Delivery Programme
Delivery Office Site Inspection
Purpose
To complete a site inspection of the Delivery Office and record the required changes to
support the implementation of improved indoor work. Work your way through the document
and complete all the sections. Check the NDC Site Drawing downloaded from ‘Gleedsspace’
matches the ‘reality’ of the Unit.
NOTE: Whilst this document should be completed by a Manager it is important that the site
inspection should include the following invitees: DOM, Project Manager, Planner, CWU Area
Safety Rep and local CWU Rep
1. Delivery Office Name & Location Detail
1.1 Address:
Add the Name of the Delivery Office and Address
1.2 Contact Details:
Name
DO Manager:
Person in Control:
Deputy Person in
Control:
Contact/s Outside of
Normal Hours :
DM Project Manager:
CDSM:
2. Site Inspection Details & Delegates
2.1 Date of Inspection:
Mob.
Email
2.2 Attendees:
Role
Name
Contact Details
DOM
Project Manager
Planner
CWU Area Safety Rep
Local CWU Rep
MTC (Measured Term
Contractor)
Central Deployment Manager
3. Basic Mail Flow
3.1 Yard Space
Number of parking spaces:
Number vehicle loading
spaces:
3.2 Mails Arrival / Platform Area

Detail the space available for Mails arrivals and the process for receiving mail from the
lorry and conveying to Inward Reception
3.3 Inward Reception

Detail the space available for Inward Reception and the process for distributing mail to the
correct area of the office
3.4 Fire Exits & Walkways

Are Fire Exits and all Walkways in the Unit clearly marked?

Are there any walkways that do not comply with Royal Mail space standards?

Are all walkways required?

Where Issues are identified above these must be actioned as part of the Layout
requirements.
4. Letter Sortation
4.1 Primary Sorting Frames

Where are York’s waiting Primary sorting situated?

Detail the process for conveying mail from York’s to the IPS frames for sortation.
Equipment:
Stream
Number of Frames
Number of Selections
No. of Seats
Letters
Flats
4.2 Secondary Sorting Frames

Where is mail awaiting Secondary Sorting situated?

Detail the process for conveying mail from Primary to Secondary Sorting

Equipment:
Stream
Letters
Flats
Number of Frames
Number of Selections
No. of Seats
5. Packet Sortation
5.1 Primary Packets

Detail the process for primary packet Sortation?

Drop Bag Fittings: Detail the configuration, number of selections.
Frame #

Shape
Where are packets awaiting Primary sorting stored?
5.2 Secondary Packets

Detail the process for secondary packet Sortation?
Selections

Drop Bag Fittings: Detail the configuration, number of selections
Frame #
Shape
Selections
.

How are packets conveyed from primary to secondary sorting?

Where are packets awaiting secondary sortation stored
5.3 Heavy & Large

Detail the process for sorting, distributing, and storing Heavy & Large Items awaiting
delivery
5.4 Other Packet Sortation Processes:

Detail any other processes & methods not covered by the above (Eg Firms / secondary
DBF’s)
5.5 Method for storing Door 2 Door items
5.6 Other equipment in use
List below all other equipment in use and quantities…Yorks, Alts, Mini Yorks, Bag Storage,
etc.
5.7 Lighting

Are there any areas of the office which are insufficiently lit?

Is Task Lighting in use?

How easy would it be to alter the configuration of overhead lighting as part of a new floor
layout, or is provision or extension of task lighting required?
6. Mail Preparation
6.1 RM2000
How are the frames identified? Are they clearly
defined and in a position that promotes efficient
flow?
Are CSS batches aligned to frame locations?
Are D2D daily prep requirements clearly marked?
Are personal effects stored on Prep Frames?
All missing or defective parts to obtained via FM Helpdesk
Walk Number
Missing Components
Defective Components
6.2 Other Prep Frames in Use

Detail any other equipment in use for preparation of mail including seating:
6.3 Delivery Equipment

Where is delivery equipment stored? (HCT/LWT/Pouches)

Is Delivery Equipment easily identifiable and accessible by each walk?
6.4 Heavy & Large Packet Storage

Where are heavy & large packets awaiting delivery stored in relation to prep areas?
7. MPU Operation/CSS Machines
Where is inward mail for CSS processing
received?
Where are the CSS machines located in
relation to the CSS inward reception area?
Where is mail awaiting CSS processing
stored?
Where is CSS processed mail stored awaiting
dispatch?
Is the space for storage of CSS mail
sufficient/excessive?
8. RLE
Where are PDAs stored? (location of cabinet)
Is the caller’s office accessible from the RLE?
Where are callers office items stored?
Where are Tracked & SD Items processed?
Where are Tracked & SD items stored
awaiting delivery?
9. Locker Room/Area

Could this be moved to make better use of the space? Specify options for alternative
location.

Could full size lockers be replaced with half lockers?
10. Drying Room

Could this be moved to make better use of the space? Specify options for alternative
location.
11. Office Signage

Is office signage compliant?

If not raise via FM Helpdesk
12. Surplus Equipment

List all surplus / broken / unused equipment that is identified for disposal (remember to
include any equipment that maybe stored outside / behind unit)
Equipment
Location
12.1 New Equipment

Please also list if the unit already has some of the new equipment
Equipment
Backless sorting frames
Porter Trolleys
Mini York’s
Detail
13. Deep Clean

Detail the actions identified to complete the deep clean

What is the condition of the Toilets?

When was the office last decorated?

What other facilities are on site? Eg Restaurant, rest / quite area, games room etc
14. Safety Reporting
Provide a summary of any Accidents that have occurred indoors within the past 3 months
and any improvements that could be made to the building that could have prevented them
Accident
Preventative Improvement
15. Site Log Book
Detail the location of the Site Log Book
Is the Site Log Book up to date
16. Indoor Flow Equipment Delivery (e.g. Backless Fittings)
Where will new equipment deliveries be unloaded and stored?
Add initial thoughts on where you would store frames and equipment

Acceptance of Vehicles to Site
Maximum vehicle size
that can deliver to site.
E.g. 7.5 tonne, 17 tonne
or Artic.
Site Entry Point for
Vehicles
Contact on Arrival at DO
Dock and Parking Area
Holding Area for Vehicles
prior to Offloading
DO Able to take Delivery
in the following time slots

Offloading
Method for Offloading
from Vehicle to Dock
17. Other Comments
Please detail anything else that you wish to note as part of this exercise
NOTE: Although this document asks for lots of information the delivery programme does not
have the funds to renovate and decorate delivery offices, priority must be given to improving
performance and flow before other work is considered.