OPERATING INSTRUCTIONS
IT IS VERY IMPORTANT THAT YOU READ & KEEP THE FOLLOWING INFORMATION
FOR INSTRUCTIONS TO YOUR RECEPTIONIST TEAM: admin@officefront.co.uk
ONLY WRITTEN INSTRUCTIONS REGARDING ANY PART OF YOUR ACCOUNT WILL BE ACCEPTED. VERBAL INSTRUCTIONS GIVEN TO OUR STAFF WILL BE TREATED AS NOT RECEIVED & THEREFORE DISREGARDED
POSTAL INFORMATION
For clients who subscribed to the Officefront BUSINESS ADDRESS & MAIL SERVICE
DAILY
Mail received on daily basis, sorted, mailed out on same day or ready for same day collection by client
WEEKLY
Mail received on daily basis, sorted once weekly, mailed out on last working day of the week or ready for end of week collection by client
LOW VOLUME
Low Volume clients will receive the WEEKLY service but with a maximum of 10 items per month. Excess charges will be applied
HFC (Hold for Collection)
Clients opting for this service are reminded that it is their responsibility to collect post.
We do not offer a service whereby we contact the client to notify of mail arrival.
The ONLY notification is when recorded/registered post or parcels are received that may be deemed as time critical
POST SERVICE PACKAGE DEFINITIONS
UK Standard mail will be handled / posted according to the service type above by first class post (UK) and airmail post (International) at P.O rates + 10%
Standard mail is any item that will pass through the opening of a UK postal box. Items above this size/weight will be deemed as special post
Items requiring special packing and/or special posting will incur an additional clerical charge.
Post received by recorded delivery or courier will be forwarded by the same method. Postal & clerical charges (min £5) will be charged to you
All packages received by us will incur a handling charge of no less than £5.00. Max. package size accepted 50 x 50 x 50cm = 5Kg. Packages above this size will be refused. This is to comply with H&S regulations.
Packages will not be accepted for clients who have not been known by OfficeFront for at least six months
Post held for collection must be collected before the end of a month. Post not collected will be returned to the P.O or Sender marked “No longer at this address”
Official post has to be collected by or posted to an officer/owner of the company/business within 7 days. Clerical charges will apply.
Post received by courier or registered/recorded post must be collected within 3 days, failure to do so, such post will be forwarded by the same means to an officer of the company at their home address. Charges will apply.
TELEPHONE SERVICE PACKAGE DEFINITIONS:
For clients who subscribed to the Officefront TELEPHONE ANSWERING service.
Telephone Service clients – OfficeFront receptionists will answer your calls Monday – Friday 08.45 to 17.30 (Excl. all UK public holidays.)
Clients opting for extended hours service will have calls answered as per extended hours contract terms.
Calls will be answered using Your Company Name + Good Morning / Afternoon.
You will ONLY be notified (unless otherwise agreed) of calls where the caller has left a message or when a call has been patched to you.
GENERAL INFORMATION
“IT IS YOUR RESPONSIBILITY TO MAKE SURE THAT CORRECT PHONE NUMBERS, MAILING ADDRESSES, EMAIL ADDRESSES, STAFF DETAILS ARE GIVEN TO OFFICEFRONT & THAT ANY CHANGES ARE IMMEDIATELY NOTIFIED”
MAIL / FAXES WILL NOT BE FORWARDED TO PERSONS OR COMPANY NAMES THAT ARE NOT LISTED PRECISELY WITH US. SUCH PERSONS & COMPANIES WILL BE DEEMED TO BE UNKNOWN TO US
YOUR EMAIL SOFTWARE
Internet service providers, e-mail services and IT departments all work hard to protect you from spam, yet this means sometimes e-mails you actually want get blocked too.
Fortunately, there are ways to ensure you get the officefront e-mails:
Hotmail/Gmail users, we recommend that you add our domain @officefront.co.uk to your address book and you will always get the email.
Anti-spam software – if you have anti spam software running on your machine, add our domain officefront.co.uk to the safe sender list.
Clients opting for our Voicemail 2 Email service also whitelist @voice-mail.co.uk
“If you are still struggling, the chances are your IT department or your ISP is blocking our email before it even gets near your machine
“If you aren’t getting our e-mails, then your messages wont get to you nor may other important information
TELEPHONE PREFERENCE SERVICE (TPS)
All numbers issued by OfficeFront are pre registered with TPS www.tpsonline.org.uk
Cold/Unsolicited calls can be a menace particularly if you are not registered with TPS
Record your preference not to receive unsolicited Sales/Marketing calls with TPS Online
You will significantly reduce the possibility of receiving live & automated marketing calls.
Telemarketers (including charities, voluntary, political organisations) are legally prohibited from making tele-marketing calls to a TPS subscriber.
The Information Commissioner watchdog, can impose significant penalties (up to £500,000) for breach of Privacy & Electronic Communications Regulations (PECR)
It is FREE to register…. www.tpsonline.org.uk
VOICEMAIL OPERATING INSTRUCTIONS
(clients who have opted for OOH VoiceMail service)
THE OUT OF HOURS VOICEMAIL SERVICE OPERATES
17.30 TO 08.45 MON – FRI – WEEK-ENDS – UK PUBLIC HOLIDAYS
CLIENTS OPTING FOR THE OFFICEFRONT VOICEMAIL TO EMAIL FACILITY
You have opted for this service and your voicemail .wav files will be emailed from @voice-mail.co.uk to the address you have given us at the time of your order or at a later date in writing
If you have opted for this service, please note that you must ensure that both your and your ISP’s systems allow for you to receive .wav files as attachments.
OfficeFront will not accept any responsibility for any blockage of such files. You will also have to ensure that your computer has suitable software/hardware for you to be able to listen to .wav files.
As the sending of emails is dependent on the public broadband systems, Officefront cannot take responsibility for any delays in the messages arriving or failing to arrive.
Voicemail messages will be sent from our voice-mail.co.uk domain
All as per our T&Cs
