Postal Handling, Change of Practice, and Integrity of Sealed Mail

This comes from having a bundle of our mail returned and opened. We have for the last year being using a UPU RL114 (2.2) stamp legally registered to us.

OFFICIAL INFORMATION ACT REQUEST
Postal Handling, Change of Practice, and Integrity of Sealed Mail
To:
Official Information Act Requests
New Zealand Post
Date: 9th January 2026
This request is made under the Official Information Act 1982.
I recently lodged mail items with New Zealand Post for delivery. The items were clearly
marked on the exterior of the envelopes as private, sealed correspondence, including in
LandsAirWater Counsel – PTNDA markings and a visible seal/flag.
The items were:
– Tendered for delivery,
– Returned with a sticker stating “not delivered due to a lack of postage”,
– Opened during postal handling, and
– Returned with contents missing.
The items also bore a UCC postage number, which has previously been accepted for
conveyed mail, including mail originating from overseas postal systems.
To understand the handling of these items and any change in relevant practices, I request
the following information.
Requested information
1. Handling of mail with non-recognised or disputed postage
All policies, procedures, manuals, or operational instructions governing how New Zealand
Post handles mail that is tendered with postage that is not recognised or is disputed by NZ
Post systems.
2. Acceptance of UCC postage numbers – prior practice and change
a) Confirmation of whether New Zealand Post has, at any time, accepted, conveyed, or
delivered mail bearing a UCC postage number, including international mail.
b) Any policies or guidance that previously permitted such acceptance.
c) The date on which New Zealand Post ceased accepting or conveying mail bearing a UCC
postage number (if applicable).
d) The authority or decision under which this change occurred.
e) Whether this change was formally documented and communicated to staff or the public.
3. Non-delivery status
Confirmation of whether mail returned with the sticker “not delivered due to a lack of
postage” is recorded by New Zealand Post as not delivered, delivery not attempted, and not
served.
4. Authority to open mail
The circumstances under which New Zealand Post staff are authorised to open mail prior to
delivery, including where an item is rejected for lack of recognised postage.
5. Handling of sealed or marked private correspondence
Policies, procedures, or staff instructions governing the handling of mail that is visibly
marked as sealed, private, confidential, or subject to a trust or non-disclosure notice
(including seals, flags, or trust markings on the envelope).
6. Loss or removal of contents
Policies and procedures governing incidents where mail contents are lost, removed, or
otherwise missing while an item is in New Zealand Post custody.
7. Incident reporting and records
Details of any internal records created when mail is opened during postal handling and/or
contents are missing on return, including incident reports, system logs, event codes, or
compliance records.
8. Chain of custody
New Zealand Post’s procedures for maintaining chain of custody and content integrity for
mail items that are tendered, rejected, and returned without delivery.
Format and scope
Please provide the requested information in electronic form (PDF or DOC).
If any information is withheld, please specify the exact statutory ground relied upon for
each item withheld.
This request does not seek personal information or the contents of correspondence. It seeks
process, policy, authority, and handling records only.
Steve Chairman
in LandsAirWater Counsel – PTNDA
PO Box 265, Queenstown