This user guide explains how to submit physical documents to Virtual Mailroom (VMR) using an Australia Post dedicated Locked Bag. Physical mail sent to the Locked Bag is securely received, opened, and scanned by the VMR service, converting paper documents into digital files that can be processed, reviewed, and ultimately exported to downstream systems such as Class DMS or SharePoint.

• Establishing a Business Locked Bag with Australia Post
• Business Mail Redirection to a Locked Bag
• Authority to Collect Mail from Australia Post Locked Bag
• What's Next?

Establishing a Business Locked Bag with Australia Post

1. In-Person Setup Requirement
   Locked Bags for business purposes must be established in person at any Australia Post location. Online setup is only available for individual-use PO Boxes. Each business is permitted only one Locked Bag.
2. Target Location Specification
   The authorised agent must inform Australia Post of the intended Locked Bag location. For this case, the designated site is:
   Australia Post – Parramatta CBD
   Address: 57 Macquarie Street, Parramatta, NSW 2124
3. Application Form Completion
   Download and complete pages 15–16 of the Australia Post Locked Bag Application Form
4. Required Documentation
   The authorised agent must present:
   • The completed application form.
   • Proof of identity (e.g. driver’s licence or two documents such as a utility bill and bank statement).
   • Proof of authority to act on behalf of the business, which may include:
     • A statutory declaration,
     • A copy of the Australian Business Registration document,
     • A signed request from an authorised officer (e.g. Managing Partner, Company Secretary, Director, Trustee) on company letterhead.
     • Template: Signed Request by an Authorised Officer
5. Mailbag Purchase and Collection
   Two mailbags must be purchased for mail collection—this is a one-time cost. Direct Couriers will manage daily collection and replacement of mailbags at the designated location. A padlock is not required, as security is managed by Direct Couriers.
6. Notification of Locked Bag Details
   Once issued, send the following details via email to support@class.com.au and cc vmr@class.com.au:
   • Locked Bag number
   • Business name
   • Business code

Business Mail Redirection to a Locked Bag

1. Application Process
   To redirect mail from your current PO Box or business street address to a Locked Bag, you may either:
   • Submit an online application via Mail Redirect for Business, or
   • Complete the attached Mail Redirection Application Form and lodge it in person at your nearest Australia Post office.
2. Authorisation Requirement
   If you are not an authorised officer of the business (e.g. Managing Partner, Company Secretary, Director, Trustee, or other office holder as defined in Step 4 of the Locked Bag setup process), you must provide a letter of authorisation to act on behalf of the business.
   • Use the Australia Post Letter of Authorisation Template, ensuring the contents are transferred onto your company’s official letterhead.

Note: If you are submitting a Mail Redirection request at Australia Post on behalf of someone else and are not the authorised officer, you must provide valid identification. This can be either a photo ID (such as a driver’s licence or passport), or a combination of two documents: one showing your name and Australian residential address (e.g. a bank statement, rates notice, or residential lease), and another showing your signature (e.g. a debit/credit card or a Statutory Declaration). Refer to Business redirection service rates for further information on standard rates.

Authority to Collect Mail from Australia Post Locked Bag

Please complete and sign attached Letter of Authority to Collect Mail Template and email it to support@class.com.au and cc vmr@class.com.au            

The attached document authorises our “direct couriers” to collect mail on your behalf from the Australia Post locked bag located at Macquarie Street, Parramatta. Envelopes containing physical documents received in your locked bag are opened and scanned within the mailroom processing centre. The digitised documents are then uploaded to the VMR business instance corresponding to that specific locked bag.

VMR currently supports PDF and Word document formats only. Uploading unsupported file types such as PNG, JPEG, or CSV will result in an import error, which will be displayed as an error message within the Loaded or Classified views of the Documents Classified section. Support for additional file formats is planned for a future release. Documents in the Documents Classified and Human in the Loop states are retained for 90 days, after which they are automatically deleted.

What's Next?