Royal Mail / CWU Joint Communication Covering the Review of the 30-Minutes Flexibility Agreement: Joint Review Output (Business Recovery, Transformation and Growth Agreement – Appendix 1)

Dear Colleagues,

Branches and Representatives will recall LTB 026/24, issued on 18^th January 2024, which outlined the background to the Joint Communication covering the commitments set out in the Business Recovery, Transformation and Growth Agreement Appendix 1, Section 2: 30-Minutes Flexibility Agreement.

To recap, the commitments outlined in the BRT&G Agreement are set out below:

In parallel with the seasonal variation approach the Joint Agreement between Royal Mail and the CWU committed to Jointly Review the approach to the use of 30 Minutes Flexibility, previously agreed in the 2007 Pay & Modernisation Agreement and in line with the 2013 Joint Statement covering Fairness, Dignity & Respect in Delivery. This joint review will be to understand how this approach can address workload changes at a route level on a daily basis and develop a revised agreement which will support the efficient delivery of the USO. 

The review will gather information relating to how the existing policy is being applied and what arrangements are in place in units, particularly where this approach has been formalised and adopted. The review will also consider and determine how SI/SO data can be used with applying this flexible arrangement. 

In line with the Joint Communication, the agreed and limited review process was enacted in January, which was supported by Divisional Reps and Royal Mail RODs. This required local CWU Reps and COMs to complete a short electronic survey across 48 units, 4 per ROD area, which were jointly selected. The list of Delivery units involved per ROD area is set out below in the attached Annex.

Whilst the aim was for all completed electronic surveys to be returned by February and for the review to be concluded by March, this process took far longer than planned due to delays in receipt of the replies. Equally, there were further delays in terms of aligning diaries to jointly review the feedback and then conclude an agreed position, as well as a set of words in terms of the final Joint Review itself.

In terms of the units selected, this was done based on previous responses linked to the Quality of Service & Resourcing Checklist In Line With The RMG/CWU Joint Statement – June 2023: Section 2.5 Improving Quality Of Service & USO Compliance, whereby units confirmed whether they did or did not use the 30-Minutes Flex. It is more than noteworthy to point out that the selected 48 sites were chosen on a 50/50 basis, i.e. 24 sites were selected because in the June 2023 QoS & Resourcing Checklist they said they used the 30-Minutes Flex and 24 said they did not. During the survey process, it was highlighted that only 10 units confirmed that they did use the arrangement, out of the 47 units which did submit feedback.

However, the required Joint Review has now been concluded in terms of the 30-Minutes Flexibility Agreement and in line with the outlined commitments. Set out below are the key outputs of this Review:

Difficulties with the Existing Agreement

From a Royal Mail operational perspective, taking into account the results of the Survey, the agreement is problematic for a number of reasons:

• The decision to flex up on a ‘swings and roundabouts’ basis is optional on the staff. Many choose either not to flex up at all or to receive overtime payment instead, if they do. This can lead to cut offs, which undermine USO achievement or require overtime which might otherwise be offset by underworked time elsewhere in the week, thereby impairing productivity;
• Because there is no systemised recording of the scheme centrally, there is no visibility centrally of which sites are operating the policy or not;
• The approach relies on local record keeping;
• The parameters are not clear enough, leading to ambiguity over how to enact it and difficulties ensuring consistent application of the policy. For example, does the requirement to balance time either way over the next 5 working days relate to the next 5 business working days or the next 5 working days of that individual? 

From a CWU perspective, there are additional considerations:

• The 30-Minutes Flex is designed to support the USO, but its application does not distinguish between USO products and other product services;
• Current USO and achievability issues for deliveries mean that choosing when to use 30-Minutes Flex arrangements is difficult and may be used to back fill structural and foreseeable resources shortfalls;
• The ability to repay time worked at a preferable / mutually suitable time for the OPG is difficult.

Proposed Adaptation to the Existing Agreement

Despite the limitations of the existing scheme, it is acknowledged that the current operational setting does not provide the optimum platform from which to adapt the scheme. There are several key initiatives which have recently landed, or are in train, which Royal Mail Operations wish to bed in further before adaptations to the existing 30-Minutes Flex scheme are considered:

• Seasonal Variation remains in its infancy, nine months after first deploying;
• Network Window has just enacted a huge change to delivery start and finish times;
• The business is developing capabilities to link SISO OT data to PSP payroll;
• Wider USO reform and any future changes to the operational design.

This Joint Report therefore proposes that the business bed in the above changes before considering potential amendments to the existing agreement. The business and CWU will continue to consider the value of refining the existing scheme.

Propose how SISO data can be used to apply this flexible arrangement

Any considerations in this regard would again need to be considered and take full account of possible future changes to the operational design from any USO reform.

As Branches will note, the Joint Review has concluded that there are wider and ongoing current operational areas and initiatives that need to be addressed in advance of any possible changes to the current 30-Minutes Flex Agreement. Therefore, whilst the terms of the BRT&G Agreement Appendix 1, Section 2 have been met, the Joint Review itself has not brought forward any revised proposed arrangement in this regard for the reasons outlined.

Any enquiries to the content of this LTB should be directed to the Outdoor Department, email address: Pharacz@cwu.org.

Yours sincerely,

Tony Bouch
Assistant Secretary

AnnexROD AreaUnit SelectedROD AreaUnit SelectedWALESBridgend (CF)SOUTH CENTRALThe Queen ElizabethPontypoolReadingHaverfordwestSloughMid Rhondda GanolSandownSCOTLANDMilngavieNORTH WESTKendalJohnstoneSouthportErskineHuytonLockerbieLiverpool NorthLONDONCatfordNORTH EASTNorthallertonWalton on ThamesYork CentralUpper EdmontonWetherbyHanwellWombwellMIDLANDSCarltonSOUTH MIDLANDSChatterisWorcesterBrackleyEveshamNuneatonQuintonLeamingtonN. IRELANDBelfast SouthSOUTH EASTEast GrinsteadArmaghCanterburyBallymoneySt LeonardsNewtownardsHeathfieldSOUTH WESTExmouth DOANGLIAColchester DOTruro DOIpswich DOWarminster DOBenfleet DOWestbury DOBiggleswade DO

LTB 013-25 – JC 30-Minutes Flexibility Agreement – Joint Review Output (BRTG App 1)

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MPU Consolidation Programme – CWU Update

Dear Colleagues,

The CWU Nationally has recently been shared information relating to the business scoping MPUs as an associated impact of USO reform and CSS operations, which at the times was shared with CWU Divisional Representatives to pass on to the relevant reps locally.

Those discussions have continued and the business has confirmed, as part of the proposal and where there is the requirement, to relocate CSS machines from MPUs to the Parent Mail Centres, where space permits and both workplan compliance and USO Service levels can be maintained or improved.

The business’ original plan was for 39 MPUs to consolidate into 24 plants. As part of the scoping exercise, it has been confirmed that based on the outputs so far 34 MPUs have been identified as meeting the criteria of space constraints and as such being able to be relocated. Further discussions will take place on the MPUs within the Manchester catchment area.

We know that in some locations the business has issued local communications already, which led to significant challenges being raised by the CWU to the company. That has now led to the attached formal correspondence from the business being received and confirms that, in relation to the people impact and all operational changes, engagement will take place via the relevant Mail Centre Working Group and in line with the 2021 National Agreement covering the Review of Letter Machines (copy attached).

Therefore, we ask all CWU Representatives in the affected MPUs to ensure that the Local Joint Working Group meets urgently and to ensure all functions are fully involved in the planning, integration and the deployment of all activities linked to any machine removals / changes, ensuring that agreed solutions are in place and all issues have been fully addressed. This will include the CWU Area Health & Safety Reps to ensure all issues relating to safety will be reviewed and addressed.

Finally, attached is the business WTLL brief that has been issued. Whilst it is helpful that there are no machine reductions, given the change of locations, it has been agreed that MTSF Appendix 5 will apply in full and, where appropriate, any VR terms are going to be the terms appropriate at the point of termination.

Therefore, we are confident, now that the business has agreed the above agreement is appliable and that MTSF applies in full, that CWU Representatives engaging within the process will welcome the above clarification to ensure that all matters from the MPU consolidation activity are done to protect our affected members.

Any enquiries to the content of this LTB should be directed to the Outdoor Department, email address: Pharacz@cwu.org.

Yours sincerely,

Tony Bouch
Assistant Secretary

Davie Robertson
Assistant Secretary

LTB 012-25 – MPU Consolidation Programme – CWU Update

National Agreement Letter Automation Review 04.06.21

CSS intial WTLL v0.2

MPU Consolidation

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Postal Department – Restructuring 

Following on from the decisions carried at Annual Conference 2024 and a reduced Postal Executive (17 lay members to 14 lay members), the Postal Executive have discussed how we can better align the areas of responsibility amongst Postal Officers. Furthermore, how we review workload across the postal departments to function in a better way for the benefit of our members and to avoid duplication based on a reduced Postal Executive.

Branches, Representatives and members are therefore advised of the below organisational changes which will come into effect from Monday 3^rdFebruary 2025. It would be appreciated if colleagues could please ensure that any future correspondence is sent to the appropriate department as set out below.

We have jointly agreed to reallocate the following commitments and associated workload:

• Collections will move to the Outdoor Department.
• RMPFSL cleaners will move to the PTCS Department.
• Mail Centre engineers will move to the Processing, Distribution, Parcelforce, International and Eurest Department.

In addition, discussions have been taking place between the DGS(P) and DGS(T) on

progressing the transfer of postal members, tagged and aligned to T&FS Branches,

into Postal Branches. This activity will be led by Andy Furey, Assistant Secretary and supported by Postal Executive members.

Any enquiries in relation to this LTB should be addressed to the DGS(P) department.

Yours sincerely, 

Martin Walsh

Deputy General Secretary (Postal)

LTB 11/25 – Postal Department Restructuring

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Applications Open – CWU Postal Trainers

The purpose of this LTB is to advise Branches that we are now inviting applications for new CWU Postal Trainers.

As set out in LTB 351/24 a new model of training has been launched which delivers Postal Agreements and Procedures training out in the field to give our representatives the essential skills needed on the ground.

CWU Postal Trainers must have the following:

• At least 3 years’ experience within the CWU at Branch, Divisional, National IR level
• Time spent working with the relevant agreements is preferred
• Excellent communications skills including public speaking
• A demonstrable commitment to learning
• Ability to commit specified time to the role

It will be desirable but not essential to have experience of delivering training, workshops, briefings etc. to other representatives or in the wider labour movement.

The department will ensure that a good geographical coverage of tutors will be recruited from across our union. Successful applicants will be invited to participate in training and learning opportunities to help develop the skills and confidence they will need to deliver the necessary training.

Please complete the application form on the following link no later than Wednesday 19^thFebruaryhttps://www.surveymonkey.com/r/FD7GNQ9

Yours sincerely,

Kate Hudson
Head of Equality, Education & Development

25LTB 10 – Applications Open – CWU Postal Trainers

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Postal Industrial Training

The purpose of this LTB is to update Postal branches on the new process for delivery of the Postal Agreements and Procedures training.

Following requests from Branches and Divisions and as set out in LTB 351/24 a new model has now been launched which provides flexibility through the PSP system to deliver a 5-day course or a one-day course over 5 weeks.

• Day 1: Other Royal Mail Agreements, Procedures & Policies Part 1.
• Day 2: Royal Mail Industrial Relations Framework.
• Day 3: Royal Mail Conduct Code Agreement.
• Day 4: NEW Royal Mail Sick Pay and NEW (unagreed) Royal Mail Attendance Procedure.
• Day 5: Other Royal Mail Agreements, Procedures & Policies Part 2.

Branch Process

• When Branches wish to organise a Postal workshop, they should in the first instance approach their Divisional Training Lead & email course admin to secure a date/share the request.
• Once a date/venue is secured with no less than 4/5 weeks BEFORE the workshop Branch Secretary’s/Admin should email the Course Admin via courseadmin@cwu.org with the following:
  • Anticipated numbers
  • The date(s)
  • The venue (printing sent to. If different)
  • Which Workshop to be delivered

• The Course Admin will create an appropriate entry on the CWU Portal.
• The Branch Secretary’s/Admins will add on the CWU Portal including up to date email addresses.
• The Course Admin will issue necessary release documents as requested.
• The Branch Secretary’s/Admin should ensure that release is secured at the earliest opportunity to give adequate time to resolve any release issues.
• The Branch Secretary’s/Admin should ensure that all classroom facilities are arranged and have suitable access and equipment available to deliver the workshops.
• The Course admin will update the Reps Training records on the CWU Portal once the workshop is completed.

Branches should note only students that have not previously been enrolled onto the Postal Agreements and Procedures course will be eligible for all 5 modules.

The one day workshops that haven’t changed are:

Royal Mail Conduct Code Agreement: This workshop covers understanding your Conduct Agreement, preparing for a Conduct Interview and Conduct Case Study – Building a Case.

Royal Mail Industrial Relations Framework: This workshop covers the Role of a Local / Unit Representative, Facilities, Achieving Local Agreement the Stages and Achieving Local Agreements Paperwork.

The one day workshops that have the new modules are:

Other Royal Mail Agreements, Procedures & Policies Part 1: This workshop covers the NEW Royal Mail Raising Concerns procedure, Disability Right & the Equality Act and Voluntary Mediation.

Other Royal Mail Agreements, Procedures & Policies Part 2: This workshop covers understanding Ill Health Retirement. Staff Resourcing. Maternity & Paternity in Royal Mail and the NEW Royal Mail Passport.

NEW Royal Mail Sick Pay and NEW (unagreed) Royal Mail Attendance Procedure: This workshop covers the new Sick Pay Approach, CWU Representatives Involvement with Welcome Back Meetings and Appeals. Counting Absences and the Exceptions. What are the Current Trigger Points? Representation on how to Build a Case.

It is anticipated that there will be a high demand for this training in the first instance therefore, I would ask that branches be patient whilst we extend our pool of CWU Postal Trainers. 

Any enquiries regarding this LTB should be addressed to the Equality, Education & Development Department by email to courseadmin@cwu.org

Yours sincerely,

Kate Hudson
Head of Equality, Education & Development

25LTB 009 – Postal Industrial Training

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Royal Mail Group – 2025 Pay Dates for Monthly Paid Staff

Further to LTB 376/24 regarding the 2024 changes to December monthly pay dates.

Whilst the CWU worked on a solution to ensure that any colleagues impacted by the pay date changes had the ability to request that their December salaries be paid on 24^th December 2024, we were clear with the business that as much notice as possible should be given regarding the pay dates for monthly paid employees across 2025.

As such, please find attached a copy of the business’s publication that has been shared with all managers and can be accessed on PSP.  This includes the full published pay dates and payroll cut off guide for the 2025/26 year.

It is hoped that the early publication of this information to all Branches and Members will ensure that monthly paid colleagues have plenty of time to plan for the December 2025 pay dates as set out in the attached document.

Any enquiries in relation to the content of this LTB should be addressed to the DGSP department.

Yours sincerely,

Martin Walsh

Deputy General Secretary (Postal)

LTB 008/25 – RMG 2025 Pay Dates for Monthly Paid Staff

LTB 008/25 – Attachment

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Royal Mail Collective Pension Plan (‘the Collective Plan”) – Election of Member Nominated Directors (MND) 

Further to LTB004/25 dated 14^thJanuary (attached).

Branches are advised that we were given an incorrect closing date by the administrators of the Collective Plan for applications to the CWU MND roles.

The closing date to submit your application is Friday 24^th January 2025.

All other information in relation to the application is as per LTB 004/25.

We would like to apologise to any potential applicants for any confusion caused by this error via the Collective Plan administrators – please contact the SDGS Department for an application pack and return forms via email to the Collective Plan collectiveplanexecutive@royalmail.comby 24^th January.

Any enquiries regarding this LTB should be addressed to afurey@cwu.org.

Yours sincerely,

Andy Furey

Assistant Secretary

LTB 007/25 – RMCPP – Election of Member Nominated Directors

Attachment: LTB 004/25

Attachment: Could you be a Member Nominated Director

Attachment: MND Role and Responsibilities

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Uplift in Part Time Contracts on Legacy Terms and Conditions

You will be aware that last year Royal Mail introduced a policy that meant part timers could only increase their contracted hours if they moved to the new entrants’ terms and conditions.  The CWU were determined to change this unacceptable and unfair policy.

We reached an agreement in December under the USO Pilots which stated, ” Any employee employed on “legacy terms and conditions ” (i.e. those employed before 1^st December 2022) currently completing a role through a temporary variation and or offered from January 2025 an increase in contracted hours will have the opportunity to accept that role on a permanent basis on their legacy terms and conditions.”   This means any part timer who is offered an increase in their contracted hours in the future can do so on their current terms and conditions.  In light of this, Reps and Branches should reengage in business-as-usual resourcing reviews on whether a part timer should be eligible for an uplift and ensure seniority is the deciding factor.

During the talks, Royal Mail informed the CWU that there were 10,573 part timers on a variation of contract, some dating back as far as 2017. We agreed that all of these individuals should have the opportunity to get a permanent contract. This is important as the USO will lead to a potential surplus in delivery units and those on a variation of contract may either lose this ability or not be considered within a resign, or if they wanted voluntary redundancy they would only be considered on their original contract.

All those part timers who got a variation of contract should have received this on the basis of seniority and this should have been overseen at local/area level.  In fact, we are receiving reports that some Reps and individuals believe they were on a permanent contract already. The clear lesson is in the future we must ensure that individuals get an actual contract that reflects the new contracted hours.

There will also be the opportunity for further uplifts in part time to full time under the USO pilots and reform, as the modelling is showing that there is an increase in part time to full time of between 15% to 20% when introducing the USO change.

The headlines are a great news story for those 10,573 part timers on a variation of contract who will now get the opportunity to accept a permanent position on their current terms.

The headlines nationally are:

• 8,529 part timers who are on a variation of contract will get the opportunity to confirm a permanent full time job on 37 hours.
• 1,701 part timers on a variation of contract will get the opportunity to accept an increased hourly contract on a permanent basis.
• 343 part timers on a 35 hour contract who were working 37 hours or above will now get the opportunity to have a 37 hour contract on a permanent basis.

There is a further piece of work being undertaken to identify those individuals who were capped at 35 hours full time after the Four Pillars agreement in 2018.  The aim will be to give those individuals an opportunity to move to 37 hours on a permanent basis. This does not mean we have given up on the union’s long-standing policy to achieve the 35-hour gross working week. Instead, it is a recognition that we have other priorities for now, such as improving basic pay, equalising new entrants’ terms and conditions, improving overtime and SA rates, improving sick pay arrangements and voluntary redundancy terms, as well as improving attendance patterns with less days at work along with fewer Saturdays.

It is also important for Branches and Reps at all levels to make sure we maximise the opportunity to recruit any non-members whilst carrying out the work of ensuring part timers are given an improved permanent contract. These permanent uplifts would never have happened without the union at all levels applying pressure to get Royal Mail to change their unfair policy.

Finally, please see attached important information to assist you in the task of achieving the permanent uplifts in part time contracts.

1. Communication on the part time uplifts.
2. Headlines of the biggest units with the most part time to full time uplifts per ROD Area.
3. Details of every workplace listing in three categories part time to full time, increase in part time contracted hours and the numbers per unit who will get the opportunity to move from 35 to 37 hours.

Any enquiries in relation to the content of this LTB should be addressed to the DGS(P) Department hford@cwu.org.

Yours sincerely,

Martin Walsh

Deputy General Secretary (Postal)

LTB 006/25 – Uplift in Part Time Contracts on Legacy Terms and Conditions

LTB 006/25 – Att 1

LTB 006/25 – Att 2

LTB 006/25 – Att 3 (xl download)

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New Prototype Posting Peg Trial – RM/CWU National Joint Dog Awareness Working Group

Branches and members may recall LTB 216/24 which reported on the New Design Mk2 Posting Peg trial which had been developed via the RM/CWU National Joint Dog Awareness Working Group and which was then subject to a trial at the Derby, Swindon and Dore Delivery units from June to August of last year.

As means of background, the new design Mk2 Posting Peg was trialled based on feedback received that the current existing Red Posting Peg needed to be longer, be more flexible and have the ability to accommodate more letters in the Peg. The Mk2 design received positive feedback from the individuals involved in the trial, with 78% of those who replied saying they were more likely to use the Mk2 Posting Peg, however, the trial also reflected similar feedback to that of the current Red Posting Peg and the need for a longer and more flexible design, with the ability to fit more into it.

Accordingly, this feedback has been further reviewed by the RM/CWU National Joint Dog Awareness Working Group and a new prototype Posting Peg has now been designed and developed for further trial activity. The new prototype Posting Peg, in addition to seeking to address feedback given, also has multiple uses. Although its primary purpose remains a posting aid, to avoid fingers through the letterbox incidents, the updated design also provides:

• A holder for the P739 ‘Something for you’ cards
• Holds a pen
• Provides a flat surface to write on
• Can be used to hold/store elastic bands

The Posting Peg has been made using tough and durable materials and has been designed to fit in both Royal Mail cargo trousers and shorts.

The trial of this new prototype Posting Peg will take place at the Delivery units listed below, with each unit being issued with the outlined number of new prototype Posting Pegs to be tested in the live operational environment.

• Derby (DE) – 20 Posting Pegs
• Swindon (SN) – 5 Posting Pegs
• Chippenham (SN) – 5 Posting Pegs
• Dore (S) – 10 Posting Pegs (TBC)
• Rye (TN) – 10 Posting Pegs

The trial will commence from Monday 20^thJanuary and is planned to run for four weeks.

Derby, Swindon and the Dore Delivery units were trial locations for the Mk2 Posting Peg back in 2024 and have again been selected for this new trial to generate feedback on the new prototype against the former MK2 design.

As a means of further information on this trial, please find attached a SHE Huddle briefing due to be issued at each of the trial sites.

In advance of the trial activity being launched in each unit, remote meeting calls have been set up to outline the details and aims of the trial which will involve the relevant unit COMs, SHE advisors, and ASRs.

On completion of the trial, feedback will be sought directly from those involved via a QR code, with the feedback then being reviewed by the RM/CWU National Joint Dog Awareness Working Group in terms of the next steps.

From the CWU perspective, this trial of a new prototype Posting Peg is welcomed, as based on the latest figures shared by Royal Mail, circa 389 dog bites through the letterbox incidents were reported last year. Accordingly, I have no hesitation in encouraging our Safety and IR Reps, alongside members in the listed units, to fully support and engage in the trial and equally provide feedback via the QR code once issued.

Finally, and in setting out the above, it is relevant to remind Branches that letterbox bites are reportable as an offence under the Dangerous Dog Act (Section 3), which followed the Court of Appeal decision in 2022 whereby postal workers do have applied access rights at letterboxes and as such, are protected by the Act. Sadly, there remains some confusion in this regard and over trespassing laws, with even some Police Officers offering wrong advice on this issue if hands/fingers accidentally enter the letterbox aperture. The full details of the Court of Appeal ruling were set out in LTB 220/22.

Further updates in terms of this trial and outputs will be issued in due course, but in the meantime any enquiries regarding the content of this LTB should be directed to the Outdoor Department, email address: Pharacz@cwu.org.

Yours sincerely,

Tony Bouch
Assistant Secretary

LTB 005-25 New Prototype Posting Peg Trial – RMCWU National Joint Dog Awareness Working Group

SHE Huddle – Posting Peg Final