Using Special Delivery & Signed For Services On Your Online Account

Watch this video to learn how to add credit for Signed For / Special Delivery letters.

Follow these steps to add credit for Signed For / Special Delivery letters:

1. From the home page, select the + icon to the left of the “Postage account balance”.

2. A new window will display your “Postage account balance”, where you can add credit to the app.

Please Note: The credit on the app will be separate from the credit you have on the franking machine but will be taken from the same postage account.

3. Choose the amount you would like to add to your account, using the options at the bottom, or input another amount into the box displayed.

4. Click “Add funds”.

5. Once added you will see a message in the top right corner to confirm the transaction has been successful.

6. You are now ready to start sending recorded/ special delivery items.

Please Note: You can only reprint a shipping label up to 24 hours after the initial printing. In addition to this you may only reprint this label up to 3 times in said 24-hour period.

Watch this video to learn how to process Signed For/ Special Delivery letters and large letters online.

Follow these steps to process Signed For/ Special Delivery letters and large letters online:

1. From the home page, Select you print media.

o Postage Sheets – This will allow you to print direct from your desktop printer or photocopier. To purchase special delivery laser labels please click the link below: https://www.mailcoms.co.uk/product/packaging-shipping-mailing/self-adhesive-labels/inkjet-laser-printer-labels/special-delivery-signed-for-laser-labels-192x39mm/

o Postage Roll – To use this feature your will need a designated printer to use in the app. Please follow the below link to purchase your printer: https://www.mailcoms.co.uk/product/shipping-printers/signed-for-special-delivery-thermal-letter-label-printer/

o Envelope – To use this feature you will need a desktop printer that can print directly on to envelopes.

Please Note: If you click on this option a window will appear to check your printer’s compatibility.

2. Once you have chosen your media, you will go into the postage screen.

3. First select if your item is going to “United Kingdom” or “Jersey/Guernsey”.

4. Select the date you wish to send the item. Please Note: The item must be sent on the date that is printed on the franked item.

5. Select Postage sheet type “7 Labels”.

6. Input a return address that you would like to appear on your item. This will save for any future items that are processed. Please Note: You are currently unable to use your company logo on the online account.

7. The service type should remain as “Royal Mail” to process Signed For / Special Delivery.

8. On service details select if the item will be sent as “Signed For” or “Special Delivery”.

9. Input the quantity of items you wish to send.

10. Input the weight of the item. You can use the scale on your franking machine and input manually, or you can purchase a designated USB scale for the app, for more details on the scale please contact us.

11. Once the weight is input, please select if your item is a “Letter” or “Large letter”.

12. The last option is “Mail service”. Select the drop-down box to display the service available to you, from the information you have selected.

o Special Delivery – The dropdown box will give you the option for “1pm” or “9am”, select the service you require. If you need additional Compensation or Saturday guarantee, click “+ Add extra Services”. Tick the boxes you require and input the compensation level you require for your item.

o Signed For – The drop-down box will give you the option to send your item, 1st or 2nd class. Click the option you require.

13. Once you have selected the correct information, add your label to the sheet or roll, or click print depending on the print media you have selected.

o Postage Sheets – Click “Print postage” and select the printer you wish to use from the dropdown list. Isert your “Mailcoms 7 Sheet Laser label” into your printer tray to complete.

o Postage Roll – Once the item has been added to the roll, Click “print postage” for your label to be printed from your label printer.

Please note: If you would like to add a reference to your item, input this into “Memo/ Reference” on the right-hand side. This will allow you to easily identify the item you have sent in your transaction history.

14. Once your label has printed, affix to your item and hand over to the Royal mail/ post office to be processed.

Watch this video to learn how to view transaction history / obtain tracking numbers for Signed For/ Special Delivery letters and large letters online.

Follow these steps to view transaction history / obtain tracking numbers for Signed For/ Special Delivery letters and large letters online:

1. From the home page, click “Sending” at the top of the page.

2. In the history column, select “Parcel & Letter History”.

3. Select the “Letters” tab.

4. Click onto the item that you would like to view.

5. If you would like to track the item, click on the tracking number which will redirect you to the Royal Mail website where you can check the status of your item.

Please Note: All tracking numbers are automatically generated and Mailcoms are not responsible for any tracking issues.

Use Royal Mail’s Special Delivery service to mail items within the UK that must be delivered within a specific time frame.

1. Click the Send a Parcel tab at the top of the home screen.

2. Click Letter, Large Letter, Small parcel, Medium parcel or select Enter Custom Dimensions.
– If you are using the USB connected scale, place your package on the scale platform and click the Scale icon.
– If you are not using the scale, enter the package weight manually in the fields.
– If you chose enter custom dimensions, enter the package dimensions and weight in the fields.

3. Click Continue.

4. Ensure your sender address is populated in the From field. You can Edit, Add New or View All sender addresses in the drop-down menu.

5. (Optional) Select Cost Account drop-down menu and choose the desired account from the list. You can start typing the name or number to search for the desired account.

6. Enter the recipient’s postcode in the To field and select the correct address from the suggestions or click on the Address Book icon to select a recipient address previously saved to Address Book. Alternatively you can manually enter an address.
– The postcode entered must be in the correct format before your Online Postage Account will allow you to proceed with label set up.
– For items to the Channel Islands, select United Kingdom in the country drop-down menu before entering a valid postcode.
– Items to the Channel Islands may also require accompanying customs forms to be completed and attached. Visit The Royal Mail website for more information.

7. Enter the recipient name if it has not already been populated. This is a required field.

8. (Optional) Enter the recipient email address and/or phone number.

9. (Optional) Tick Email the Tracking Number if you would like an automated email notification of the package tracking number. Enter the email address for the notification email. Add a comma in between email addresses if you require more than one email sent.

10. Click Continue.

11. Choose a Special Delivery class. Services available will depend on the mail piece you are sending. Choose Special Delivery guaranteed by 1pm or Special Delivery guaranteed by 9am, if available. The cost of the selected service appears on the right hand side of the screen.

12. (Optional) Choose any additional options, such as: Collection, Saturday Delivery and/or Additional Compensation if required. Options available depend on the service you select. Services can be filtered by speed and sorted by price.

13. Click Print Options.

14. Check that your printer is on and your printing media is correctly loaded.

15. Select your printer.

16. In the Select a print size field, ensure either Roll – 4 x 6 or A4 is selected as required by the printer that you are using.

17. (Optional) View the print sample.

18. (Optional) If you would like to print a test print that will not debit your account on plain paper before printing the label, Click Test Print.

19. Click Print or Download label pdf instead as required.

20. Click Print in your browser.

In order to print labels and postage in your Online Postage Account, you must have enough funds in your postage account.

To check your account balance:

1. Choose the Send a Letter tab on the Home screen.

2. Click Postage Sheets, Postage Rolls or Envelope.

3. Your postage account balance will be shown at the top of the screen.

Alternatively you can view your balance via settings.

1. Click Settings.

2. Click Postage Refills from the drop-down menu.

3. Scroll down to the Postage Account section to view your postage account balance.

You can reprint a postage sheet up to 24 hours from the initial printing. You may reprint up to 3 times within the 24 hour period.

To reprint a label:

1. Click History at the top of the Home screen.

2. Click the Letters tab.

3. Click the > next to the label you wish to reprint to expand details.

4. Click Reprint Postage.

5. Tick the box next to the specific postage order to reprint.

6. Click OK.

7. Click the Postage Sheet button.

8. On the right hand side of the screen compare the postage label sheet preview to the postage sheet you will be using. If your postage sheet is new click Use new sheet. If you are reusing a sheet, the preview indicates which label your stamp will be printed on as the next available white box. If this is incorrect or you have a damaged label:
a. Click Mark labels as damaged or used.
b. Click on the white labels that are used or damaged so that they become grey and marked as damaged.
c. Click Apply.

9. Click Reprint Postage.

Tip: If you save a PDF of the label to your computer when you first print, you can reprint it later from the PDF file. This is useful if the 24 hour reprint period has elapsed.

You can view tracking information for packages sent through your online account in your history, or look up tracking information for any package from the Home screen.

To view tracking information:

1. From the menu at the top, select History.

2. Select the Parcels tab.

3. Select a shipment to view more details, including the tracking number. Note: If there is no tracking number, then the item did not include tracking. Tracking availability is determined by the carrier and service used for the shipment.

4. (Optional) To copy a tracking number to your clipboard so that you can paste it elsewhere, select the Copy tracking number icon.

5. Click on the Tracking Number to access tracking information on the carrier’s website.

Use your Online Postage Account to export history reports to .csv files. These reports may include history data from other products such as your franking machine.

You can export a history report based on date ranges for labels and envelopes printed.

Historical data is kept online for 25 months.

To export a history report to a .csv file:

1. Select History.

2. Select the Letters tab.

3. Select the calendar icon to define the date range for your report. Choose custom range for more advanced date range settings.

4. Select the Export icon.

The report will be exported to a file named stamps-transactions.csv in your Downloads folder.

Addresses edited in your Online Postage Account are also updated in the address books of other products such as your franking machine.

1. From the menu at the top, select Address Book.

2. Select Recipients, Senders or Return Addresses to display the previously saved addresses in your address book.

3. Select the Edit icon next to the address you wish to edit.

4. In the Edit Contact window, make the necessary changes. When typing a street address, suggested addresses will be displayed.

5. Select Save.

You can print a date correction with zero value in your Online Postage Account to place alongside your impression. You can correct the mailing date on the printed postage by selecting the corrected date and creating a postage label with zero value. You can then stick this to the left of your previous postage label. You must not overlap the labels.

To print a date correction:

1. From the home screen click the send a letter tab.

2. Click on your chosen print media. Please note you are unable to print a zero value print on an Envelope.

3. On the right hand side of the print screen click Date correction with zero value print.

4. Select the correct date from the calendar.

5. Choose your printer if you have more than one installed and ready.

6. Click Print.

Printing a date correction only prints a new date. You will not be charged for postage. You can print only one zero value postage at a time.

If needed, you can change the sender’s address when creating a shipping label.

Important Note: If you are using Parcelforce and have chosen Collection, the Sender Address is the address from which your parcel will be collected.

If needed, you can change the sender’s address when creating a shipping label.

1. From the Addressing screen when creating a label, select the From menu.

2. Select one of the following options:
– To select a different address from your Address Book, select View all senders and select the desired address.
– To make a change to the currently selected address, select Edit sender address, make the necessary changes, and select Done.
– To enter a new address, select Add new sender address, enter the address, and select Done.

Follow the instructions below to learn how to create and print postage on a envelope in your Online Postage Account.

This article shows how to print postage on envelopes when using standard postal rates. You can print a zero value test print of your envelope. This ensures that your printer is set up correctly.

1. Click the Send a Letter tab at the top of the home screen.

2. Click Envelope.

3. Click UK or Jersey/Guernsey in Recipient Location.
– Parcels to the Channel Islands may also require accompanying customs forms to be completed and attached. Visit The Royal Mail website for more information.

4. Select your envelope size- DL or C5.

5. Select postage type- Standard Postage for standard postage rates. You are not able to print a return address on standard rate postage on envelopes.

6. Select the date on which you will be mailing your label from the calendar. Note: For any postage created after 5pm the date will automatically show as the next day.

7. (Optional) Choose a cost account from the drop-down menu on the right side of the screen if you are using cost accounts.

8. (Optional) Enter a memo / reference on the right side of the screen if required.

9. Click your service type from the options below. Click the relevant link below to continue with set up.
– Royal Mail Services
– Frank Pay ‘Parcelforce Worldwide’
– Surcharge

Royal Mail Services

1. Click Standard Services in Service Details.

2. Select the quantity of envelopes to be printed.

3. If you are using the USB connected scale, place your envelope on the scale platform and click the Scale icon. Alternatively, enter the envelope weight manually.

4. Select the mail type: Letter or Large Letter.

5. Select the mail service from the drop-down list.

6. Click Add to Envelope. You can now print postage with different services and values if required by returning to the top of the screen.

7. If you want to check your postage before printing without debiting your account, have a spare envelope ready and correctly loaded into your printer for a test print and click Test Print. If you are happy with your test print you are returned to the print postage screen.

8. Ensure that your printer has envelopes correctly loaded ready to print.

9. Click Print Postage to print your postage paid envelope.

Frank Pay ‘Parcelforce Worldwide’

1. Type in your postage value.

2. Click Add to Envelope. You can now print postage with different services and values if required by returning to the top of the screen.

3. If you want to check your postage before printing without debiting your account, have a spare envelope ready and correctly loaded into your printer for a test print and click Test Print. If you are happy with your test print you are returned to the print postage screen.

4. Ensure that your printer has envelopes correctly loaded ready to print.

5. Click Print Postage to print your postage paid envelope

Surcharge

1. Type in your surcharge value to cover any underpayments or surcharges from Royal Mail.

2. Click Add to Envelope. You can now print postage with different services and values if required by returning to the top of the screen.

3. If you want to check your postage before printing without debiting your account, have a spare envelope ready and correctly loaded into your printer for a test print and click Test Print. If you are happy with your test print you are returned to the print postage screen.

4. Ensure that your printer has envelopes correctly loaded ready to print.

5. Click Print Postage to print your postage paid envelope.