Royal Mail Materials Handling Containerisation Update & Peak/Christmas Arrangements 2025 – Health & Safety Aspects

Royal Mail Materials Handling Containerisation Update & Peak/Christmas Arrangements 2025 – Health & Safety Aspects

Further to previous annual updates provided by the CWU, both Departments have engaged with Royal Mail to ensure that updated advice is available for Representatives and members in relation to Peak/Christmas arrangements for 2025 and set out below is a summary of these Materials Handling Containerisation Arrangements, the contents of which have been discussed and agreed with Royal Mail.

If any member has any questions or concerns about the details set out in this LTB, please raise these with your Line manager and speak to your local Rep or Workplace Safety Rep.

York Containers

Royal Mail have over 850,000 (Mk1, Mk2 and Mk3) York Containers in circulation that will be in service during the Peak/Christmas period.

The business will be looking for Yorks to be filled with the maximum 7 layers of 4 trays (28 Max), wherever possible, and subject to Safe Systems of Work (SSoW) weight constraints of the container. Equally vehicle weight limits of loaded Yorks will need to be monitored and adhered to in line with SSoW, Health and Safety requirements and Road Traffic Act Legislation.

The introduction of Correx Sleeves has led to some changes to the way we handle and repair Yorks, whether working with them in Delivery units, Mail Centre’s or Hubs. Therefore, it is important that all individuals in the operation are aware of the correct processes when it comes to nesting, handling and the repairing of Correx Sleeve and Yorks.

LTB 249/25, issued 14^th November, sought to update Branches in terms of recent developments regarding Correx Sleeves, including some recent design and operational changes now in place, alongside a revised SSoW issued by Royal Mail covering the use of Yorks and Mini-Yorks in the operation. The revised SSoW version 3.5 is attached.

York Containers – Use of Shrink-Wrap/Cling-Film

The current agreed national policy remains and there is no agreement in place to use ‘Shrink-Wrap/Cling-Film’ on York Containers under any circumstances. This was confirmed previously in Opsflash – CPC (2008) No 167 which instructs all sites that have received new trays delivered on pallets and shrink wrapped to remove and dispose of the shrink wrap immediately. There are no circumstances where the shrink-wrapping of Yorks is acceptable at any Royal Mail site.

Rigid Stackable Containers (RSCs)

RSCs are not intended for day-to-day or general use inside Mail Centres and Delivery units and are primarily for the Distribution Centres and Parcel Sorting Centres network. However, given the demand for Yorks in the operation during Peak/Christmas, there may be circumstances which require the use of RSCs on a contingency basis, and where there is sufficient space and where Risk Assessment and SSoW requirements apply. In respect of workplace transport hazards from Forklift Trucks and crush hazards etc, specific Personal Protective Equipment (PPE) regulations requirements also apply in these work environments, including, high visibility clothing and protective footwear. RSCs may only be used in risk controlled working environments as per the SSoW.

Folding Stackable Containers (FSCs)

As Above.

Safe information is located on a plate on the side of the container.

Mail Centre’s and Delivery units should not receive any FSCs. However, if an FSC is received, they should be returned to the local RDC as soon as possible.

‘A’ Frame Roll Containers

As previously reported, Royal Mail still retain a level of supermarket type ‘Roll Cage’ Containers which were introduced back in 2006. They are intended for internal use (inside Offices) and for storage purposes only, in order to free up much needed York Containers. Where on-site, the use of these Containers should be supported by a local Risk Assessment.

Loose Loading of Mail Bags – Christmas 2025

As previously reported, Royal Mail has confirmed that it will be taking a number of steps to ensure that loose loading of mail should only take place in exceptional circumstances, as a last resort due to container supply shortages.

If loose loading must occur, the Manual Handling/Loose Loading SSOW will be adhered to.

Clear instructions have been issued by Royal Mail that should any service which is normally containerised have to be loose loaded, then the dispatching unit must inform the receiving unit in advance so that they can provide any additional staff resources and working arrangements which may be necessary to ensure health and safety standards are maintained.

Extract from Loose Loading Core Risk Assessment:

It is a Royal Mail goal that no manual handling task will exceed risk level 2. Mail Bags average 7kg, maximum gross weight 11kg. Lifting frequency up to 7 bags/minimum over a 30 min period (then rest). Vehicle doors are adequately maintained and must be in good working order.

Priority Services bags could exceed 11kgs, but they should be clearly labelled with the weight so that special consideration can be given to lifting. NB: No Priority Services Bag exceeding 11kgs should contain more than 1 item. All equipment is used in accordance with the appropriate Safe System of Work. All staff to have received manual handling training and instruction or refresher training during the past 3 years. All staff to understand and operate the appropriate Safe System of Work. If there are any tasks that are not listed, the manager must consult the safety team for further advice. No pregnant worker or person under 18 should undertake tasks greater than risk level 1.

Plastic Letter Trays

Royal Mail has purchased 650,000 additional trays for 2025/6, these are already in production and will be delivered directly from suppliers during November and December.

Mail Bags:

RM International MB4L Bags for Automation (Blue)

Royal Mail International use a larger blue bag for use within its Automation Streams, known as the MB4L. These bags are not to be used in the domestic operation and are designed for export only and are for use within Royal Mail International Sites.

New RM MB66 Bags for Automation (Yellow)

Royal Mail has a variation of the Parcel Sort Machine (PSM) known as the Solystic phase 2b within some of its Mail Centres, which allows for the use of MB66 Bags. Where these bags are used on the machine, the 11kg weight limit must apply. They are a slightly larger bag, with a wider neck to allow greater parcel automation efficiency for larger parcels. They should not be used on Drop Bag Fittings (DBFs) for manual sortation. They will be yellow in colour.

Amazon Gaylord Pallets

Amazon Gaylord pallets will once again be used on Parcel Hubs, Super Hubs and PSCs and some Inward Mail Centre traffic streams for Direct Injection traffic and approved flows. For the agreed use and safety information on Amazon Gaylord Pallets, please reference the attached SSoWs.

Repatriation of York Containers, Trays and Cardboard

To ensure sites are safe and clear throughout Peak/Christmas with the largest volume of containers in use within the network, Delivery units are to ensure that container repatriations regularly take place and are returned to the agreed locations. Repatriated Yorks should be fully nested and consolidated in line with the York SSoW, as well as being identified on the units’ Yard Risk Assessment. This will ensure congestion and potential safety issues are avoided, as well as ensuring Royal Mail can maintain its York Containers supply circulation.

Keeping Yorks moving through Peak/Christmas is a business priority.

Issues regarding York repatriation services are to be reported via reporting@royalmail.com
Issues regarding York misuse by customers or internally are to be reported via misuse@royalmail.com

Contingency Arrangements:

Pallets – Transportation, Processing, Unloading and Stacking of Pallets

This year, Royal Mail has again faced an increased requirement from bulk customers to accept and process palletised loads, including shrink/stretch wrapped palletised traffic and Cardboard Pallet Boxes from Amazon known as Gaylords.

The SSoWs are in place to ensure sufficient up-to-date information and instruction is available to allow sites and managers/PICs (Person In Charge) to control safety risks for the specific tasks and ensure the correct safe work methods are adopted and materials handling equipment is deployed for this increasing area of activity during Peak/Christmas. The SSoW and associated embedded SSoWs are attached. This includes the attached documents of Pallet Truck SSoW; DDT (Operating Double Deck Trailers) SSoW; Palletising of Trays SSoW; and Manual Handling SSoW.

Cardboard RSCs/Cardboard Euro Pallet Boxes/Amazon Gaylord Pallets/Shrink Wrapped Pallets

As originally reported in LTB 632/05, these types of containers have been successfully utilised during successive Peak/Christmas periods since then and were introduced to provide a contingency ‘back-up’ of additional container types as York Container use is maximised. These are used primarily in the RDC, PSC network, RM International BAU streams and used as a ‘contingency measure’ for when demand outstrips supply of Yorks and RSCs for agreed flows and as an alternative.

These variant containers are folding, heavy-duty cardboard containers with the base fixed to a standard wooden Euro Pallet.

For 2025 Royal Mail has purchased and will deploy Cardboard RSCs (C-RSCs) during the Peak/Christmas period for the intended use of:

For use anywhere in Royal Mail’s network and at large customer premises.
For storage of empty bags and trays to release RSCs into the network.
For conveyance of Customer Parcel Returns.
For conveyance of Customer Collections.
For conveyance of parcels within the RM network (Parcel Hubs, MCs, PSCs & Customers).
For use in RM International BAU flows.
For conveyance of empty bags to customers.
For empty bags, empty trays, and bags of mail.

C-RSCs boxes are intended to be:

A reusable container and serviceable for over 8 trips per usage.
Used indoors and in the network, but not for external storage where they may get wet.
Folded flat when being stored empty.

For the agreed operational use and safety information on CRSCs, Euro Pallet Boxes, Pallets and loads, please reference the attached SSoWs.

Operational Waste Management

Operational waste, such as cardboard, shrink wrapping, will increase over the Peak/Christmas period within the operation and as a result of increased volumes of parcels and packets from customers. The business-as-usual process for managing this within the operational sites remains unchanged, with an uplift in collections by Royal Mail waste providers in line with forecasted volumes. Additional site clearances can be requested should they be required through the RMPFSL helpdesk. Details of the process have been attached to this LTB.

Contacts & Phone Numbers

Should Area Safety Representatives wish to discuss any issues or questions in relation to Container Control or Container Equipment, the following field managers can be contacted for all Royal Mail container related issues:

National Team Contacts

Head of Assets: Gary Yeo – 07872 636 537

Asset Supply Chain Manager: Julie Brown – 07553 379 256

Asset Supply Design Manager: Martin Taylor – 07841 076 428

Asset Operations Manager: Clare Smith – 07872 816 461 (All sites below)

Belfast, SDC, Edinburgh, Perth, Inverness Aberdeen, Warrington, Chester, NWDC, NWPSC, Tyneside, Darlington, Preston, Chorley, Carlisle, Manchester, Stockport, Leeds, Bradford, York, YDC, Sheffield, Doncaster and Hull, Nottingham, NEPSC, East Midlands Airport, Crewe, Shrewsbury, HCN, NHCDC, Greenford, PRDC, Jubilee, Guilford and Woking, Derby, Coventry, Leicester, Peterborough, Cambridge, Norwich and Ipswich, Chelmsford, Southend, Medway, SEDC, Canterbury, Tonbridge, Croydon, Gatwick, London Central, South Warwick, Victoria, Romford, and Whitechapel

International Container Manager: Nalin Mandalia – 07715480197 (All sites below)

HWDC LAMU & ILC,

Health & Safety Processes

From a Health and Safety point of view, both Assistant Secretary Departments will continue our joint work with Royal Mail and the RMPFSL Property Safety and Compliance Team to monitor health and safety throughout the Peak/Christmas Operation.

Attachments: