Departments and Authorities are hereby informed that the responsibility for the forwarding of mail to the overseas offices in London and Tokyo has been transferred from this Department to the Department of State Development, effective 2nd April, 1990.

The attachment hereto outlines the procedures to be followed in connection with overseas Mail Services.

Director-General

OVERSEAS MAIL SERVICES

The Department of State Development has assumed the responsibility for the forwarding of official mail to the New South Wales Government offices In overseas locations. This service was previously undertaken by Premier's Department. The service, by use of a system of bulk despatch of correspondence, enables significant economies to be achieved and also allows for delivery within 1-2 days of despatch.

The service is available to all Departments and Authorities and the procedures which must necessarily be followed by an officer involved in the preparation and despatch of overseas mail are as follows:

(1) All official correspondence to be directed to the New South Wales Government offices in London and Tokyo should be forwarded to the Department of State Development, Level 27, State Office Block in envelopes marked attention of 'overseas Mail Administration'.

Covering letters are not required.

(2) Official correspondence addressed to organisations and individuals in the United Kingdom should also be forwarded to State Development for transmission to the London office where the items will be placed in envelopes and posted individually.

Similar arrangements are not practicable in respect of correspondence for addressees in Japan.

Wherever possible, air mail paper should be used for the preparation of all correspondence. However, please note that air mail envelopes or stickers should not be used.

(4) Official correspondence of a confidential nature may be forwarded in individually sealed envelopes, clearly marked 'confidential'. Such correspondence must show the sender's name, title and address.

(5) Private correspondence will not be accepted.

Where a Department proposed to forward large quantities of printed material or non-printed material (photographs, slides etc.) to one or both of the Overseas offices, prior notice of the consignment should be given to State Development, telephone 228-5009, before the material is delivered to State Development for despatch. It is essential that all material be correctly and suitably packaged and that sufficient information is available to enable preparation of adequate customs documentation if such be necessary.

Any inquiries relating to the foregoing service should be directed to State Development, telephone 228-5009.

Would you please arrange for this circular to be brought particularly to the notice of all officers within your Department and in any associated sub-Departments and Authorities.

Director-General