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Terms and conditions Proof of delivery

Terms and conditions Proof of delivery

Proof of delivery (POD) is used for letters that should only be delivered personally to the recipient. The sender (customer) must order POD mailing with EDI.

1. What can you send?

The sender can use Proof of delivery (POD) for letters that should only be delivered personally to the recipient. The sender (customer) must order POD mailing with EDI and create a digital Digipost mailbox in order to receive documentation of the recipient’s identity when the letter has been delivered.

EDI (Electronic Data Interchange) is a simple data program for registering forwarding information that should be transferred to Posten. Address labels with barcodes are integrated into the software. Contact your EDI provider or see an overview of providers on our Proof of delivery site.

2. Agreement

Before this service can be used, the customer must enter into a written agreement with Posten and create an account (a secure digital mailbox) at digipost.no for the electronic transfer of a delivery report that confirms the recipient’s identity. Such an agreement can only be entered into by companies and others who are subject to money laundering regulations; see § 4 of the Norwegian Money Laundering Act.

3. Prices

See current prices.

4. Envelope sizes and weights

The envelope sizes for POD items must be C5 or C4/EC4 with a maximum weight of 200 g per item. The envelope must not be more than 4 cm in thickness.

5. Addressing and labelling

A POD letter must only be addressed to one personal recipient at the recipient’s private address in Norway. POD letters cannot be readdressed or forwarded to a company address or to an address abroad. The recipient’s name on the letter must be the same as on the recipient’s ID. If the name on the POD letter does not correspond with the recipient’s ID, the letter will not be delivered.

Address label
POD letters should be sent in an envelope that bears an EDI address label. As well as the address, the label also includes an EDI barcode, POD label and a franking mark.

6. Sender/return address

All POD letters must have a complete Norwegian return address.

7. Ordering

The mailing of POD letters should be ordered via EDI. The EDI order automatically transfers the required information about the POD letters to Posten’s systems and ensures safe forwarding and delivery to the recipient.

Customers who require that the POD letter can only be delivered if a valid passport is presented (includes Norwegian passport, foreign passport, Norwegian national identity card, Norwegian foreign passport and travel document) can request this in the EDI order. If this is not requested, the item will be delivered if another valid ID is produced. See point 11.

8. Presorting

If mailing more than 100 POD letters, the letters should be sorted by postcode before they are handed in.

9. Handing in

POD letters should be delivered at the agreed post office, be clearly labelled as POD letters and handed in separate from other mail.

10. Tracking

POD letters can be tracked along the way from when they are handed in or delivered by the sender (customer) and recipient using bring.no, posten.no and Posten’s tracking app.

For the sender (customer) the letters can also be tracked in Mybring with detailed information and reports that give a good overview of sent and delivered POD letters.

11. Delivery and delivery times

POD letters are delivered to recipients at the post office, Post in Shop and business centres that have scanners for carrying out ID checks. If the sender (customer) has registered a mobile phone number or email address in the EDI information, Posten will send a collection message by SMS or e-mail to the recipient when the letter is ready for collection. The delivery time from handing in to delivery is normally 3 working days.

Posten will notify the recipient with a written collection notification in the mail, if the sender is not registered with a mobile phone or email address.

Scanners for ID checks and delivery of POD letters are found in selected Post in Shops throughout Norway. If the post office that the recipient normally uses is not equipped with scanners, the recipient will be informed in the collection notification from which post office the item can be collected.

Delivery and ID procedures for POD items are based on electronic checking procedures and mean that letters cannot be delivered in the event of computer problems, etc.

Approved ID
• Norwegian passport and Norwegian national identity card
• Foreign passport
• Norwegian bank card that contains identification
• Norwegian foreign passport
• Travel document
• Norwegian driving licence issued from 01/01/98
• European (EU/EEA) identity card

The ID must not have expired.

If the requirements in the EDI order state that only passports are considered to be valid ID, the letter will only be delivered if a Norwegian passport, Norwegian national identity card, foreign passport, Norwegian foreign passport or travel document is produced.

The recipient must collect POD letters in person, and these cannot be delivered to persons authorised by the recipient.

Delivery to persons who cannot sign
For persons who cannot sign (provide a signature), the POD letter can be delivered if "Not able to sign" is written in the passport presented.

ID without a Norwegian personal ID number/D number
If the ID does not contain a full Norwegian personal ID number/D number (11 digits), the personal ID number/D number must be documented with an additional document issued by a public body such as the (Norwegian) National Registry or the local taxation office.

ID without a signature
Some countries have passports that do not have signatures. In such cases, the recipient should sign in the signature panel and present additional documentation issued by a public body such as the National Registry or the local taxation office.

Delivery to persons who cannot sign temporarily (pp signatures)
For persons who cannot sign temporarily, the client manager will sign with the recipient (pp signatures).

12. Documentation of the recipient’s identity

The recipient must produce ID before the POD letter can be delivered. The ID is scanned, and the recipient’s identity is checked visually by looking at the picture in the ID. At the same time the scanner automatically checks the security patterns of the ID, whether the ID appears genuine and that the validity date has not expired. The name on the ID is checked against the recipient's name on the POD letter. The recipient's signature in the signature pad is compared with the signature on the ID. The signature in the signature pad may differ somewhat from the signature on the ID.
In some cases, required information from the ID will not appear clearly in the scanned delivery report. For example, the bank card may have some features that prevent the scanner from reading the information on it. In such cases, the client manager must enter required information from the ID. Names must also be entered manually when the name exceeds 35 characters. It is the name from the POD letter that should be entered.

This automatically generates a delivery report that is transferred to the sender’s (customer’s) Digipost account.

The scanner is set so that it always gives the best possible reproduction of the photo in the ID document.

13. Invoicing

The invoicing of POD items is based on forwarding information that is transferred in the EDI order from the sender (customer) to Posten.

General payment terms, Posten Norge AS apply.

14. Collection deadlines

When the letter is ready for delivery at the pick-up point, the recipient receives a notification. The pick-up deadline is 3 weeks. A reminder will be sent after 5 days.

15. Returns

If the recipient does not collect the POD letter or cannot produce valid ID, the letter will be returned to the sender (customer) after 3 weeks. Returns will be sent as registered letters.

16. The customer’s subcontractors

If the mailing of POD items is done by the customer’s subcontractors, the customer is responsible for informing subcontractors that they must comply with the current agreement and terms and conditions at all times.

17. Posten’s liability for damages

Posten’s liability for damages is regulated by Posten’s general terms and conditions of delivery for postal services and postal legislation. If a POD letter goes astray, is damaged or delayed, Posten will pay compensation for the value of the contents, up to NOK 1000, in accordance with the liability rules that apply to registered postal items. Delivery to the wrong recipient, regardless of the reason, is considered to be a postal item that has gone astray. In the event of a delay, Posten is only obliged to pay compensation if the delay is due to gross negligence.

18. Claims

Claims must be sent within 30 days of the items being handed in.