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Mail services

This Freedom of Information request asks for details about our mail services.

Request for information - Ref No: FOI19882

Request

Thank you for your email of 21 February 2019, requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:

Can you please respond to the following questions relating to Ordnance Survey current mail services in the UK:

1. What are your annual outbound mail volumes for your last financial year? If available can you please provide the annual breakdown by mail pack sizes e.g. C5, C4 etc.
2. What was your annual outbound mail expenditure for your last financial year? If available can you please provide the annual breakdown by mail pack types i.e. 2nd class, 1st class, Special Delivery etc.
3. What was your annual expenditure in your last financial year for mail franking machines?
4. Do you insert any printed materials into your mail packs? If so, please provide volumes for your last financial year.
5. What was your expenditure in your last financial year on mail room staff together with the number of FTEs in place?
6. What is the level of automation you currently have for outbound mail?
7. Do you utilise a hybrid mail solution and if so, please confirm if the hybrid mail solution is on premise or outsourced?

Our response

I confirm that Ordnance Survey does hold some of the information you have requested. Where this information is not held this is stated. Taking each request in turn, I confirm the following:

1. What are your annual outbound mail volumes for your last financial year? If available can you please provide the annual breakdown by mail pack sizes e.g. C5, C4 etc.

I confirm the total annual outbound mail volumes for the last financial year is 43,819, see the table below for the breakdown: -

MAIL PACK SIZE ANNUAL BREAKDOWN
C5 Letter 17
C4 Large letter 13,461
Parcels 18,275
No format declared 12,066

2. What was your annual outbound mail expenditure for your last financial year? If available can you please provide the annual breakdown by mail pack types i.e. 2nd class, 1st class, Special Delivery etc.

I confirm the annual outbound mail expenditure for the last financial year was £94,882.97 (excluding VAT). The annual breakdown by mail pack types is set out in the table below: -

MAIL PACK TYPE ANNUAL BREAKDOWN
1st and 2nd class £296.26
International £8,341.05
RM 24/48 (no barcode) £41,595.20
RM 24/48 £21,171.78
RM signed for 1st / 2nd class £56.43
RM tracked 24 £15,548.33
Special delivery by 1pm £7,313.70
Special delivery by 9am £560.22

Our system does not provide the option to filter between 1st and 2nd class post therefore we are unable to include the breakdown between 1st and 2nd class post in the table above.

3. What was your annual expenditure in your last financial year for mail franking machines?

£9000.00 (excluding VAT)

4. Do you insert any printed materials into your mail packs? If so, please provide volumes for your last financial year.

I confirm that Ordnance Survey does not hold the information you have requested.  We do not insert any printed material in our mail packs.

5. What was your expenditure in your last financial year on mailroom staff together with the number of FTEs in place?

The total expenditure on mail staff in the last financial year was £54,671.31 (excluding VAT).  

The number of FTE’s is three.

6. What is the level of automation you currently have for outbound mail?

Royal Mail Online Business Account, Click and Drop, Franking Machine, Letter Folder and Enveloper, Letter Opener.

7. Do you utilise a hybrid mail solution and if so, please confirm if the hybrid mail solution is on premise or outsourced?

I confirm that Ordnance Survey does not hold the information you have requested. We do not utilise a hybrid mail solution.

Internal review

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000.  If you are unhappy with our response, you may request an internal review with our Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:

Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

Contact us via our FoI form

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

  • Failed to respond to your request within the time limits (normally 20 working days)
  • Failed to tell you whether or not we hold the information
  • Failed to provide the information you have requested
  • Failed to explain the reasons for refusing a request
  • Failed to correctly apply an exemption or exception

The Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner›s Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal, within three months of receiving our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.