockton Locations

An associate, or potentially a couple of associates, within the office provide the administration and delivery of incoming post for the office, with times to suit the operating hours of the office.

These same associates then deal with our out-going post at the end of the day.

However again, if you have any doubts or special requests related to posting out or receipt of items you should call the Lockton post team for assistance; using 8102852 from any Lockton office phone or calling on 020 7933 2852.

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Incoming - St Botolph Building

Royal Mail Normal Delivery, (1st Daily Delivery) The team aim to have all private and confidential mail delivered within 30 minutes of receipt, however the time varies. Scanning of Incoming Royal Mail Every team has a ZG email account, where the scanned mail is distributed. This account needs to be checked on a day to day basis. Royal Mail (further standard deliveries) The team aim to have this placed into the respective “in-tray” within 30 minutes of delivery to the building by Royal Mail, for private and confidential mail and 1 hour 30 minutes for scanned mail. The London office is now scanning all mail with a few exceptions (HR, Legal, Employee benefits and any private and confidential documents)

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All Special Deliveries, Couriers, DHL, UPS etc. These will be signed for by the landlord, the landlord then runs the items through an airport style security scanner. The landlord then e-mails our post team to come and collect the items from the delivery point. The item/s will then be delivered on the next post round. If business related, you will be asked to sign for the item. If personal, you will receive an email. Urgently expected letters/packages If something is expected and is urgent please advise the post room of the expected package and they will agree specific delivery requirements with you. Large deliveries E.g. marketing materials, company accounts, or packages for further redistribution. Please do advise the post room of the expected delivery date and they will agree specific delivery requirements with you, including help with the sending on to others. Please make sure that the individual consignment boxes for the prepared materials are no more than 10kg each. This ensures that they can be handled safely and easily by everyone. Again please ask the post room to help in preparing the specific instructions to the printers or suppliers.

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Personal Items Lockton recognises that from time to time circumstances dictate that personal items for associates may be delivered to the office address. Lockton cannot accept any responsibility for loss or damage to items delivered to the office. Please do not ask for items to be delivered here if you cannot accept this disclaimer. The delivery will be advised to you and you will be asked to collect it from the post room. A voluntary donation of £1 is asked for and is all given to the Lockton Charitable Association. In 2019 there was 5755 personal items delivered into the London office.

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Incoming – All Other Offices

Royal Mail Normal Delivery (1st Daily Delivery) Post should be sorted and with associates by 9.30 on the day of delivery. Royal Mail (further standard deliveries) The aim is to have this placed into the respective “in-tray” within 2 hours of delivery to the building by Royal Mail. All Special Deliveries, Couriers, DHL, UPS etc. Individual hour’s rules may differ between locations, generally the couriers will bring the items to our office and request signature at that point. Urgently Expected Letters/Packages If something is expected and is urgent, please advise the associate in your office who deals with your post of the expected package and they will agree specific delivery requirements with you. Special Items/ Delivery From time to time, couriers require photo ID to release the item. If your courier asks for ID, please speak to one of the team who will arrange for the ID to be in the courier room ready for your package to arrive.

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Outgoing Post

Generally: Lockton pays an extra sum to Royal Mail for collection of all franked, special and stamped post. This extra charge ensures the outgoing post is collected by Royal Mail from our offices at an agreed time each day, avoiding the need to take items to the post office or post box. Only in London is this free due to the volume of post. All items are sent by second class post unless specific instruction are clearly made on an envelope or package for first class mail. For outgoing packages we use a mixture of Royal Mail, City Sprint and more often than not DHL, with who we have a service arrangement. The final decision is left with the Post Room, dependent on price. For special items requiring signed for services and for virtually all international services we use DHL. Please do use the courier form which is available here at the end of this document.

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This is important as key information is required to avoid delaying the item, either in customs or in local delivery in the country of the recipient. Please note CD /DVDs must be declared as non- printed matter and also please ensure you have complied with all Lockton Security Policies and Procedures regarding the sending of information and all encryption rules have been strictly applied. For all shipments or items that are 1.2 meters or 100kg, please give the team 24 hours prior notice, As this needs to be booked and arranged with the carrier and they ask for 24 hour notice.

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Outgoing Post – Standard Arrangements

To

Delivery Times Method Of Delivery - Notes

Internal Mail Envelopes

not addressed franked or stamped envelopes

No internal mail envelopes will be sent on by express special delivery to Lockton external offices, please note the delivery times below:

To

Other Dept. or Division within the St Botolph Building

From 1 to 3 working hours from time of collection from your out tray Next day normal post, no guarantees on delivery

By hand by post room staff

To

Other UK Regional Office from The St

Royal Mail 1st class post, not special delivery

Botolph Building

DHL may be used if the total to that office is over 2kg on any one day. These will be addressed on the day of receipt in the mail room

To

Any other Lockton office anywhere

7 working days as this is sent via Royal Mail

worldwide, from The St

Botolph Building

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Standard External addressed Mail envelope size C5 and DL

To

UK address

Standard second class post, 2 working days Up to 7 days, depending on hub locations near delivery point, last leg of delivery by

Via Royal Mail, not signed for.

European or Worldwide

Via Royal Mail Bulk Mailing, not signed for.

local mail services.

Large Envelopes* and items – up to 1kg *See Royal Mail size guide on last page – they make it as complicated as possible. UK address Standard second class post, 2 working days,

Via Royal Mail, not signed for

European or Worldwide

Up to 7 days, depending on hub locations near delivery point, last leg by local mail services deliveries.

Via Royal Mail Bulk Mailing, not signed for.

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Large envelopes and standard items, over 1kg and up to 2kg UK address Standard second class post, 2 working days

Via Royal Mail, not signed for.

European or Worldwide

International courier service dates, request detail from post team, will confirm at time of sending, signed for service.

Via DHL, normally will be on a signed for service, but do check with the post room if this is important.

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Outgoing Special Deliveries

Please call the Post Room (or your local post associate) to discuss the best method of delivery. All special delivery requirements need to be advised to post room (St Botolphs) before 4.00pm on day of sending. Other offices may vary this time to allow for the delivery to be set up and booked. Please use the courier booking form on the last page here to ensure the right information is supplied.  Please ensure the delivery address is not a PO Box number.  Please ensure the delivery address includes the correct post code, zip code or equivalent.  Please supply a local contact name.  Please supply a local contact number.  If the delivery address may be closed or delivery may coincide with a weekend or holiday the above information is vital to allow the local delivery agent to make contact on the next working day.  Please note any parcel over 1.2 meters and 100kg require 24 hour notice.

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To

Delivery Times

Method Of Delivery - Notes Bike, Motor Bike or van courier, charged to sender, record of sending and receipt

London and UK

As fast as possible

UK – up to 2kg

Next day 9.00am Royal Mail Special Delivery, charged to sender, signed for on sending and on receipt

UK – up to 5kg

Next day 1.00pm DHL, charged to sender,

signed for on sending and on receipt – less expensive than 9.00am option DHL or other, special service, charged to sender, signed for on sending and on receipt, package tracking as well.

UK – over 5kg

Earliest delivery available

UK – over 5kg

Next day 1.00pm DHL or other, special delivery, charged to sender, signed for on sending and on receipt, package tracking as well – less expensive than earliest delivery option.

Europe and Rest of World up to 1 kg Europe and Rest of World up to 2 kg Europe and Rest of World any size /weight

Please contact the post room team for best posting method. 3-7 days, some exceptions to certain locations 9.00am next day* *certain locations only

DHL, special service, charged to sender, signed for on sending and on receipt, package tracking as well. DHL, special service, charged to sender, signed for on sending and on receipt, package tracking as well.

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please check with post room team

Europe and Rest of World any size / weight

1.00pm next day** **certain

DHL, special service, charged to sender, signed for on sending and on receipt, package tracking as well, less expensive than 9.00am service.

locations only please check with Post Room Standard DHL service, time to deliver transit times confirm through post room.

Europe and Rest of World any size / weight

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DX Services Lockton is a member of DX Document Exchange and we have our own unique number for our location at the St Botolph Building.

Our DX number is: DX 306301 Houndsditch

Not all our associates are aware of what the DX service provides. It gives:  A Secure service – every item is collected, sorted and delivered by DX couriers within their secure network  Reliable – post-5pm collection and nationwide next day pre-9am delivery with a minimum 98.5% on time performance standard  Easy – no need to frank, weigh or size items every day, increasing mailroom productivity  Value – market-leading service at a competitive price Businesses of all sizes are members particularly within the legal, financial and government communities, or for companies with a branch network where it is used as an internal post system – DX has over 25,000 Members and has a proven track record of delivering important and sensitive documents since 1975.

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To send Write/Print the receiving companies DX Number on the outgoing item or in the same place as the address on a letter. That is it! To receive Please advise anyone who uses DX that they can send items to us through the service simply by putting this on the item and send it to us through the DX system. Please note this is not a signed for service, no special insurance is provided.

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Royal Mail Size Guide for Posting The amount we pay depends simply on the size and weight of the item we are sending. Items below the maximum weights (except standard letters) have a price range which increases closer to the max weight. The Post team will advise, larger items generally will be sent DHL as this is more cost effective than Royal Mail.

Please note the maximum weight limits:  Special Delivery Guaranteed by 1pm™ items is 20kg.  Special Delivery Guaranteed by 9am items is 2kg

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International Courier Request Booking Form Please note: All fields marked with * must be completed or your DHL parcel will be delayed and returned to you until the form is correctly completed. Name:*__________________ Department:* Cost Centre:* _____________ Date:* _______________ Email:*________________________________________________ Service required. Pre 9am, Pre 1pm are only available to certain destinations. International deliveries have specific transits times, please check with the post room, typically 2-3 days except USA _______________ Please tick one:*Pre 9am Standard Recipients Address:* (Cannot be a PO Box, it is a signed for service) ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ____________________________________________ Post/Zip Code:* ________________Telephone No:*_____________ Email:* _________________________ Insurance No Yes : £_________ (Documents cannot be insured) Full Description of Contents:* ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ _______________________________________________________ If other than documents please provide what the contents are and value as a Pro Forma needs to be supplied. Restrictions apply to certain items being sent internationally and customs clearance may demand more information. A copy of the Air waybill will be sent to you via email, you can use this number to track your shipments progress on the following website www.dhl.com alternatively contact the Mail Room: Jamie Foster: 2852 Stuart Riddle: 2845 George Wright: 2107 India Johnston: 2342 Pre 1pm

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