To ensure communications are sent in the most appropriate way, colleagues are please reminded of the criteria they should use postage. This also supports our work toward financial sustainability by avoiding unnecessary costs.

What postage class should I use?

The default option for all non-urgent hospital communications, including routine appointment letters and general administrative correspondence, is 2nd class postage.

Where available, colleagues should use pre-printed 2nd class postage envelopes as this enables effective tracking of our overall post volumes with Royal Mail.

When can I use 1st class postage?

1st class postage should only be used when delivery cannot meet specific business or clinical deadlines. This includes:

  • Urgent clinical information: Time-sensitive test results or urgent referrals where delay may impact patient safety
  • Short-notice appointments: Appointments scheduled with less than 10 working days’ notice
  • Legal or contractual requirements: Documents with strict statutory deadlines.

Before selecting a 1st class option, we ask colleagues to consider if it is appropriate, if there any digital alternatives. This could include:

  • NHS App or patient portals (eg Dr Doctor)
  • Telephone or SMS notifications
  • Secure email.

1st class postage should not be used for non-urgent administrative paperwork or internal newsletters. 

Valuable items (eg jewellery or patient items) should not be sent 2nd or 1st class. These require Royal Mail Special Delivery for insurance and tracking purposes.

To avoid ensure prompt delivery and to avoid additional 'Pricing in Proportion' surcharges, please follow the below guidance:

  • Envelopes: Use standard DL (110x220mm) or C5 (162x229mm) envelopes whenever possible
  • Weight limits: Standard letters should not exceed 100g or 5mm in thickness
  • Addressing: Ensure the recipient’s address is correctly aligned within the envelope window to prevent automated sorting delays.