Russian Post offers special conditions for corporate clients - they can be both legal entities and individual entrepreneurs.
Advantages of the "corporate client" of the Russian Post:
- convenient time and place for delivery of postal items
- favorable rates
- Extensive experience with international shipments
- non-cash form of payment for services.
To conclude a contract, you need to provide documents.
For a legal entity:
- copies of constituent documents (charter, founding agreement, memorandum of association)
- a copy of the certificate of making an entry in the Unified State Register of Legal Entities; certificate of state registration of changes made to the constituent documents of a legal entity
- a copy of the extract from the Unified State Register of Legal Entities, issued no earlier than 6 months before the expected date of conclusion of the contract
- a copy of the certificate of registration with the tax authority
- a copy of documents confirming the powers of the sole executive body (decision of the founder / shareholder, minutes of the general meeting of shareholders / participants, Order of appointment)
- a power of attorney (in the event that a person who is not the sole executive body will sign the contract on the part of the counterparty), and if the power of attorney is issued in the manner of substitution, the power of attorney of the person who issued the power of attorney in this manner.
- a copy of the counterparty's license, if the activity carried out under the contract is subject to licensing.
The copies provided must be certified by a notary or the authority that issued the document. In the absence of properly certified documents and the urgent need to conclude an agreement, it is permissible to provide copies certified by the signature of the person who is the counterparty's executive body and the counterparty's seal, with the exception of an extract from the Unified State Register of Legal Entities, as well as a power of attorney.
For an individual entrepreneur:
- a copy of all pages of the passport or other document of an individual entrepreneur replacing it.
- a copy of the certificate of registration as an individual entrepreneur (IP OGRN).
- a copy of an extract from the USRIP, issued no earlier than 6 months before the expected date of conclusion of the contract.
- a copy of the certificate of registration with the tax authority.
- power of attorney, if the person signing the contract acts under a power of attorney.
- a copy of the certificate of open accounts (to certify the current account opened with the bank, registered on the IP).
Copies of documents must be certified by a notary or the authority that issued the document. In the absence of duly certified documents and the urgent need to conclude an agreement, you can provide copies certified by the signature and seal of an individual entrepreneur, with the exception of an extract from the USRIP.
In the activities of Russian companies, it is still difficult to refuse the services of the Russian Post. Online stores send purchases, other firms send official letters and statements of claim. Branches of the state company are open in the most remote settlements, where there are not even shops or offices of Sberbank. For legal entities to conclude an agreement with the Russian Post, this means significant savings and optimization of their interaction with a monopoly organization.
Benefits for corporate clients
The state monopoly offers firms to become its corporate clients. The official website of the organization at pochta.ru/support/corporate-services/become-corporate-client contains the terms of the agreement.
Both companies and individual entrepreneurs can become parties to it. There you can also enter your personal account and use the service management option.
The advantages in communicating with an organization providing citizens and organizing communications reaching the most remote corners for corporate clients are:
- option to choose a convenient place and time to send your correspondence. There is no need to stand in lines. For legal entities that have entered into a subscription service agreement, separate employees and counters are provided;
- tariffs, due to the greater volume of services provided, are more profitable than with a one-time interaction;
- more than competing courier services, experience with correspondence in international traffic;
- payment for services from a current account.
Reference: All large state-owned companies systematically work in this way, sending the most urgent letters using express delivery.
How to sign a service agreement
To conclude an agreement with the Russian Post, you will need to provide a manager serving clients from the corporate sector and entrepreneurs with a certain package of documents, which includes:
- copies of constituent documents;
- copies of certificates;
- fresh, no later than a month, extract from the Unified State Register of Legal Entities;
- confirmation of the powers of the executive body.
The postal employee will most likely require a notarized copy, and an extract with a tax stamp. Upon agreement, the correctness of all documents, except for the extract, can be confirmed by putting on them the stamp “Copy is correct”, the seal of the enterprise and the signature of the head of the company. In order for the manager to contact to conclude an agreement, you must leave a request at: oneclick.russianpost.ru. You will need to enter:
- company details;
- type of ownership (private, state)
- contact details (phone and email);
- required services (postal items, express letters - EMS, parcels);
- the need for advertising services;
- the need for subscription boxes.
Based on the entered data, a draft contract will be generated. The contract offered by the Russian Post cannot be changed. It is approved at the level of its corporate management in the status of a mandatory application. It is impossible to enter your own conditions into it. Therefore, you should consider what benefits a new client receives, and what issues need to be taken as carefully as possible.
Interaction procedure: personal account
The conclusion of the contract immediately turns into a number of advantages for the company or entrepreneur. The personal account of the Russian Post for legal entities allows you to track the track of your letters online, without wasting time switching to a special service. A company that has signed an agreement with the Post gets the opportunity to use a number of services offered to it. Sending correspondence can take place not only in the offices of the monopolist, if this is provided for by the contract, the machine with company markings will pick up letters and parcels intended for forwarding directly from the client's building.
Interesting: Payment for all services is made from the organization's current account to the mail account, but in some cases, when going beyond the monthly limits, it is permissible to pay the excess using a corporate credit card.
Nuances
When dealing with a monopolist, it is necessary to anticipate the occurrence of standard complexities. Letters sometimes go slower than expected, but this problem can be easily solved by noting the need for express delivery services in your contract.
At the same time, the giant's updated package of offers made it possible to take advantage of new interesting options, including:
- verified sending of e-mails. The text of the letter is saved as a pdf-document, which is signed with an electronic signature. A report on its delivery is recorded by mail and may be evidence in court;
- delivery of correspondence to the offices of counterparties not according to the general rule, but with the help of couriers. This allows to significantly reduce the time of exchange of official documents;
- letters can be received on behalf of the company by its representative without a power of attorney, if his data is specifically indicated in the contract;
- within the framework of a single agreement, you can send a postal order or purchase stamps, and, if necessary, it is the representatives of the post office who will stick the stamps on envelopes and parcels. The list of services will be adjusted and supplemented after the agreement is signed.
Important: Services are paid only in advance, for each subsequent month.
Russian Post for legal entities is not the only way to send correspondence. Express mail, courier services and transport companies operate in the country, each of which can provide the same services faster and sometimes cheaper. But, as practice shows, such a solution is beneficial for one-time shipments. With mass and systematic mailings, there is no alternative to the Russian Post.
Today, the main growth of the e-commerce market in Russia comes from the regions. 30% of online store traffic is generated by the regions, and this share is growing every year. As a result, every online store that has reached a certain level of development and coverage inevitably faces the question of how and with the help of which operators to carry out delivery. The Russian Post still does not have a worthy competitor in terms of coverage, but stores often refuse to work with it. There are many reasons: multi-stage pre-postal preparation, which involves the maintenance of a special person in the staff of the store who deals with this, the difficulty of controlling the movement of the parcel, additional load on the call center, a large number of returns. The Village asked an expert to tell you how you can deal with some typical problems when working with Russian Post.
Julia Avdeeva
express delivery specialist
"Idea Logic"
Choose the right department
The first thing you should do is choose a convenient post office (POS). Here you should pay attention to several factors, which then greatly simplify your life. First, see if there are many employees in this department. The more windows open, the better. Secondly, it is important that this branch has a separate window for working with corporate clients, as well as a dedicated window for the delivery of parcels. The worst option is when the payment for services, the delivery of parcels, and the sending of letters take place in one window. Thirdly, pay attention to how friendly the team is in this place, whether it will be possible to negotiate with them. Finding a Post office employee loyal to your company is already half the battle.
In branches located on the outskirts, the queue is usually shorter than in the central ones. Postal logistics in Moscow is well established, parcels from all branches are picked up every day. Then they go to the sorting center. Large online stores and companies that have the status of a federal client skip the first stage and have the right to choose an OPS adjacent to the sorting center. If an online store decides to transfer the delivery functions to a company with federal status, this can save one or two days.
Get used to independence
The next stage is the conclusion of an agreement with the Federal State Unitary Enterprise Russian Post. This can be done both in the post office itself and in the main office. There is a standard contract for the provision of postal services and it is not worth counting on any changes for an ordinary online store. At the same time, each contract goes through several stages of internal approvals, and this process can be delayed. There is only one advice - and it is suitable for any situation: you need to constantly remind yourself of yourself.
You should not expect that the "Mail" will "run" after you, it is your responsibility to constantly remind you of your business. After signing the contract, you will have to deposit money and constantly check how much you have left in your account. Remember that the "Mail" works only on prepaid. They do not have a personal account on the site or any means of informing about the lack of funds in your account, so, again, you will have to follow everything “manually”.
Learn the rules
To work with the "Mail" you will have to allocate a separate employee in the state, as this requires a lot of effort, time and attention. The main document for him should be the volume "Rules for the provision of postal services." The main problem is that many things in it are described very vaguely (for example, packing rules) and can be interpreted differently by different postal workers and in different post offices. Simply put, if they want to find fault, they will easily do it. Therefore, it is better to be friends with postal workers.
Choose the right packaging
Proper packaging will save you from many problems. 3% of all packages are damaged and lost along the way, and this is often due to improper packaging. Packing a shipment in a package is cheaper than in a box, but the contents of the package are easier to damage. In addition, unfortunately, there are unscrupulous workers in all areas. Despite the fact that the Post is actively fighting this, there are cases when craftsmen carefully cut the edge of the package, take out the goods, put something close in weight in its place and seal the package. In addition, the package is transferred so many times from place to place along the way that if it is not provided with an additional layer of protection in the form of a box, it will be too vulnerable. You don't have to use Mailboxes. For example, our company buys ordinary boxes in bulk, so they are cheaper. You should not make branded boxes, because they must be pre-approved, otherwise the post office may refuse to accept them. Often they turn a blind eye to this rule, but they can also find fault.
Handle claims the right way
The term for consideration of claims by the Post is officially 60 days. But in reality, these deadlines are not always observed, and claims can be considered for several months. I'll have to remind myself a lot again. If you see that the package is stuck at some stage, immediately find out what is wrong with it. Be sure to inform your customers that if the package is damaged or there is a difference in weight, the package must be opened and its contents checked in the presence of the post office staff. Only in this case, it is possible to make a complaint about the contents of the parcel and, together with the post office employees, draw up an act. If you open the parcel after leaving the post office, you will no longer be able to make any claims.
Take on some of their work
A serious disadvantage of "Mail" is a large number of return shipments. The parcel arrives at the branch, but the notification never reaches the client. If he himself does not follow the movement of the parcel by the number on the site, he may never know that it has arrived. As a result, the package is sent back to you in a month, in which case the online store pays a double tariff (round-trip), but the goods do not sell. According to statistics, about 15-20% of parcels are returned (depending on the specialization of the online store).
To prevent this from happening, you must track the movement of the parcel yourself, and when it arrives at the department, inform the client about it. If the client does not arrive at the post office within a few days, the call center should connect. Your employee calls the client to check if he knows that his package has arrived. Thanks to this system, we have reduced the level of returns by 5-10% in our company.
be patient
It is often very convenient for a regional client to pay in cash, but for you it can turn into a headache. "Post" can receive the money, but not in a hurry to transfer it to you. Therefore, you must separately track whether the cash on delivery has arrived from each shipment. If he is delayed - sound the alarm.
We had a case when a parcel arrived at a small post office in Siberia, and in order to transfer the money received for the parcel, the employee had to go to the regional center. We persuaded him for a long time to find time for this. Offices in which there is no Internet are a normal phenomenon for Russia. It can be very difficult to contact them. And delays in delivery are often associated not only with internal emergency situations, but also with weather phenomena. For example, last winter the Lena River froze over, through which the locals got over only by ferry. As a result, for a whole month it was impossible to deliver anything to the neighboring coast.
It is possible and necessary to establish work with Russian Post! Just be patient.
For those who dare, below is a small instruction
for work with "Mail":
Enter into a contract with Russian Post.
Get it at the branch postal service, fixed in the contract, a range of barcode postal identifiers (BPI) or ready-made BPI.
Pack postage according to postal requirements.
Prepare supporting documents to postage.
Make an advance payment forwarding of postal items - transfer funds to the current account specified in the contract. Make sure that information about the receipt of funds has arrived at the post office (place of delivery).
Deliver postal items at the agreed place and time of delivery. Bring two copies of the list with you. 103 on paper and a power of attorney for the delivery of postal items.
Get it at the branch postal service documents on the receipt of mail: a receipt for the receipt of postal items, the second copy of the list f. 103 with the signature of the OPS officer and the calendar stamp.
Within the terms specified in the contract receive a certificate of completion and an invoice.
Many companies would like to conclude a direct contract with the Russian Post and pay for services by bank transfer. Our company is no exception. Our office is located in Moscow.
So, the number one task is how to find the office of the Russian Post in Moscow, where you can conclude a Service Agreement. What is easier - on the website of the Russian Post there is a telephone for communication, we call. The music is modern, the girls answer friendly, but do not have information, so they constantly switched me somewhere and when switching, the phone flew off - then everything was new. It took three days to find out where the office of the Russian Post was. But we have strong nerves!
After three days, I came across a more informed employee who informed me that I should send a letter to the address [email protected] and wait. A response should come from the sales department. We wait! Three days later, a letter arrived with a bunch of forms and documents that need to be filled out! We understand that the Russian Post is a huge, bureaucratic organization ... We filled it out, sent it ... We are waiting. Four days later, confirmation came that everything was fine. The letter contains the address: Moscow, Myasnitskaya, 26. So here it is - the longed-for address!
In 2017, the Russian Post underwent a reorganization and, if earlier in each district of Moscow there was a branch where it was possible to conclude an Agreement with the Russian Post, now everything is only at Myasnitskaya, 26. And there are three people for the whole of Moscow processing Agreements.
We display a ton of documents in two copies. One of the documents turned out to have the same name, which means that it is not necessary to display it ... Let's go to Myasnitskaya, 26. We arrived, and this is a huge building with many entrances and, as always, no one knows where documents are accepted. After running for half an hour, I did find an inconspicuous building in the yard. I marked it in the picture - maybe it will come in handy for you so as not to run and not look!
I go up to the second floor, find the right room and the right employee. I send documents. It turned out that I did not display the same document with the same name, and I still need it! He asked very strongly and the heart of the postal worker trembled! An employee, at my request, brought out the missing document and accepted it for work.
Two weeks later we received a message that the Treaty had been concluded. Come! They came and took. We were informed how to receive invoices for payment. You must send a request to the e-mail address in an excel file and in three days you will receive invoices for payment. Moreover, you need to receive two separate accounts, one for communication services, the second for franking. About some kind of personal account on the site, where you can monitor your balance and current affairs in the Russian Post, they only smile, but somehow they smile nervously!
Last year, the Russian Post underwent a reorganization and if earlier it was possible to send letters by bank transfer from any post office, now in each district of Moscow there are several post offices that work with legal entities. We have chosen one such branch. I came to meet. The head of the department met me warily, but I received a consultation and went to form the first shipment.
From the second time they accepted documents for sending letters. Now we send letters regularly and without problems.
The result of this whole operation:
- To conclude an Agreement with the Russian Post, you need a lot of patience and free time.
- From an economic point of view, it turned out to be quite profitable. The Post provides a complete set of documents.
Postal services include the receipt and transmission of all mail sent to the company's legal address. If the company has not concluded a postal service agreement, then the documentation sent to the company may be lost, for example, a claim for the recovery of a non-existent debt from fraudsters, for example.
What is a postal service agreement
Postal service is a service for the collection and storage of correspondence from the post office, arriving at the registered legal address of the company.
The Russian Post primarily works with a legal entity, although it also serves individual entrepreneurs. The contract is concluded only upon sending the application described in writing. All possible types of contracts can be studied on the official website offered by the Russian Post.
The benefits of working under this agreement are obvious:
- it is possible to pick up, as well as leave orders for the delivery of letters and other postal parcels to the office of the enterprise or vice versa from the office;
- a certain time and a special place are allocated for the delivery of mail;
- if necessary, operators select a successful package of services that will be the most profitable for the organization;
- a legal entity has the right to choose how to pay for services provided by Russian Post - in cash or non-cash forms of payment.
Moscow city
Limited Liability Company "__________", hereinafter referred to as the "Contractor", represented by the General Director _________________ acting on the basis of the Charter, on the one hand, and the Limited Liability Company "__________", hereinafter referred to as the "Customer", represented by the General Director _________________, acting on the basis of the Charter on the other hand, and collectively referred to as the "Parties" have entered into this agreement a postal service agreement as follows:
1. The Subject of the Agreement
1.1 The Contractor undertakes to accept, store and transfer to the Customer postal correspondence received in the name of the Customer at the address: ________________ within 12 (twelve) months from the date of signing this agreement.
2. Obligations of the parties
2.1 Obligations of the Contractor:
2.1.1 Accept and store (not longer than within 1 (one) calendar month from the date of its receipt) all correspondence received by mail to the Customer. If the Customer does not collect his correspondence from the Contractor within the specified period, it will be destroyed without returning the postal service fee.
2.1.2 All correspondence coming in the name of the above organization to this postal address is entitled to be collected only by the owner of the premises (Contractor). No other persons, including those under powers of attorney, have the right to pick up correspondence coming to the above address. If the Customer attempts to pick up his correspondence at the post office on his own, this agreement is considered terminated.
2.2 Obligations of the Customer:
2.2.1. Provide the Contractor with contact details for communication with the customer.
2.2.2. The Customer is obliged to provide the Contractor with a power of attorney in the amount of at least 3 pcs. to receive registered and valued letters.
2.2.3 In case of changes in the method of communication, the Customer is obliged to inform the Contractor about such changes within 5 working days (full name, phone number, e-mail,). Responsibility for the accuracy of the information provided lies with the customer.
3. Amount and procedure of payment
3.1. The cost of services rendered by the Contractor is ___________ (___________) rubles per month (including VAT / VAT free).
3.2 Payment is made by the Customer at the conclusion of this agreement in the amount of 100% of the cost of the Contractor's services for the entire period of the Agreement.
3.3 The funds paid for postal and secretarial services and storage of documents are non-refundable.
4. Liability of the parties
4.1. The parties are responsible for failure to fulfill their obligations under this agreement in accordance with applicable law.
4.2 The Contractor is not responsible for the correspondence not delivered to the Customer due to the action / inaction of the Customer himself, or other third parties (post offices, other public and / or private organizations and bodies).
5. Conditions for entry into force and termination of the contract
5.1 This Agreement shall enter into force upon its signing by the Parties.
5.2 The Agreement may be extended under the same or other conditions upon expiration of its validity by mutual agreement of the parties by signing a new agreement.
5.3 The Contractor has the right to terminate the contract unilaterally in case of violation by the Customer of its obligations under the Contract or inability to contact the Customer's management or contact person.
5.4 If the column “Contact information for communication with the Customer” is not filled in this agreement, such an agreement is considered not concluded. In this case, the amount paid under this agreement is not refundable, and claims against the Contractor for non-delivery of correspondence are not accepted.
5.5 If the Lessee, two weeks after the end of the contract, does not return the signed certificate of completion and does not file a written claim against the Lessor, then the work is considered completed and accepted by both parties.
5.6 This agreement is made in two copies, each of which has the same legal force, one copy for each party.
6. Legal addresses and bank details of the parties
Contractor Customer
Contact information for communication with the Customer: ____________________________________
Reference: Samples of legal and accounting documents.
