ABCs of Mailing - Personal (including VentureOne™)

1

What Are the ABCs of Parcel Shipping

To help ensure that mail reaches its destination safely, securely and according to the service selected, Customers should plan their entire mailing. Planning a mailing includes choosing an appropriate service, accurately calculating weights and measurements and supplying proper documentation. This guide includes a roster of information to help Customers meet their delivery deadlines and budget parameters.

2

Online Shipping Applications

Canada Post has developed innovative online tools and resources to make it easier for Customers to prepare, pay for and send their items.

2.1	Ship-in-a-click™

The Ship-in-a-click service allows Customers to purchase and pay for Canada Post shipping services online using most major credit cards (VISA, MASTERCARD and American Express). Customers using the Ship-in-a-click service can print a shipping label from their personal computer and deposit their item in a street letter box (where size permits) or at a post office. Some restrictions and conditions apply. The following services are available for purchase online:

• Priority™ Next A.M.*
• Xpresspost™
• Regular Parcel™
• Xpresspost™–USA
• Expedited Parcel™–USA
• Xpresspost™–International
• Small Packet™ (USA and International)

Visit canadapost.ca/shipinaclick for more information.

2.2	eBay™ Online Shipping Tool

The eBay Online Shipping tool gives eBay sellers direct access to Canada Post's shipping services and allows them to create, purchase and print shipping labels through eBay.ca. Canada Post services offered on the eBay Online Shipping tool include:

• Regular Parcel™
• Expedited Parcel™
• Xpresspost™
• Xpresspost™-USA
• Expedited Parcel™-USA
• Xpresspost™-International
• Small Packet™ (USA and International)

Canada Post and eBay offer a Flat Rate Box for eBay sellers to ship using the Expedited Parcel service within Canada (Regional or National) and the Expedited Parcel-USA service to the United States that will reduce the complexities of shipping. The box measures 28 cm x 21.5 cm x 14 cm and has a 5 kg weight limit.

Packages mailed using Canada Post services can be inducted either at a retail counter or in a street letter box, where size permits.

Visit ebay.ca/canadapost for information on the eBay Online Shipping tool and the new Flat Rate Box.

2.3	Electronic Shipping Tools (EST)

The EST software is free of charge and can be accessed through the Business segment of the Canada Post website at canadapost.ca/newuser. Customers must register once in the Business segment of the website to access the EST. For technical enquiries, Customers can call the Technical Help Line at 1.800.277.4799.

Customers have the option of using either the EST online or the desktop version which can be downloaded to prepare Orders (Statements of Mailing) offline and submitted at the time of deposit. This method reduces paperwork and risk of error, while providing added Customer convenience.

3

Steps for Mailing with Canada Post

In order to help ensure that items arrive at their final destination safely, securely and economically, refer to the specific Customer Guide for the type of service being used while keeping in mind the following checklist:

1. Ensure the Item is Acceptable for Mailing
2. Package and Wrap the Item
3. Address the Item
4. Weigh and Measure the Item
5. Prepare the Documentation
6. Pay for the Item
7. Deposit the Item

3.1	Ensure the Item is Acceptable for Mailing

Customers are responsible to ensure that items (including contents) can be shipped under Canadian legislation, including but not limited to the Criminal Code. Certain items may be prohibited by the following act and regulations or restricted and prohibited in certain international destinations (see “International Destination Listing” and the “Customs Requirements”). The Customer must ensure the items meet all current applicable requirements of the international destination and that all properly completed Customs and/or other required documentation is provided.

3.2	Package and Wrap the Item

Careful preparation and packaging helps ensure safe and secure delivery of items. Customers may visit shopcanadapost.ca to purchase packaging and wrapping materials.

Packing and wrapping methods may vary according to the item to be mailed. The Customer is responsible to ensure the item is securely wrapped with sufficient cushioning and reinforcing material as required to prevent loss of or damage to the item, damage to postal equipment or other mail and injury to persons handling the item. As a guideline, the Customer’s packaging should withstand a drop of approximately one meter in order to prevent potential damage or breakage.

Suggested Packaging and Wrapping Materials

3.2.1

Suggestions for How to Package and Wrap Special Items

The following suggestions are examples only and do not guarantee safe delivery of items.

Figure 1: Packaging Fragile Items (e.g. china)

1. Wrap each item in tissue paper or newspaper.
2. Put them into an inner container and put the inner container into a corrugated cardboard outer container.
3. Surround with cushioning material on the top, bottom and all sides to limit movement and protect the item.
4. Close the inner container with tape. Put the address and return address on the inner container.
5. Close the outer container with reinforced tape.
6. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
7. Put the address, return address and the word “FRAGILE” on the top and on one side.

Figure 2: Packaging Perishable Items (e.g. fruit)

1. Place item in papier mâché trays.
2. Put the trays in a heavy cardboard outer container lined with absorbent slabs.
3. Enclose the address and return address and seal the container with reinforced tape.
4. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
5. Put the address, return address and the word “PERISHABLE” on the top and on one side.

Figure 3: Packaging Crushable Items (e.g. art prints, maps)

1. Place the item between two sheets of kraft paper.
2. Put the address and the return address on the kraft paper.
3. Roll around a thick stick and tape the seam.
4. Insert item in a mailing container and surround with cushioning material to limit movement and protect the item.
5. Wrap the mailing container in kraft paper and tape all seams.
6. Put the address, return address and the word “FRAGILE” on the item.

Figure 4: Packaging Long Items (e.g. umbrellas)

1. Wrap the item in fiberglass insulation batt and seal it tightly with reinforced tape in several bands.
2. Place the wrapped item between two pieces of wood and wrap it tightly with reinforced tape. The wood should be longer and wider than the item.
3. Wrap the item in corrugated cardboard and seal with reinforced tape. Put the address and return address on the cardboard.
4. Wrap the item in kraft paper and tape all seams with reinforced tape.
5. Tightly wrap the item in bands of reinforced tape and put the address and return address on the top and one side.

Figure 5: Packaging Sharp Items (e.g. garden shears)

1. Tightly roll newspaper around the blades and secure with reinforced tape. The newspaper should extend about 100 mm beyond the tip.
2. Put the address and return address on a slip of paper and tape it to the item.
3. Place the item in a corrugated cardboard outer container and surround the item with cushioning material to limit movement and protect the item.
4. Close the container with reinforced tape and wrap it in kraft paper.
5. Tape all seams and wrap the item tightly with reinforced tape.
6. Put the address, return address and the words “HANDLE WITH CARE” on the top and one side.

Figure 6: Packaging Liquids, Liquefiable Substances and Powders

1. Tighten the cap of the bottle and cover it in tape.
2. Put the bottle into a metal inner container and surround with enough sawdust or absorbent material to absorb the liquid if the bottle should break.
3. Close the metal container and tape the cover seam with reinforced tape. Wrap the container in strong, plastic sheeting.
4. Tightly seal all seams with reinforced tape. Write the address and return address on a slip of paper and tape it to the plastic sheeting.
5. Wrap the container in corrugated cardboard and tape all seams with reinforced tape.
6. Wrap in kraft paper and tape all seams with reinforced tape. Tightly wrap the item with reinforced tape.
7. Put the address, return address and the words “FRAGILE” and “KEEP FROM HEAT” (if appropriate) on the top and at least one side.

Liquids and liquefiable substances (e.g. cooking oil in a glass bottle) must be placed in strong, leak-proof containers. The container must be placed in a strong outer container made of wood, metal, heavy cardboard or styrofoam. There must be enough absorbent material between the inner and outer containers to absorb all the liquid should the package break. Liquefiable substances must be marked “KEEP FROM HEAT”. Screw-type covers should have rubber or cork washers. A friction-top cover must be fastened with metal clips or soldered.

Dry colouring powders, for example aniline blue, must be placed in a leak-proof metal box. This box must be placed in a strong metal, wooden or cardboard outer box and have enough absorbent material between the containers to prevent leakage of the contents.

Dry non-colouring powders must be placed in a strong durable leak-proof metal, wood or cardboard container protected to keep from moisture. This inner box must be placed in an outer container made of metal, wood or cardboard.

Fatty substances that do not easily liquefy must be put in a leak-proof bag or box (e.g. plastic) and placed in a strong outer container of wood or metal. If the item easily liquefies, package or wrap the item as a liquid or liquefiable substance.

Latex paint and tubes of artist’s paint must be packaged according to the specifications for liquids. Metal containers with friction lids that mechanically seal the lids, must be fastened with metal rings to prevent accidental removal of the lids during transit. A separate container must be used to ship each four-litre can. Four one-litre cans of latex paint can be shipped in one container but each can must be separated by durable separators.

Film containers must be strong enough to prevent loss or damage to the contents.

Magnetic tapes must be protected from being accidentally erased by wrapping the items in lead foil and marking the item “MAGNETIC TAPE”.

Scented items (including samples) must be sealed to prevent the scent from escaping.

All fluid biological specimens such as blood and its components, excreta, secreta, tissue and tissue fluids (e.g., blood specimens [human and animal], spinal fluid, pathological specimens and culture specimens [e.g. urine, sputum, and swabs]) must be securely packaged as described below and must be sent using Priority™ Next A.M. service. Only biological specimens that are believed not to be infectious can be mailed.

All of the following requirements must be met when packaging biological specimens:

• the biological specimen cannot be infectious as defined by the Transportation of Dangerous Goods Act or any other applicable act
• the specimen must be contained in a specimen container (primary container) with a capacity of 15 ml or less
• the specimen container must have a leak-proof stopper, such as evacuated blood collection tubes with leak-proof caps
• the specimen container must be wrapped in absorbent material (e.g. thick paper towel, or cotton wool) and placed in a watertight secondary container (e.g. re-sealable plastic bag or plastic container)

• the secondary container must be placed in a durable outer container, with telescoping or screw-type top

• the closure seam of the outer container must be sealed with an abrasion-resistant, waterproof adhesive with a minimum width of 25 mm which must be centered over and fully cover the width of the seam

• swabs must be placed in stoppered plastic containers which must be wrapped in absorbent material and placed in outer mailing cases with screw top covers
• all shipments must be clearly marked “HUMAN SPECIMEN” or “ANIMAL SPECIMEN”.

Dry biological specimens (human samples) including excreta, blood and its components, and tissue swabs can be transported for routine testing not related to the diagnosis of an infectious disease. Typically these are specimens used for drug or alcohol testing: cholesterol testing: diabetes: cancer testing. Dry biological samples must not contain items deemed non-mailable matter, and must have an extremely low probability of being infectious.

These samples must be dry and put on an absorbent pad or card. They must also be placed in either a waterproof (air tight) or water resistant plastic bag. These samples can then be shipped in a sturdy outer container or commercial envelope. If the inner envelope is not waterproof (air tight) or water resistant, then the outer envelope must be waterproof or water resistant. The requirement is for at least one layer of waterproof or water resistant material to contain the dry biological specimen. Business Reply Mail and Lettermail items must use two (2) waterproof or water-resistant envelopes or a combination of the two.

The description “EXEMPT HUMAN SPECIMEN” must be clearly printed on the outer envelope. This will be mailable through the Regular Parcel, Expedited Parcel, Xpresspost, Priority™ Next A.M., Business Reply Mail (BRM) and Lettermail services.

If the Customer wishes to determine whether their envelope/packaging meets Canada Post’s shipping guidelines, they may submit a sample of the packaging to the following address for testing:

CANADA POST
MAIL STANDARDS AND TESTING
2701 RIVERSIDE DR SUITE N0625
OTTAWA ON K1A 0B1

Eggs - All of the following requirements must be met when packaging eggs:

• must be individually wrapped and protected, using enough cushioning material and wrapping to stop the eggs from hitting each other or the outer container
• must be enclosed on end in a strong box made of wood, papier mâché or other rigid material
• the box must be covered with a tight-fitting lid and marked “EGGS”
• eggs can be shipped using the following services: Priority™ Next A.M., Xpresspost, Expedited Parcel or Regular Parcel
• all items are mailed at the Customer’s risk

Live Small Cold-blooded Non-poisonous Animal Specimens - All of the following requirements must be met when packaging live small cold-blooded non-poisonous animal specimens:

• must be free from disease
• must be mailed via Priority™ Next A.M., Xpresspost, Expedited Parcel or Regular Parcel service for national, regional and local deliveries if shipped between April 1 and October 31
• all items are mailed at the Customer’s risk; no coverage for loss or damages is available for this type of mail
• the International Air Transportation Association (IATA) Live Animal Regulations requirements must be met. Refer to iata.org/whatwedo/cargo/live_animals/index.htm
• all shipments must be clearly identified with the notation “LIVE SMALL COLD-BLOODED NON-POISONOUS ANIMAL SPECIMEN”
• must be dropped off at a Canada Post facility
• must be less than 25 cm in size
• must not require food, water or attention during handling in the mail
• must not emit obnoxious odours (examples of accepted creatures are: worms, frogs, salamanders, lizards, snails and tadpoles).
• Snakes, turtles, baby alligators and caimans are not acceptable, nor any warm-blooded animals.

Visit the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information.

Parasites, leeches and insects - All of the following requirements must be met when packaging Parasites, Leeches and Insects:

• must be free from disease
• must be mailed in safe and secure boxes
• the contents must be easily identifiable on the box
• parasites and leeches can only be shipped by surface and therefore Expedited Parcel service or Regular Parcel service must be selected to transport them
• all items are mailed at the Customer’s risk.

Visit the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information.

Bees - All of the following requirements must be met when packaging Bees:

• must be free from disease
• must be packaged in a safe and secure box or tube that is covered with a fine mesh screen, as per industry standards, to prevent breakage or leakage during transit and handling
• the contents must be easily identifiable on the container
• all items are mailed at the Customer’s risk; no coverage for loss or damages is available for this type of mail.

Visit the International Air Transportation Association (IATA) Live Animal Regulations website at iata.org/whatwedo/cargo/live_animals/index.htm or the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information.

In addition, for:

• the contents must be easily identifiable on the container (label with “LIVE BEES” and “SURFACE MAIL ONLY”)
• honey bees can only be shipped by surface (Regular Parcel for domestic mailings and Expedited Parcel-USA for mailings to the United States)

• the contents must be easily identifiable on the container (label with “QUEEN BEES AND ATTENDANTS”)
• no honey is permitted to travel in the container with the queen bee and her attendants
• queen bees and their attendants [maximum of eight (8)] must be shipped by Priority™ Next A.M. service for domestic mailings and Xpresspost - USA for mailings to the United States

Cremated remains must be shipped by surface using either Regular Parcel, Expedited Parcel or International Parcel services.

All of the following requirements must be met when shipping cremated remains:

• the remains must be enclosed in an urn or in another receptacle with a lid that is cemented or sealed closed
• breakable receptacles must be protected with packaging material
• the receptacle must be inserted into a durable sift-proof metal container, wooden box at least 1 cm thick or plastic (polypropylene) box which is securely closed and sealed with reinforced tape
• the package must be accompanied by a certificate of cremation issued by the appropriate authority which must be enclosed in a plastic envelope attached securely to the top of the parcel
• the destination and return address information must be correct and complete.

For international shipments and specific packaging requirements of international destinations, see “International Destination Listing”.

3.3	Address the Item

To avoid unnecessary delays or delivery failure to your mail items, follow these addressing guidelines:

• addresses should be written in uppercase
• characters in the address block should not be underlined
• punctuation should not be used unless it is part of a proper name, such as in “ST. JOHNS’s”
• accents may be used as they are an integral part of language
• the # symbol should never be used, nor the French equivalent n^o as part of the address
• the municipality, province or territory and Postal Code should always appear on the same line and there should be one space between the municipality, province or territory and two spaces between the province or territory and the Postal Code
• Postal Codes^OM should be printed in upper case with the first three elements separated from the last three by one space (no hyphens; if the Postal Code is not formatted in this manner, the mail may be delayed)
• items should bear a Canadian return address and the return address should not be printed larger than the destination address.

The following format applies to all addresses whether they are written directly on the packaged item or written on a label affixed to the item.

JOHN JONES
MARKETING DEPT
10-123 MAIN ST NW
MONTRÉAL QC  H3Z 2Y7

Tables of abbreviations and symbols can be found in “Addressing Guidelines”.

3.4	Weigh and Measure the Item

The cost of shipping an item is calculated using its size and weight. Rectangular or square parcels, and bundles of newspapers, magazines or catalogues are measured by determining length, width, height or girth, as applicable.

Volumetric weight is charged when items of any shape are large in size and light in weight. The shipping price is based on the greater of the volumetric weight or the actual weight.

To determine if an item meets volumetric weight requirements and to calculate the correct postage, please follow this procedure:

1. Find the volume using the largest facing surfaces, length is the longest dimension and width the shortest. Height is measured at right angles to the largest surface. Girth is the distance around the item, measured at right angles to the length. These measurements are shown in Figure 7.

Figure 7:

2. Find the volumetric weight in kilograms, divide the volume of the item (in cubic centimetres, as calculated in step 1) by a cubing factor of 6,000.

3. Determine the actual weight in lb. or kg.
4. Determine the shipping price. The shipping price is calculated using the greater of the volumetric weight or the actual weight. The actual weight cannot exceed 30 kg.

Example Calculation of Weight vs. Volumetric Weight

In the following example, an Xpresspost item measures 100 cm x 60 cm x 40 cm and weighs 22.7 kg.

The volumetric weight is greater than the actual weight. Therefore, the shipping charge will be based on the volumetric weight of 40 kg.

3.5	Prepare the Documentation

Proper shipping labels must be applied to the item and completed order documentation (i.e. manifest, Bill of Lading) must accompany the item. For information on Customs documentation, see section 1.1.1 of “Customs Requirements”.

The following shipping documents are available for Parcel Services. Some services do not require labels or documentation. For more information, consult the appropriate service in the Canada Postal Guide, if mailing outside of Canada, see “International Destination Listing”.

3.5.1

Bar-coded Shipping Labels

Customers using Ship-in-a-click can print their own shipping label. Otherwise Customers must bring their parcels to the post office to obtain a bar-coded shipping label. Affix the address shipping label to the item, ensuring that all the following requirements are met:

• the label must be affixed flat to the largest side of the item so as to ensure the barcode can be easily scanned
• the label must not be covered with reflective material such as tape and must not be folded over an edge of the parcel
• the label and if applicable other shipping documentation can be inserted into a plastic pouch (labelope) for protection purposes
• the barcode must be of good quality so that it can be read by postal equipment.

3.5.2

Order (Bill of Lading)

Orders (Bills of Lading) are available only with overprinted Customer information by calling Customer Service at 1.888.550.6333. When using a domestic Bill of Lading, it is not necessary to use a Manifest or a shipping label, as a shipping label and Bill of Lading are one and the same.

Visit canadapost.ca/domesticbol for detailed instructions on how to complete an Order (Bill or Lading).

3.5.3

Customs Documentation

All mail containing merchandise destined for outside of Canada must have a Customs Declaration form (see section 1.1.1 of “Customs Requirements”. The Customs Declaration forms part of the Canada Post shipping label and also includes the address and sender names and addresses.

3.6	Pay for the Item

The methods and conditions of payment that can be used by Customers to pay for products and services are listed in Paying For Your Mailing.

3.7	Deposit the Item

Items may be deposited as indicated by the service used. Refer to the appropriate service.

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		Postal Guide		Prices		Mail Preparation & Presortation Guides
		International Destination Listing		Customer Guides		Postal Indicia
		General Terms and Conditions		Container Labels		ABCs of Mailing
		Glossary		Postal Standards