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Royal Mail has new requirements for sending International items containing goods. These changes comply with the EU’s Import Control System 2 (ICS2) regulations to improve parcel security and customs efficiency. Failure to comply may result in delays, returns, or even destruction of your items.
Key changes
1. Mandatory Electronic Advanced Data (Pre-advice) – For goods sent internationally (non-personal correspondence), Electronic Advanced Data is now required in addition to the CN22 or CN23 customs forms.
2. Personal correspondence exemption – Items defined as personal correspondence do not require Electronic Advanced Data. Examples include letters, postcards, invoices/statements, and other items addressed to individuals.
3. Online API services to process mail – Alongside your postage account, there is an online system that you can use to simplify compliance with these changes. This service provides Royal Mail International services and includes the required Electronic Advanced Data.
Q&A: Using franking machines and the SPO Online Account for International & Domestic Services
Yes, you can continue using your franking machine for international mail that is not Tracked or Signed For. This includes non-commercial items like personal correspondence. However, if you need tracking or signature services for international mail, you must use the Online (SPO) platform to comply with new regulations.
The online platform has been developed by Pitney Bowes to manage shipping needs, including Royal Mail International services. It generates the required tracking barcodes and electronically submits the customs information necessary for ICS2 compliance. A monthly subscription fee of £4.99 applies.
ICS2 (Import Control System 2) is an EU regulation that requires Electronic Advanced Data (EAD) for all parcels containing goods. This ensures customs authorities receive detailed information in advance, reducing delays or risks of parcels being returned or destroyed.
Personal correspondence includes non-commercial items sent to individuals. Examples:
- Handwritten or typed letters.
- Postcards and greeting cards.
- Individual invoices or statements sent directly to a person.
- Catalogues or brochures accompanied by a personalised letter.
No, invoices addressed to businesses or dispatched in bulk are not considered personal correspondence. These require ICS2 compliance and must be sent via SPO with tracking or customs forms.
Yes, if the documents are addressed to a specific individual, they qualify as personal correspondence. For example, sending a personalised report to a client at their office address is allowed.
Franking machines do not support the generation of Electronic Advanced Data (EAD), which is mandatory for tracked and signed services when sending goods internationally. SPO integrates these requirements.
No, the older silver stickers are no longer necessary. SPO generates labels with embedded tracking barcodes, eliminating the need for additional stickers.
Yes, SPO is compatible with most standard printers. You can print labels directly on adhesive sheets or envelopes. Ensure your printer supports the label sizes specified in the SPO portal.
- A compatible printer.
- An internet-connected device (e.g., computer or tablet).
- A monthly subscription to SPO (£4.99/month).
- Access to Royal Mail International services configured within the portal.
Labels are created through the platform by entering shipment details. The system embeds tracking barcodes and submits the required electronic customs data. Follow the step-by-step guides available on the Pitney Bowes website for your specific printer and device.
Items lacking the necessary customs data risk delays, being returned to the sender, or being destroyed by customs authorities.
No, personal correspondence does not require customs declarations (CN22 or CN23) or Electronic Advanced Data submission.
If you do not require tracking or signature, you can use your franking machine as usual for basic International services.
The subscription fee is £4.99 per month. Additional costs may apply depending on the selected postal services (e.g., insurance or special delivery options).
No special hardware is required. You can use your existing printer and computer setup as long as they are compatible with the label printing process.
