A Comprehensive Guide to Safely Sending Legal Documents By Post UK
You may use digital channels like email to correspond with your clients or customers. But, you would still need to send a physical copy of signed documents for various official or legal reasons, irrespective of the convenience the online platforms offer.
Fortunately, Royal Mail offers many mailing services for sending legal documents by post-UK. These options vary to suit the needs and budgets of all customers.
Ensure to select a fast and secure option, especially if you want to ship documents, like tax forms, employment contracts, partnership agreements, etc. Also, use appropriate packaging for sending legal documents by post-UK to safeguard your mail against wear and tear.
We understand how significant it is for your mail items to reach their destinations securely. So, we have compiled this guide for sending legal documents by post-UK more efficiently.
Keep reading further to unlock the checklist to use the Royal Mail’s service to your advantage. Let’s begin!
Steps For Sending Legal Documents by Post UK Securely
You are just a few steps away from sending legal documents by post-UK conveniently and safely, and they are:
Draft and Print Out Your Documents
The first step is to draft and print error-free and top-notch quality documents. You probably work on a CRM that lets you autofill the legal documents and save them on your system. By integrating a direct mail API like PostGrid into your CRM, you can start creating, printing, and sending legal documents by post UK immediately.
Pack and Print Postage Information
The next step is to insert your documents into envelopes and seal them. It can take hours and days of your time if done manually. Hence, consider using PostGrid’s automation solutions to wave goodbye to time-draining and daunting manual work.
Furthermore, you need to print your imprint information on the envelopes for sending legal documents by post UK. Otherwise, the process consists of affixing postal stamps to every envelope. Again, automation can help you outsource these jobs and save loads of your time.
Mention the Correct Mailing Addresses
Always use the prescribed Royal Mail address format for sending legal documents by post UK without potential issues. Even a single mistake can cause severe misinterpretation or delivery failures. Here is the correct format that you should follow:
Recipient’s full name
Building number or name and street address
Locality name (if applicable)
Post town
Postcode
Sample Address:
Charles Hiddleston
5 Chapel Hill
Westbourne
BOURNEMOUTH
BH4 9DB
Choose a Mailing Option that Offers Signature Verification
Selecting a secure mailing service that provides features like signature upon delivery and tracking is significant. Such options are primarily ideal for sending legal documents by post UK. It ensures that the postal carrier verifies the recipient’s identity and records proof of delivery.
Also, you can instruct Royal Mail to not drop off your items at the doorstep or a neighbour’s house using such services.
What Kind of Packaging Should You Use For Sending Legal Documents By Post UK?
Paper-based documents are very delicate and can get damaged easily in transit. Also, senders need to take extra precautions if their mail contents are confidential. The packaging should conceal the items and prevent anyone from reading through the envelopes.
Here are a few do’s and don’ts that you should remember for sending legal documents by post UK:
Use a Thick and Sturdy Envelope
The envelopes you use should be strong enough to carry the weight of your documents. While sending legal documents by post UK, try not stuffing too many papers in the same envelope. It can cause your packaging to tear up before it arrives at the destination.
Also, use envelopes made with high-quality, non-transparent paper to stop fraudsters from viewing the inside contents. It is best to use a hard-backed envelope to prevent your documents from bending.
Add Lots of Bubble Wrap
Try using plenty of internal packaging and bubble wrap for sending legal documents by post UK in a box. It ensures that your mail pieces arrive in the condition you sent them.
Also, the postal workers may be unaware of the contents inside the box. Hence, try writing the word ‘important’ on the top to inform them.
Use Waterproof Wallets for Address Labels
If your shipping labels get wet for some reason, it would be impossible for Royal Mail to deliver to the correct address. Therefore, always use waterproof label wallets for sending legal documents by post UK. It guarantees accurate and secure deliveries even on rainy days when there are high chances of your labels getting wet.
Don’t Use Black Plastic Wraps
Such wraps have a shiny surface that creates a reflection of your mail contents. Scammers can read this reflection and misuse the data, resulting in a data breach.
A recent survey states that 39% of UK businesses saw a cyber attack, making companies tighten their security measures. Hence, always use non-reflective or non-glossy wrap paper for sending legal documents by post UK.
Don’t Cover Your Labels With Clear Tape
The Royal Mail equipment cannot read the shipping labels if there is a clear tape covering. Therefore, avoid using unnecessary packaging items that cause more harm than good while sending legal documents by post UK.
Different Royal Mail Options to Send Your Legal Letters
Royal Mail is a world-renowned postal organisation providing tons of mailing services. You can choose an option that lets you send your documents to the recipients safely and efficiently.
Below, we have mentioned all the choices to help you make a suitable decision:
Royal Mail 1st Class
It is one of the most basic and ideal Royal Mail options for sending legal documents by post UK. Royal Mail 1st Class rates start at £0.95, and you can ship up to 20 kg. The best part is that it lets you deliver items the next day, including Saturdays!
Royal Mail 2nd Class
This postal service is apt for your company only when you can wait for two to three business days for your mail delivery. Yet, its low rates and Saturday deliveries make it an excellent option for sending legal documents by post UK.
Like 1st Class, Royal Mail 2nd Class also allows you to mail up to 20 kg.
Please note: Both 1st Class and 2nd Class Mail include a £20 compensation cover.
Royal Mail Signed For 1st Class and 2nd Class
These options are similar to the above services and have the same delivery time frames. But, they have an additional feature, which is signature on delivery. Customers that need an online delivery confirmation while sending legal documents by post UK select this mailing class.
Furthermore, they get a compensation cover of up to £50, subject to specific conditions.
The Royal Mail Signed For 1st Class and 2nd Class rates is £2.35 and £2.08, respectively.
Royal Mail Tracked 24 and 48
These are among the best options for sending legal documents by post UK because they offer to track up to the delivery point. Thus, you can guarantee that your mail item reaches the right hands promptly.
The estimated delivery time for Royal Mail Tracked 24 is 24 hours, making it a speedy option for sending legal documents by post UK that are time-sensitive. Its price starts at £3.80.
If you want to reduce the postage costs, you can opt for Royal Mail Tracked 48 and save nearly £0.60.
Royal Mail Special Delivery Guaranteed By 9 AM
It is the most expensive postal service by Royal Mail that assures delivery of urgent documents by as early as 9 AM. It costs £22.95, and you can ship a maximum of 2 kg. You can avail of many more features by using this service for sending legal documents by post UK, like:
- Full tracking
- £50 compensation cover
- Signature on delivery
- Additional coverage of up to £2,500 for an additional fee
Royal Mail Special Delivery Guaranteed By 1 PM
If you can wait for a few hours more, choose this service for only £6.35. It helps send legal documents by post UK with a delivery time frame of 1 PM the next day.
Its features are the same as Royal Mail Special Delivery Guaranteed by 9 AM, but it is much more cost-effective.
How Can PostGrid’s Direct Mail Services Help You For Sending Legal Documents By Post UK?
PostGrid allows companies to send their transactional, compliance, and legal documents affordably and securely. Using our automated direct mail services, you can mail:
- Letters
- Invoices
- Statements
- Contracts
- Bills or receipts
- Notices and circulars
- Lease agreements
- Cheques, etc.
Here are some of our best features to aid your efforts of sending legal documents by post UK:
- Template Gallery: PostGrid offers numerous in-built templates to draft your documents within a few minutes. The API integration helps you fetch data from your CRM and get your items ready automatically.
- PAF-verified addresses: PAF stands for Postal Address File and consists of nearly 30 million mailing addresses. Luckily, PostGrid is PAF-certified and uses the Royal Mail’s authoritative database to verify your addresses. It also employs the Multiple Residence (MR) and Not-Yet-Built (NYB) files to enhance the quality of your data. Hence, you can continue sending legal documents by post UK to valid and deliverable addresses, reducing mail returns.
- Address verification: Our address verification API allows businesses to validate and standardise their delivery addresses accurately. Furthermore, our print and mail services also cross-check the accuracy of your addresses before sending legal documents by post UK.
- Real-time mail tracking: PostGrid also enables you to view your mail status in real-time. Hence, you can be updated regarding your sent items and follow up with your clients accordingly.
Security: Your data privacy is our priority. We strive to maintain the highest levels of confidentiality and security while sending legal documents by post UK. PostGrid is compliant with several laws, including GDPR and the Data Protection Act (DPA). It is also ISO 27001, 2701, 9001, and 14001 certified.
Wrapping Up
You should always have a couple of handy options to send your documents to the intended recipients smoothly. Royal Mail has a wide range of services with different time frames and costs. Hence, sending legal documents by post UK is affordable and uncomplicated.
Furthermore, online direct mail services like PostGrid make the job easier for companies. They can integrate our API into their system and start sending documents speedily.
PostGrid helps you save tons of effort, time, and money. Our flexible pricing plans ensure that you always have an affordable option for sending legal documents by post UK, irrespective of the volume.
You no longer need to worry about your mail security or speed. We allow you to send your items via ideal Royal Mail services that promote maximum efficiency.
Want to see how our API works and assists you in sending legal documents by post UK? Request a demo now!
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