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Frequently asked questions

How do I order a copy of the Mailsort / Walksort Database ?

  • Speak to your Royal Mail account handler or telephone your nearest Royal Mail Sales Centre on 08457 950 950 - they can provide you with an order form.
  • Alternatively, to download a copy of the Mailsort Database in the format you require, Click here, or to download a copy of the Walksort Database, Click here.
  • To obtain either Database on a CD, please call the Mailsort Technical Helpline on 020 7371 6957.
  • For Walksort, you will need to sign a Walksort Database Licence Agreement, a copy of which can be obtained from your Royal Mail account handler, who will also need to counter-sign the Agreement.


How do I know if I am using the current Mailsort Database ?

  • For Mailsort Database 2007, the last record (record type 3) in the MSORTB file contain a selection code of 527
  • All Mailsort codes has been changed between Database 2005 and Database 2007. Should you need to refer to some examples, call the Mailsort Technical Helpline on 020 7371 6957 for more details.
  • The latest release of the Mailsort Database is available for download. Click here to download the most up-to-date release.


What is the table of numbers at the end of the MSORTB file ?

  • This table is referred to in the Mailsort User Guide as the "Production Sequence", or Priority Table, to be used to put the items in a First Class (Mailsort, Presstream or Walksort) mailing in their correct order before being handed over to Royal Mail.
  • The table consists of 16 two-digit columns, each column referring to the production sequence of mail to each Mailsort Residue from a given Geographic Area. These areas are the same as those listed in the MSORTD file: A NORTHERN IRELAND, B SCOTLAND, C DUMFRIES & GALLOWAY, and so on. Area A uses the first two-digit column, area B the second two-digit column, and so on.
  • To use the table, first determine from which of the 16 areas you are posting (using the Area and Mailsort Residue table in MSORTD). This area then determines which of the 16 columns of figures you use to order your posting. For example, postings from area A (NORTHERN IRELAND), should be ordered using the first column of two-digit numbers, with mail for selection codes beginning 404-414 prepared first, 507-508 second, and so on. Alternatively, if you are posting from area P (DEVON & CORNWALL), you should use the 16th and last column of numbers, posting to selection codes 404-414 first, 436-438 second and so on.
  • Please note that the table in the Mailsort User Guide, Mailsort Database chapter, page 15, was prepared in July 2003 and this is now out of date.
  • If you have any further questions about these tables, please call the Mailsort Technical Helpline on 020 7371 6957.


What do I do if I'm having trouble with my Mailsort / Walksort Database on CD ?

  • Call the Mailsort Technical Helpline on 020 7371 6957 - if the CD is faulty, we can send you a new one.
  • If there is no problem with the CD itself, and you can read the files, it may be that you have a problem with your Mailsort / Walksort software. If this is the case, contact your software supplier or in-house IT department.


How do I write Mailsort software ?

  • Should you wish to write a Mailsort software program, either for your own, your company's or for a third party's use, the Mailsort User Guide is designed to include all the information about the Mailsort specification you should need. The Introduction and Service Overview chapters cover the general principles behind Mailsort, the Mailsort Database chapter goes into detail on the structure of the different Database files which Royal Mail can supply to you, while each of the product chapters (Mailsort 1400, 700, 120, Presstream, Walksort) handles the various processes involved in sorting a mailing for that particular product. To download a copy of the Mailsort User Guide, Click here.
  • The Mailsort Technical Helpline (020 7371 6957) can help you with any problems or queries about Mailsort software, and offers a free software accreditation process as an option should you wish to ensure the accuracy of your finished program.
  • For more details on Royal Mail's Mailsort / Walksort software testing facility, Click here.


What are the rules for valid Postcodes under Mailsort ?

The following list shows all valid Postcode formats - any Postcode conforming to these rules is regarded as having a valid format for Mailsort, even though it may not be the correct Postcode for a given address nor currently in use. Please Note: to qualify for Mailsort 90% of the items in a mailing must carry a full and accurate address and Postcode.

Format Example Postcode
"A" indicates an alphabetic character and "N" indicates a numeric character.
AN NAA M1 1AA
ANN NAA M60 1NW
AAN NAA CR2 6XH
AANN NAA DN55 1PT
ANA NAA W1A 1HP
AANA NAA EC1A 1BB

The postcode GIR 0AA was issued historically and does not confirm to current rules on valid Postcode formats - it is however still in use for Alliance & Leicester Girobank Plc in Bootle.

These conventions are liable to change in the future if operationally required.


What is the definition of a Letter, Large Letter, A3 Packet and Packet ?

  • To qualify as a Letter


  • To qualify as a Large Letter


  • To qualify as a A3 Packet


  • To qualify as a Packet



How much will my Mailsort / Walksort mailing cost ?

  • Mailsort, Presstream and Walksort offer Royal Mail customers discounts off the standard tariff prices in return for the items being sorted before the mailing is handed over to Royal Mail. The standard tariffs and discount levels are changed from time to time, and discounts achieved are dependent upon a number of factors including the service used, the level of sortation achieved and the number of items being posted.
  • Should you wish to determine the approximate cost of a particular mailing you are planning, or to select from the different services available, Click here. The Mailsort Price Calculator is available to illustrate the various mailing options available and their associated prices.


Where can I find out more about Printed Postage Impressions (PPIs) and the designs I may use ?

  • See the Mailsort Users Guide, Introduction chapter page 15, and the Pricing, Invoicing and Payment chapter, pages 8.
  • Speak to your Royal Mail account handler, or call your nearest Royal Mail Sales Centre on 08457 950 950.
  • PPI designs may be viewed and downloaded from the Royal Mail website at www.royalmail.com/ppi. Click, Get started now, and scroll down the page to view and download each PPI design.


How do I calculate the percentage penetration of my Walksort posting ?

  • The percentage of households in the area which is covered by your mailing is calculated by dividing the total size of your mailing by the total number of walks covered (from your line listing), multiplied by 375 (the average number of delivery points per walk). This can also be shown as:

(total size of Walksort mailing / total number of walks x 375) x 100 = % penetration


What proportion of my mailing will be in Direct Selections ?

  • The Mailsort User Guide, contains in the Mailsort Database chapter, page 16, an estimate of proportions of items which will go as Direct Selections for various sizes of Mailsort 1400 mailings. This table (which is updated with each new Mailsort Database version) is an estimate based on an assumption of a 100% fully and accurately postcoded mailing list and that the mailing is evenly spread throughout the United Kingdom. Mailing lists with less than 100% postcoding levels can expect a lower proportion of Direct selections, while mailings which are concentrated in particular parts of the UK can expect to achieve higher levels of Directs. See the Mailsort Database chapter in the Mailsort User Guide. To download a copy of the Mailsort User Guide, Click here.
  • Should you require similar figures for Mailsort 700, please call the Mailsort Technical Helpline on 020 7371 6957.
  • The Mailsort Price Calculator estimates the proportions of Directs for any given Mailsort 1400 or 700 mailing.


What is the Walksort Database ?

  • The Walksort service is an alternative to Mailsort, where you perform a greater level of sortation before sending your mailing for delivery. Due to the greater level of preparation, higher discounts can be achieved than with Mailsort.
  • The Database is a set of files which, when used in conjunction with a Walksort software program, allows Walksort customers to sort their mailing down to the level of the individual UK postal walks of which there are approximately 80,000.


How do I get a copy of the Walksort Database ?

  • In order to obtain a copy of the Walksort Database, you will need to first agree the T&C's.
  • Please send us an email with your name, job title, business name and address. Upon receiving this information you will be issued with a Licence Number and Key, allowing you access to download a copy of Walksort Database.


How often is the Walksort Database updated ?

  • Since October 2003, the Walksort Database has been issued online every month. This allows the Database to be as up-to-date as possible, including details from the monthly updates to Royal Mail's Postcode Address File as well as any changes in local postal rounds (or "walks").
  • Customers who download their Walksort Database from this site will be able to obtain a freshly-updated release from the first Monday of each month.
  • As it is important always to use a recent Release of the Walksort Database, Royal Mail recommends that, wherever possible, Walksort users should download the latest Database from this web site before preparing a particular mailing. Customers who post infrequently, maybe only once or twice a year, need not download the data onto their systems every month, but it is recommended that this is done prior to starting work on each Walksort posting.
  • While monthly updating of the data is recommended to maximise the effectiveness of your mailings and the discounts you receive, Royal Mail is not making this compulsory. However, customers must always use a Walksort Database which is no more than 4 months old. Failure to use a Walksort Release no more than 4 months old will result in the delay of your mailing and/or a loss of discount.


What are Undersized Directs ?

  • When sorting a Mailsort 1400 or Presstream posting, there have to be at least 25 letters or 5 large letters, A3 packets or packets to constitute a Direct Selection; otherwise, those items go into a Residue bag. However, the Undersized (or "Sub-standard") Directs rule is an option which allows customers to maximise their discounts by sending some items that would otherwise be Residues as Direct Selections.
  • The Undersized Directs principle is that a Residue bag which contains only items for one Direct Selection and no other items can be sent as a Direct Selection and receive Direct Selection discount.
  • Undersized Directs cannot be applied to Mailsort 700 postings.
  • More information on Undersized Directs, including an example of how the rule applies, is in the Mailsort User Guide, Mailsort 1400 chapter, page 10. To download a copy of the Mailsort User Guide, please Click here.


Where can I get approval for my mailpiece ?

  • Contact your Royal Mail account handler or telephone your nearest Royal Mail Sales Centre on 08457 950 950, or, if you have the contact details, the Customer Operations Manager (COM) for the area from which you are making your posting. They will explain to you the guidelines for items which are acceptable for Mailsort postings - these can also be seen at www.royalmail.com/clearaddressing.


How do I get on the mailing list for news and developments about Mailsort ?

  • Your Royal Mail account handler should be able to keep you informed of all product and service developments for Mailsort, Presstream and Walksort.
  • Mailings announcing new Mailsort Database issues are sent to all customers ordering a copy of the previous Mailsort Database. Should you wish to be added to this list, please send an email to helpline@mailsorttechnical.com, or call us on 020 7371 6957.


Which fonts are acceptable for Optical Character Recognition (OCR) ?

  • In the Mailsort User Guide, pages 5-6 of the Mailsort 120 chapter contain information on Optical Character Recognition. Briefly, Royal Mail's sorting machines can read addresses printed in certain typefaces, provided that the print quality is of a sufficiently high standard. Aspects such as size, dimension, character and line spacing are important, and in general stretched or condensed proportional typefaces and serif fonts should be avoided. To download a copy of the Mailsort User Guide, Click here.
  • Common typefaces which are recommended include Arial, Courier, Geneva, Helvetica and Verdana.
  • Further information on OCR-compatible typefaces and other item specifications can be found at www.royalmail.com/clearaddressing.


Where can I obtain the barcode font for CBC / Mailsort 700 / 120 ?

  • The TrueType format Royal Mail Four-State Customer Code (RM4SCC) used in all CBC mailings can be downloaded from this site Click here.
  • When installed on a computer which can support TrueType fonts, this file will allow suitable applications to print barcodes for Mailsort 700, 120 and Cleanmail. You should note that your software will need to construct the barcode using the RM4SCC Alphanumeric character set (including Start Bar, Checksum and Stop Bar) - the font will allow this code to be rendered correctly on your screen and printer. Details of the RM4SCC character set and the construction of barcodes may be found in the Mailsort 700 chapter of the Mailsort User Guide.
  • If you prefer, Royal Mail can provide a list of third parties who can carry out barcode printing on your behalf - please contact Royal Mail Sales on 08457 950 950. Please note that, to install the font onto a printer, you may need to purchase the font from the printer supplier.