Mail

Consider reducing the amount of written mail you receive. The Ways of Working programme has helped to reimagine the way we work. As part of that, everyone is encouraged to reduce (where appropriate) the amount of physical mail you and your team receives to Essex County Council (ECC) buildings.

Why you should reduce your mail

Now that many of us are adopting or exploring the potential of working in new, hybrid working models, we want to ensure the most environmentally friendly and cost-effective way of receiving incoming mail.

Less incoming mail improves the way we can all work, protects the environment and gives better value to Essex residents.

By reducing any unnecessary physical mail, you can help ECC to become a net-zero organisation and minimise recycling and disposal costs. You can help save office and storage space, and free up staff time so we can deliver services more efficiently.

While there are some documents that you might need as a hard copy, most incoming mail can be received, used and stored in a digital format.

How to reduce your mail

Switch to online forms and email

The most environmentally friendly way of reducing your incoming mail is to use digital platforms instead for your correspondence. If your service relies on physical incoming mail such as forms or letters, consider whether this could be done online.

Submit a service request on the Assyst portal to create an online form or email address.

If you need someone to provide a signature, where appropriate, you can create documents which allow e-signatures. Read how to add an e-signature field to Microsoft files.

You can send secure emails to external recipients. This allows you to control data and adhere to GDPR. 

Use online magazines and subscriptions

Most magazines, newsletters and other print mail are available in online formats. If you receive print magazines or other subscriptions, contact the company or organisation to see if they have online versions they can send you instead.

Ask suppliers to correspond with you online

If you are still receiving mail from suppliers or partners, request that they switch to online alternatives such as email.

Redirect mail to your home address

If you cannot cancel a print subscription or switch to online communication, consider redirecting your mail to your home address. This can help free up ECC time, space and resource spent sorting and sending mail.

Good housekeeping

If you receive physical mail that was incorrectly sent to you, email the post room (PDF, 139KB).

Keep your contact details up to date in the Telephone Directory. This will mean the post room can contact you if there is an issue with your mail.

If you are a line manager, make sure you update the Telephone Directory and cancel their physical mail as part of your staff exit processes.

The Incoming Mail Reduction and Digitisation (IMRD) Project

The IMRD project aims to support all employees to reduce their incoming mail, save them time and make their processes more efficient. Receiving lots of mail to our buildings is not sustainable so the project is looking for digital solutions to make a difference to teams who handle paperwork in ECC.

The IMRD project team is working with teams across ECC to help them reduce their mail and switch to digital platforms.

Email the IMRD team (104KB) for advice and support.

If you need to send mail, see our Hybrid Mail page.​

For more ways to reduce your impact on the environment, see reducing your waste and recycling at work.​