How to send letters

Sending letter with the Electronic mailing list

Items indicated on a mailing list must include a Port Payé payment indication (PP) for Economy or Priority letters according to Posti’s instructions and the selected delivery speed. Provide the mailing batch information, such as the payer, product number, quantity, zone, and unit or total weight as well as mailing location using an electronic mailing list. 

• Pack the letters in boxes with the address information facing the same direction. Large, small, and international letter items must be packed in separate boxes. Small quantities of items can be packed in the same box by, for example, using a rubber band to make separate bundles. 

• Attach either a covering letter or a control label of an electronic mailing list with the mailing list number to each shipment lot. Remember to sign the electronic mailing list as completed before delivering items to  the posting place.  

The primary posting place is the Helsinki or Kuopio postal center and the posting time is 5:00 p.m. at the latest. One (1) working day is added to the delivery time for items mailed at terminals.  If you are using the Pickup and Delivery Service, please make sure that the items are delivered to the posting place by the last posting time. You can drop off batches of fewer than 100 pcs at a Posti service point or a corporate service point. The items must not be dropped off in a mailbox. 

• If you are using the Sorting Service, an electronic mailing list will automatically be created for your mailing batch.  

• Learn more about the Sorting Service which makes preparatory work easier and provides clear and up-to-date mailing instructions. 

Delivery and delivery speed 

As a rule, Economy letters mailed on weekdays (Mon–Fri) in accordance with Posti's instructions are delivered to recipients on the fourth or fifth weekday following their posting date.  As a rule, Priority letters mailed on weekdays (Mon–Fri) in accordance with Posti's instructions are delivered to recipients on the third weekday following their posting date. If a Priority letter contains goods, for example, or is unsuitable for machine sorting, the item will be directed to additional sorting, and the delivery speed will be one day slower.  

Please note! When sending a letter abroad, check the letter's delivery speed and other country specific information here. 

Further information 

• Maximum size: 250 mm x 353 mm, thickness 30 mm, maximum weight  2,000 g. 

• Minimum dimensions: 90 mm x 140 mm, thickness 0.2 mm 

• The pricing is based on the quantity, weight, batch size, and selected additional service of items. See product terms and prices.

• International letter calculator for contract customers 

• Additional services for Economy and Priority letters are Cash on Delivery and Information Service 

Sending 

• Mark Economy Standard Letter Pro items with the Port Payé (PP) payment indication for Economy letters in accordance with Posti's instructions. 

• We print the 2D code provided by the Sorting Service for letters. The Sorting Service also automatically forms a regional division of mailing for the electronic mailing list.  

• Mark Priority Standard Letter Pro items with the Priority Letter Port Payé (PP) payment indication in accordance with Posti’s instructions. 

• Mail the shipment lot through Posti’s Sorting Service. 

• We print the 2D code provided by the Sorting Service for letters.  

The primary posting place is the Helsinki or Kuopio postal center and the posting time is 5:00 p.m. at the latest. One (1) working day is added to the delivery time for items mailed at terminals. If you are using the Pickup and Delivery Service, please make sure that the items are delivered to the posting place by the last posting time. 

Delivery and speed 

• Economy Standard Letter Pro items mailed on weekdays (Mon–Fri) in accordance with Posti's instructions are delivered to recipients usually by the fourth or fifth weekday following their posting date.  

• Priority Standard Letter Pro items mailed on weekdays (Mon–Fri) in accordance with Posti's instructions are delivered to recipients usually by the third weekday following their posting date.  

• If the additional handling fee is added to the item, the delivery of the item according to the service level agreement cannot be guaranteed.  

• The Standard letter service requires using the Sorting Service and adding the 2D code provided by the Sorting Service to the item. 

Further information 

• Maximum size: C5 (162 mm x 229 mm), maximum thickness 5 mm, maximum weight 50 g. 

• Minimum size: E6 (110 x 156 mm), thickness 0.2 mm 

• See product terms and prices

Sending 

Registered letter is a good option when you need proof of mailing. For example, it is suitable for mailing quotes and other important documents, but not for sending money or valuable items. 

Start sending a Registered letter in OmaPosti Proor our Posti SmartShipordering channel. 

• Attach to the letter an address label for a Registered letter printed from the ordering channel with an identifying tracking barcode, or an item ID, as well as markings for the selected additional services. 

• You can drop off the item at a Posti service point or a postal center or use the pickup transport (subject to a charge). Please do not leave items in a mailbox so that they will be delivered on time. 

Sending items abroad? 

Check delivery speed, prohibitions, and restrictions specific to the destination country and the tracking option from the Country specific information.

Delivery and speed 

The Registered letter is delivered to the recipient against a signature and can be tracked in most countries. Please note that a Registered letter is not suitable for sending money or valuable items. The item is delivered to the Posti service point indicated by the recipient’s address, from which it can be picked up on the second or, at the latest, on the third weekday following the mailing date. 

Further information 

• Maximum size: Maximum dimensions: 250 mm x 353 mm, thickness 30 mm, maximum weight 2,000 g 

• Minimum size: 90 mm x 140 mm 

• See product terms and prices

Sending 

For a Letter with Advice of Delivery, you will receive proof of mailing and a unique receipt of handing over the item. You can track the progress of the letter in most countries. Please note that a Letter with Advice of Delivery is not suitable for sending money or valuable items.  

You can start sending a Letter with Advice of Delivery in OmaPosti Pro or Posti SmartShip. 

Mailing to mainland Finland: 

• Attach to the letter an address label for a Letter with Advice of Delivery printed out of Posti SmartShip with an identifying tracking barcode, or an item ID, as well as markings for the selected additional services. 

Mailing to the Åland islands or abroad: 

• Attach an address label with a barcode from SmartShip as well as the pink International Advice of Delivery form CN07 to the item. As a contract customer, you can order International Advice of Delivery forms on the Material order for contract customers page.

• In the top left-hand corner of the address side of the Letter with Advice of Delivery, under the sender details, write the indication “Avis de réception” or “A.R.”. 

• Estimates of delivery times and information on possible exceptional circumstances: Country specific information

• An international letter with advice of delivery may only have one recipient. 

• For deliveries to destinations outside the EU and special regions outside the EU’s Excise Duty and Value-Added Taxation Area, the contents of the shipment which are also printed on the address label are also filled in. The content and party information are electronically submitted in advance to the post office and authorities of the recipient country. Please complete the information carefully, as incomplete information may lead to the item being returned from the country of transit or destination. 

• Note that you can drop items off at a Posti service point or postal center or use our pickup transport (subject to a charge). The items must not be dropped off in a mailbox.  

Delivery and speed 

The item is delivered to the Posti service point indicated by the recipient’s address, from which it can be picked up on the second or, at the latest, on the third weekday following the mailing date. 

Further information 

• Maximum size: 250 mm x 353 mm, thickness 30 mm, maximum weight 2,000 g  

• Minimum size: 90 mm x 140 mm, minimum thickness 0.2 m 

• See product terms and prices

Sending

• OmaPosti Pro,  Posti SmartShip or another EDI interface are contract customers’ only ordering channels for Insured Items. 

• Attach to the letter an address label for an Insured Item printed from Posti SmartShip with an identifying tracking barcode, or an item ID, as well as the necessary markings for selected additional services. 

• Drop off the item at a Posti service point or postal center or use the pickup transport (subject to a charge). Please do not leave items in a mailbox. 

Delivery and speed 

The item is delivered to the Posti service point indicated by the recipient’s address, from where it can be picked up on the second or, at the latest, on the third weekday following the mailing date. 

Further information 

• Maximum size: 1000 mm x 600 m, thickness 600 mm, weight 2,000 g 

• Minimum dimensions: 90 mm x 140 mm 

• See product terms and prices

Sending 

• Domestic letters: Print an address label with Express markings from OmaPosti Pro or the SmartShip ordering channel. When selecting Saturday delivery as an additional service, first check the availability of the service in the recipient’s area from the delivery time inquiry.  

• International letters: Print an address label with Express markings from the SmartShip ordering channel. Check possible restrictions, prohibitions, and tracking option in the destination country from the country specific information. 

• You can drop off express letters at a Posti service point or postal center. You can also order pickup transport subject to a charge. 

• Please note that express letters cannot be dropped off in a mailbox. 

Further information 

• See product terms and prices

Sending 

You can drop off pre-paid envelope items in a mailbox, at a Posti service point or postal center or use the pickup transport (subject to a charge). The postage fee is prepaid and the envelopes come with your company’s printing and logo. 

Delivery and speed 

Pre-paid envelopes are delivered to recipients at the delivery speed of Economy and Priority letters. If a Priority pre-paid envelope contains goods, for example, or is unsuitable for machine sorting, the item will be directed to additional sorting, and the delivery speed will be one day slower. 

Further information 

• See product terms and prices

Sending 

• You can order cash on delivery letters from Posti SmartShip or using another EDI interface. 

• Attach to the letter an address label for Cash on Delivery printed from the ordering channel with an identifying tracking barcode, or an item ID. The maximum sum for Cash on Delivery is EUR 2,000. 

• You can drop off items at a Posti service point or postal center. You can also order a pickup for your item (subject to a charge). Please do not drop off a Cash on Delivery letter in a mailbox. 

Further information 

• See product terms and prices

See instructions for sending laboratory samples. 

Payment of the operating assets

Pay the desired amount as the machine’s operating assets in the Franking Machine service through Posti’s service channels or into our account at Nordea, OP cooperative bank or Danske Bank. The account numbers and the reference number can be found in the activation notification or on the first page of the transaction breakdown. A device-specific reference number obtained from us must be used in bank transfers.

Danske Bank BIC: DABAFIHH Account number (IBAN): FI40 8000 1600 0105 82

Nordea Bank BIC: NDEAFIHH Account number (IBAN): FI08 2333 1800 0121 32

OP cooperative bank BIC: OKOYFIHH Account number (IBAN): FI71 5000 0120 2018 34

Once the operating assets you paid have been transferred to the top-up center of the device supplier, top up the payment to the franking machine. The balance can also be topped up in several instalments. You can view your balance with a balance query or a zero top-up. In the case of any problems related to the top-up, please turn to the importer or the top-up center. Quadient Finland Oy (Neopost Finland); tel. +358 (0)9 2532 0200 and Azolver Suomi Oy (Pitney Bowes); tel. +358 (0)9 6824 060

We will provide you with a transaction and product monitoring breakdown once a month.

Topping up the operating assets

You can top up the desired amount of operating assets into the franking machine from the top-up center, but only up to the amount stored on the account. After the operating assets run out, the franking machine is locked automatically.

Usage data from the franking machine is automatically transferred to us with each top-up event. Please make sure that the franking machine is regularly connected to the top-up center in order to deliver the necessary usage data to us and a transaction statement to you.

Exceptional top-up

If you have the right to exceptional top-up, you may top up a supported franking machine using a maximum sum of the credit limit specified in the agreement appendix. An exceptional top-up must be paid to the bank account specified by us within five (5) weekdays from the exceptional top-up. Consecutive exceptional top-ups are not allowed and an exceptional top-up may not be the first top-up on the machine.

We will charge a service fee in accordance with the franking machine price list for exceptional top-ups. Posti reserves the right to amend the terms of use for exceptional top-up.

Contact request for franking machine services

The transaction statement contains an overview of the payments and top-ups made on the franking machine as well as a product monitoring report. You can track the number and total cost of the products paid for with the franking machine. Product monitoring requires a scale connected to the franking machine, a valid price memory and a top-up at least every two months, during which the product information is transferred to us.

The top-up may also be a zero top-up or balance query (further information is provided by the importer or supplier of the franking machine). An electric transaction statement is delivered to you once a month free of charge.A transaction statement will not be delivered if there have been no payments or top-ups.

If you choose to terminate the use of the franking machine, you must inform us using the notice of termination below. We will send you a confirmation of termination and, if necessary, instructions for delivering the machine to the importer.

If the franking machine is used in a way that violates the product terms, Posti may terminate the right of use immediately. If the franking machine has not been topped up in the past 12 months, we have the right to terminate the use of the machine without a period of notice. If there are operating assets left on the machine’s account, Posti will request a bank account number from the customer in order to return them. In cases where the customer cannot be reached, the customer can receive the assets left on the closed franking machine’s account upon request.

Postmarking errors

Under certain conditions, we will refund postmarking errors made with a franking machine. Postmarking errors will be refunded if their value is EUR 20 or more and if they are less than six months old.

Please note that Posti does not refund the following postmarking errors:

• postmarks removed from envelopes and postcards

• stamps removed from parcel items and cases, unless enough of the package is left around the stamp

• stamps removed from sticker sheets

• mirror images of the stamps

• unclear or incomplete stamps

• postage reply mail stamps

• stamps on undeliverable items

• postmarking errors that cannot be verified

In order to receive compensation for a postmarking error, proceed as follows:

1. Fill in a postmarking error application form. (only in Finnish)

2. Pack the form and the incorrect postmarks securely together with their envelopes in one shipment.

3. Mail the item to:

Posti Ltd Franking machine services ID 5009023 00003 REPLY MAIL ITEM

The postmarking error refund is subject to the charge defined in the price list. Verified postmarking errors are added to the operating assets of the franking machine, from which the amount can be topped up into the machine.

Underpaid items

Underpaid mail items are handled and priced according to the franking machine price list valid at that moment. If this results in additional work or other costs, the customer will be charged a handling fee and/or the costs incurred according to the price list. Posti has the right not to accept underpaid items for delivery.