Postal Services

PfH launched a new Postal Services Agreement in March 2008 which can enable the social housing sector to save up to 58% on mail delivery costs and significantly reduce its carbon footprint.

PfH's market research showed that housing organisations send an average of 194 letters per day, each spending in the region of £40,856 per year on the stationery, printing, collecting, processing and postal costs all involved in sending mail. As a whole the sector spends over £139 million per year on mailings.

Research indicated that there was little awareness in the sector of the true total cost of sending mail via 'traditional' routes and there was a lack of understanding about other mail options now available through advancements in technology and process.

PfH's Postal Services agreement will help housing organisations reduce their environmental impact by decreasing their transport requirements. This is done through electronic mail, a service which offers an alternative to traditional postal collections.

Mail is sent electronically to a supplier who will print and fulfil the order. The post will then be collected from the supplier and delivered to the addresses. This electronic mail service eliminates the hidden costs associated with mail production, printers, toner, stationery and franking. Housing providers reduce their postal costs and increase their control over spend on mail. Staff can concentrate on their core activities rather than collating mailings. That said, the agreement also delivers benefits through the traditional mail route.

Three suppliers have been appointed to the Agreement - Inkfish, Royal Mail and TNT Post. Royal Mail and TNT offer traditional mail services such as local and national collections, mail sorting options and secure deliveries through the Agreement. All three suppliers offer electronic mail options, enabling users to send documents straight from their desktop.

Housing organisations using the Postal Services agreement can make up to 58% savings on the true cost of sending one letter by using PfH's electronic mail service. Significant savings can also be made on traditional mailings, with PfH's prices 40% less than normal franked 1st class deliveries and 13% less than normal franked 2nd class deliveries.

Julie Craig, Director of PfH said: "Sustainability is an increasingly important consideration for social landlords. We want to provide housing organisations with clear ways in which they can reduce their impact on the environment through procurement. The Postal Services agreement presents the sector with an opportunity to reduce their postal costs AND meet their green objectives. Sustainability and efficiency - you can buy it!."

What does the Postal Services agreement offer?

Members have several options for sending letters if they sign up to the Agreement:

• Continue using the 'traditional' route through Royal Mail or TNT Post
• Use the 'traditional' route for daily letters and send out large monthly / quarterly runs through the electronic mail
• Use the 'traditional' route for large monthly / quarterly runs and use the electronic desktop mail for the letters sent out on a daily basis

What are the benefits of the Agreement?

Electronic Mail Service

• Up to 58% cost savings
• Reduced Carbon footprint
• Increased speed to market ensuring tight deadlines are met
• Eliminates the hidden costs of printing, collecting, enclosing, and processing mail
• There are no stationary costs, printer costs, stamping, franking or obsolescence costs
• Reduced overall postal costs
  " Staff can concentrate on their core activities
• Consistency of corporate image using predefined templates
• Control of spend on mail
• Provides greater control with a tracking and audit trail
• Electronic archival of copies releases storage space
• Improved efficiency and productivity

PfH realise that sending electronic mail may be a large cultural change to many organisations. To assist in this process, PfH have ensured that the three suppliers will all provide training and support throughout the initial process. All three suppliers also offer a dedicated PfH account manager and telephone contact number for free assistance throughout the length of the contract. This is available to any member of staff.

Traditional Mail Service

• Over 40% cost savings on normal franked 1st class deliveries and 13% less than normal franked 2nd class deliveries
• Flexible collection times
• Full local Account Manager & dedicated Customer service support
• Daily collections provided as well as ad-hoc collections
• Credit account not prepay
• With TNT Post there is day definite delivery - Day 1 for Day 3 delivery
• With TNT Post there is no franking or stamping required which means there is more time to prepare the mail
• Royal Mail offers a comprehensive range of services including: Transportation, Secure collection and delivery, Screening, Warehousing, Site & facilities management.

Who are the Suppliers?

Inkfish Inkfish has developed over the past 25 years to become a leading provider of intelligent business communications, whether for transactional, marketing or administrative purposes. Experienced yet vibrant, Inkfish combines the knowledge and the innovation needed to streamline letter and postal solutions and deliver substantial cost reductions. The company operate from a regenerated brown field site in Coventry under strict ISO27001 (data security) 14001 (environmental) and 9001 (processes) accreditations to ensure all output meets and exceeds expected service level agreements. Inkfish's experienced client service team are available to discuss all mail and postal opportunities either on site or via communication links. www.inkfish.co.uk

Royal Mail Royal Mail Group Ltd consists of Royal Mail, Post Office Ltd and Parcelforce worldwide. Royal Mail is the letters and packages business, covering the whole of the UK with a one-price-goes-anywhere universal service. Each working day Royal Mail collects items directly from 87,000 businesses. These items pass through its network of 70 mail centres, 8 regional distribution centres (for customer sorted mail) and 3,000 delivery offices. Royal Mail offers a comprehensive range of services ranging from mail and packet distribution, print and fulfilment, media and marketing and innovation sessions for clients at its management centre in Rugby. www.royalmail.com

TNT Post TNT Post UK was established in the UK in early 2003 and was one of the first companies to be granted a full seven-year license by Postcomm. Its aim in the UK is simply to provide a customer-oriented, cost effective, innovative and modern alternative postal service. TNT Post offers a service with a truly customer-focused approach, calling upon its extensive experience and the size, scale and resources of its network in the UK. TNT Post currently processes 1 in 4 mail items every night and services much of the public sector throughout the UK as a result of tenders secured. www.tntpost.co.uk

Sign up to PfH's Postal Services Agreement today

Are you an existing PfH Member?
Contact the PfH Team to sign up to the Agreement.

Are you a housing organisation interested in joining PfH?
Contact the PfH Team for further information on how to become a Member.

e: info@procurementforhousing.co.uk
t: 01457 891906
f: 01457 869361

Further detail about this Agreement are available on the Members' Website.