Mail Services

The Mail Services Unit provides mail and courier services for the University.

Mail Centre location

About the services we provide:

	Incoming Mail
	Internal Mail
	Outgoing Mail
	Intercampus Exchange Service

Mail Centre Location
Swinburne University Mail Centre
1 Alfred St
HAWTHORN VIC 3122
Telephone: 9214 8211
Facsimile: 9214 5400

Contacts
Claude Sinosich,
Supervisor
Email: CSinosich@swin.edu.au

Hours of Operation
Monday to Friday
8.30 am to 5.00 pm

Incoming Mail

Domestic and overseas mail from Australia Post
Courier & Freight items (Hawthorn only)

Croydon, Lilydale & Wantirna
Mail is delivered by Australia Post and is sorted by Student Administration staff into the mail boxes located at each campus, for collection by each Department. The time this mail is ready for collection varies between each campus so please contact the Customer Service staff at your campus to ascertain the relative time at your campus. Incoming freight or courier items are delivered to reception.

Hawthorn
Mail is received from Australia Post and is then sorted and distributed by Mail Centre staff by 11.00 am on most days. Incoming freight or courier items are delivered to the Mail Centre and then distributed by Mail Centre staff.

Prahran
Mail is collected by the Mail Centre courier and sorted by the courier into the mail boxes, this mail is usually ready for collection by 9.15 am.

Correct Addressing
The preferred postal address for Swinburne is:

Swinburne University
PO Box 218
Hawthorn, Vic 3122

To receive mail at Swinburne you will need to include in the address your School, Department, Centre or Unit name and Mail Number.

e.g. Swinburne University of Technology
Attn: C Sinosich
Mail Services Unit, H55
PO Box 218
HAWTHORN VIC 3122

Please note:
Mail will be delivered as addressed
Only mail received addressed to “Swinburne University” will be opened
Mail received that is addressed to a person, but lacking enough detail to allow delivery will have the name checked against the Internal Telephone directory and the Groupwise Address Book
Mail that cannot be delivered will be returned to the sender.

Internal Mail

Collection and distribution of intra and intercampus mail

Intracampus Mail
Croydon, Lilydale, Prahran and Wantirna
Mail between units is exchanged via the mail boxes located on each campus. Departments are required to sort their items into the mail box of the unit they are sending mail to.

Hawthorn
Internal mail is collected and distributed twice daily by Mail Centre staff.

Intercampus Mail
Croydon, Lilydale & Wantirna
Mail for other campuses is collected and delivered twice daily by the Mail Centre Courier. Student Administration staff sort this mail into each Department's mail box.

Hawthorn
Mail for other campuses is collected and despatched by Mail Centre staff twice daily.

Prahran
This mail is collected, delivered and sorted by the Mail Centre courier twice daily.

Internal mail must show:
The name and the Mail Number of the unit it is being sent to;
The name of the unit sending the item; and
The date it was sent.

Outgoing Mail

Collection and lodgement of Australian & Worldwide mail
Despatch of local, interstate and international courier items
Postage Discounts
Bulk Mail Preparation
Postal Products

Croydon, Lilydale, Prahran and Wantirna
Mail to be posted is collected by the Mail Centre courier twice daily.

Hawthorn
Outgoing mail is collected by Mail Centre Staff twice daily.
All outgoing mail is processed at the Mail Centre in Hawthorn with domestic mail posted with Australia Post and international mail sent via DHL's Global Mail Service.
All mail is processed and posted on the day of collection.
Please ensure that your Mail Number is shown on each item posted as this will reduce the time wasted by staff each day on the items are returned to Swinburne that need to be opened to ascertain the sender.
All costs associated with mail and courier items are billed back to the originating unit and to facilitate this process a Mail Authorisation Form must accompany any outgoing mail you want posted.

The form must show:
Your name;
Your Faculty, School, Department or Unit's name;
Your Mail Number;
Your 12 digit Finance 1 account code;
The number of items being sent; and
What, if any, special services you require.

Australian Mail Services
Letter Post
Parcel Post

Please ensure that you following the Australia Post Addressing Guidelines each time you send a mail item AND remember to include your Mail Number in the return address of any item sent.

Optional Extras
Express Post
A guaranteed next business day delivery of your documents and parcels which is only available within Australia's major centres.
No proof of delivery or tracing facility is available.
Prepaid envelopes and satchels are held at the Mail Centre.

Registered Post
A proof of posting and proof of delivery service.
There is no tracing facility with this service.
The Mail Centre carries supplies of pre-paid envelopes (DLX and B4) and pre-paid labels.

Receipted Delivery
A proof of delivery only service used in conjunction with the Parcel Post service.
There is no tracing facility with this service.
Supplies of Receipted Delivery labels are carried by the Mail Centre.

Worldwide Mail Services
Letters
Parcels

Please ensure that you following the Australia Post Addressing Guidelines each time you send a mail item AND remember to include your Mail Number in the return address of any item sent.

If you are sending goods (CD's, DVD's, brochures, text books etc) overseas please check the Custom requirements of the Country of destination and complete the appropriate Custom Declaration, available from the Mail Centre.

Optional International Mail Services
Registered Post International
A proof of posting and proof of delivery service.
Only Australia Post Pre-paid envelopes (DLX and B4) can be used to send mail. The Mail Centre holds supplies of these.

Express Courier International
A full courier service for items up to 20kg to most countries .

Please check the Essential Information for each Country before sending your item.

Courier Services
Metropolitan
Croydon, Lilydale & Wantirna – Contact Reception
Hawthorn & Prahran - Messenger Post is the Mail Centre's preferred supplier of local courier services.

The item to be sent must be fully addressed with contact a name and phone number AND if going to a private address endorsed as to whether the item can be left safely if no-one is home.

If you wish to use this service contact the Mail Centre on Ext 8211.

Australia Wide
The Mail Centre's preferred supplier for this service is TNT. Their services provide a full track , trace and proof of delivery facility.

Each item must be clearly addressed showing:
Addressee;
Contact Name AND phone number;
Street Name and number - NO PO Box addresses; and
Suburb.

Additionally you need to advise the Mail Centre what the item contains, if it is dangerous and if you want insurance (if yes then how much). Mail Centre staff will complete the consignment note and arrange collection of the item.

If you wish to use this service contact the Mail Centre on Ext 8211.

Worldwide
DHL is the Mail Centre's preferred supplier. Their services provide a door to door service to all major cities throughout the world for both documents and goods. Delivery times are usually 1-3 days from pickup to delivery however deliveries to rural areas or if your item contains dutiable goods a further day maybe needed for custom clearance.

Custom Declaration - follow this link if your item contains dutiable goods (brochures, CD's, computer disks and text books are considered dutiable goods by most countries).

Each and every item being sent via DHL must contain:
Name of Company;
Name of a Contact Person;
Telephone Number or email address of Contact Person;
Street Name and Number (DHL does NOT deliver to PO Boxes);
City;
District (if applicable);
Postcode; and
Country.

Track a package - follow this link to trace your item. Note: you must have the consignment's AirWay Bill number to do this.

If you wish to use this service contact the Mail Centre on Ext. 8211.

Postage Discounts
Australia Post's Clean Mail Service provides discounts if you are posting more than 300 standard (DLX) or half A4 (C5) envelopes that are machine addressed and:
Address lines are left justified;
The address is parallel to the long side of the envelope;
The last line of the address contains only the Place Name, the State or Territory abbreviation and the postcode and is printed in CAPITALS with no punctuation, bolding, italics or underlining;
There is 1 or 2 spaces between Place Name, State or Territory abbreviation and the postcode;
Second-last line contains only the number and name of the street or thoroughfare, or PO Box or Bag number;
Additional address information such as business or persons name is placed above the last two lines of the address, and not below, alongside or within these lines;
Address labels (if used) are straight and firmly affixed;
If using window panel envelopes, the entire address block IS clearly visible through the window panel when presented for lodgement. Nothing other than the address is shown in the address panel;
Non-address information, such as customer reference codes etc., is confined to the top of the address block; and
The address lines are printed in the ‘address zone' of the envelope.

Bulk Mail Preparation
The Mail Centre provides a folding and inserting service for bulk mail outs. The service provides for the machine folding of one or two A4 sheets, amalgamation of these and then their insertion into envelopes. An additional insert, e.g. reply paid envelope, bookmark, flyer etc., can be added to each item as well. If you wish to know more about this contact Charles at charlesmartin@swin.edu.au

Postal Products
The Mail Centre stocks supplies of:
Pre-paid Express Post Envelopes and Satchels
Pre-Paid Registered Post Labels and Envelopes
Pre-Paid Express Post International Envelopes
Pre-Paid Registered Post International Envelopes
Postpak packaging products.

Intercampus Exchange Service

Collection and distribution of intercampus mail and library materials

This service is for the exchange of internal mail (envelopes and parcels up to 15kg) as well as library materials. It operates from the Mail Centre at Hawthorn and travels between each campus twice a day the current schedule is:

Please note: These times are when mail must be ready for collection. The actual time of collection will be after these times.

Intercampus Library Exchange Service