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Customers should ensure they are using the most current version of the Mail Preparation and Presortation Guide and other applicable documents, which are posted on the Canada Post website. See in particular, canadapost.ca/postalservices for key documents. It is the Customer’s obligation to meet all the requirements outlined in the Agreement.
Table of Contents
This Guide has been designed to explain how to prepare NDG mail items for the following services: Visit canadapost.ca/postalservices for a list of support documents detailing the requirements, qualifications, terms and conditions and pricing.
Mail preparation is the process of facing and containerizing the items and labelling the containers. It helps ensure machineability of mail (where applicable), protection of mail, identification of the type of mail and ease of handling. Mail presortation is the process of sequencing, grouping and containerizing the items and labelling the containers to allow Canada Post to bypass various processing steps and facilities within its mail distribution network.
The NDG option allows for the manual presortation of items according to the National Presortation Schematic (NPS); see section 2.2 “National Presortation Schematic (Non-Lettermail)” for more information, allowing Canada Post to bypass various processing steps and facilities within its mail distribution network. “NDG” stands for “National Distribution Guide.” This is the former name of the National Presortation Schematic (NPS), which this presort is based on. When NDG was changed to NPS, the term NDG Presort was kept for operational reasons.
To qualify for NDG presortation:
Commingling of NDG Presort items is not permitted. Commingling occurs when separate mailings are prepared for mail processing in such a way that they are intermingled together to create a single sequenced mailing (either within the same packaging, bundle/grouping, container or shipping unit).
This Mail Preparation and Presortation Guide forms part of the Agreement, and all references to the Agreement shall be deemed to include the documents referenced in section 13 “Entire Agreement and Alterations”of the General Terms and Conditions.
This section explains basic information on Postal Codes, FSA sequencing and the National Presortation Schematic (NPS) that is required to prepare NDG mailings.
The Postal Code is an integral part of every postal address in Canada. It was designed to aid in sorting mail by both mechanized and manual methods. The Postal Code is a six-character, alphanumeric code in the form of ANA NAN in which “A” represents a letter of the alphabet and “N” represents a number. See section 2.1.1 “Sequencing by Forward Sortation Area (FSA)” for more information. The Postal Code M4B 1G5 is made up of two (2) segments (as shown in Figure 1). The first segment [the first three (3) characters] represents a Forward Sortation Area (FSA). The first letter indicates which major geographical region (as shown in Table 3). The last three (3) characters represent a Local Delivery Unit (LDU). It identifies the smallest delivery unit within an FSA. In urban areas, the LDU may indicate a specific city block (one (1) side of a street between two (2) intersecting streets), a single building or, in some cases, a large-volume mail receiver. In rural areas (as indicated by a zero in the FSA), the LDU combines with the FSA to identify a specific rural community. For more information on Postal Codes, visit canadapost.ca/postalguide under Addressing Guidelines.
When sequencing by FSA, first sequence by the FSA [the first three (3) characters] according to the NPS (as shown in Figure 2).
The National Presortation Schematic (NPS) has two (2) schematics: for Lettermail and for Non-Lettermail. The correct NPS must be used, depending on the type of mail being sorted. For NDG Presort, use the Non-Lettermail NPS. The NPS is a set of tables that indicates how to consolidate mail through Canada Post’s mail distribution network, beginning with the FSA. To avoid delays and extra handling charges, the current version of the National Presortation Schematic must be used. It is available at canadapost.ca/nps on the Canada Post website. The NPS is used for all Canada Post presortation processes, including Letter Carrier Presort. The NPS has four levels of access:
Following the NPS levels of access is key to sequencing, grouping, containerizing and labelling mail for presortation (as shown in Figure 3).
Figure 4 shows the NPS levels of access for grouping mail for NDG presortation. Addressed Admail requires a minimum of eight (8) items to create a grouping. Publications Mail requires a minimum of six (6) items to create a grouping. First consolidate to Level 1; if there are not enough items for that level, consolidate to Level 3; if there are not enough items for that level, consolidate to Level 4; if there are still not enough items, consolidate to Residue.
Groupings must be consolidated into containers: The NPS groupings that are placed in a container determine the container’s NPS access level. For example, when there are not enough groupings for Level 1 consolidation, consider preparing a container for a Level 2 consolidation. Figure 5 shows the NPS access levels for containerization of mail. See section 5 “Place the Groupings in Containers (Step 3)” for more information.
Customers have the option of using either the Electronic Shipping Tools (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. Manual Orders are acceptable for Publications Mail and Addressed Admail, however they are subject to a Manual Order processing fee. 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 website to access the EST. For technical enquiries, Customers can call the Technical Help Line at 1.800.277.4799.
The essential steps for NDG presortation are:
The first step in presorting mail is called sequencing. “Sequencing” is the process of placing the mail in the necessary order in preparation for NPS grouping, as enumerated below:
For all levels of sortation, Canada Post prefers sequencing in ascending order (i.e., from lowest to highest numerically or alphabetically; as shown in Figure 6). Descending order can be used, provided it is used consistently throughout the entire mailing.
Sequence NPS Level 1 Urban mail items by the following information (as shown in Figure 7):
Sequence NPS Level 1 Rural mail items by the following information (as shown in Figure 8):
DCF groupings typically consist of a combination of urban and rural mail. However, some major urban centres do not consolidate to a DCF (as shown in Table 4). These major urban areas consolidate to FCP (Level 4). Where DCF consolidation is permitted, sequence mail items by the following information (as shown in Figure 9):
Sequence mail by FCP (Level 4) by the following information:
Grouping is the process of combining mail together by a common element.
Key grouping elements for urban and rural mail are outlined in Table 5 (see also Figure 4).
For Urban mail (Level 1), the minimum number of items for the service option, [eight (8) for Addressed Admail; six (6) for Publications Mail] for a Delivery Facility must be met in order to create an Urban Delivery Facility grouping (as shown in Figure 10).
For Rural mail (Level 1), group mail by Rural Delivery Facility. In the example in Figure 11, the six (6) characters of the Postal Code represent the Rural Delivery Facility.
DCF groupings typically consist of a combination of urban and rural mail. However, some major urban centres do not consolidate to a DCF (see Table 4). The NPS identifies DCFs that permit consolidation. Group mail for DCF (Level 3) as indicated by the NPS. For example, Figure 12 shows a grouping of FSAs beginning with K7R, K8N, K8P and K8R, for DCF Belleville ON K0K 9Z0. If the number of items required for an Urban Delivery Facility grouping does not meet the minimum requirement, the urban mail may be combined with rural mail within the same DCF (Level 3), as indicated by the NPS, to create a DCF grouping, where consolidation is permitted. Figure 13 shows how urban and rural mail can be combined for a DCF grouping. If the minimum number of items required for a DCF grouping is not met, create a FCP grouping. See section 4.5 “Grouping Mail for FCP (Level 4)” for more information. If there are not enough items for a grouping at Level 1 for major urban centres where DCF consolidation is not permitted, consolidate at a FCP (Level 4).
FCP (Level 4) groupings typically consist of a combination of mail destined for major urban/rural delivery facilities and mail destined for Distribution Centre Facilities (DCFs) within the same FCP for which there are not enough items per DCF. Figure 14 shows how mail can be combined for a FCP grouping. Group mail for FCP as indicated by the NPS (as shown in Figure 15).
Residue mail is mail that cannot be grouped in accordance with the NPS because there is not enough mail volume to qualify to consolidate to an NPS level. If the minimum number of items required for a FCP grouping is not met, then a Residue grouping is to be created. The Residue grouping has no minimum number of items. All items must be facing the same way with the address visible on the top side of the grouping. Group mail for Residue in NPS order (as shown in Figure 16).
To maintain the integrity of the mail presortation during handling, groupings are placed within containers (that is, hardsided containers or bags) and are segregated by bundling, which includes shrink-wrapping. DCF, FCP and Residue groupings must be identified by labelling each bundle. A “bundle” describes a number of mail items secured together by strapping (using elastic bands, plastic straps or string) or by shrink-wrapping. The maximum thickness of a bundle is shown in Table 6.
When a bundle exceeds the maximum thickness and there are sufficient items to create a full second bundle, it is preferable to split the total number of items into two (2) equal bundles, rather than create one (1) full bundle and one (1) very small bundle. For example, if there is a Short and Long (S/L) bundle of 52 items with a thickness of 125 mm, make two (2) bundles of 26 items. If a bundle exceeds the maximum thickness, and there are insufficient items to create a full second bundle, it is acceptable to split the bundle, resulting in fewer than the minimum number of items in the second bundle rather than creating a Residue bundle. For example, if there is an Oversize (O/S) bundle of 11 items with a thickness of 250 mm, split the bundle into two (2) bundles, one (1) containing six (6) items and the other containing five (5).
Strapping must be strong and secure enough to hold the bundle together when held vertically, without the contents sliding. Single-strapping (as shown in Figure 18) is sufficient for the following types of mail to be placed in hardsided containers:
Strapping must be strong and secure enough to hold the bundle together when held vertically, without the contents sliding. Double-strapping must be used for all items to be placed in bags and for Oversize (O/S) items in hardsided containers as listed (as shown in Figure 19):
Shrink-wrapping is an acceptable method of bundling Oversize (O/S) items of Addressed Admail and Publications Mail items. The plastic used for the shrink-wrapping must be strong enough to ensure the bundle remains secured during handling.
A bundle with mail items whose spines make the mail pile uneven may have the bottom half of the bundle with its spines facing one way and the top half with its spines facing the other way to create a level bundle (as shown in Figure 20). All destination addresses and postal indicia must appear facing in the same direction in each half.
When bundling, a bundle label must be used (also called a facing slip) to identify DCF (Level 3), FCP (Level 4) and Residue groupings (as shown in Table 7).
Bundle labels must be 86 mm high by 95 mm wide. They must be white and securely fastened to the bundle. For shrink-wrapped bundles, labels can be placed, but not glued, on or under the plastic film; however, the label contents must remain clearly visible. Visit canadapost.ca/postalservices to download artwork for container labels.
For DCF bundles, the label must include the following routing information:
Additional information, such as which bag or which bundle, is permitted above or below the routing information. However, the routing information must be predominant. Figure 21 shows a sample bundle label for a DCF grouping.
For FCP groupings, the label must include the following routing information:
Additional information, such as bag/bundle information, is permitted above or below the routing information. However, the routing information must be predominant. Figure 22 shows a sample label for a FCP grouping.
Labels for Residue groupings cannot show a Postal Code. Instead, the label must include the following routing information:
Additional information, such as bag/bundle information, is permitted above or below the routing information. However, the routing information must be predominant.
Canada Post accepts three (3) types of containers, including two (2) types of hardsided containers and one (1) type of bag, as described below. The same type of container must be used for the entire deposit. The supply of Canada Post equipment is dependent on conditions and availability. In instances where Canada Post equipment is not available, other Customer-supplied containers (e.g.: hardsided containers) may be used with prior approval from Canada Post.
There are two (2) basic types of hardsided containers: Lettertainers (as shown in Figure 24) are used for Short and Long (S/L): Flats tubs (as shown in Figure 24) are used for Oversize (O/S) for: The maximum weight of a hardsided container (including the container and lid) and its contents cannot exceed 22.7 kg (50 lb). All containers must be deposited with lids, except for containers prepared in a Level 1 (Delivery Facility or a Rural Delivery Facility) monotainer. These may be nested and deposited without lids. It is recommended that monotainers be covered with cardboard to protect the load, unless other local arrangements have been made with a Canada Post Representative. Table 8 lists the specifications for hardsided containers.
Face all bundles in the same direction (as shown in Figure 27A). To maximize the use of space for uneven bundles, the preferred method is to alternate the spines within each bundle. However, it is acceptable to place the mail so that all the spines rest on the bottom of the container or at the top (as shown in Figure 25). Mail can be placed lengthwise in the container (as shown in Figure 26), but only when none of the other options can be used.
All containers should be full (as shown in Figure 27A). However, if the maximum weight of 22.7 kg (50 lb) has been reached, the number of items in the container must be reduced. The maximum weight of 22.7 kg (50 lb) must not be exceeded. If a container weighs less than 22.7 kg (50 lb), then the minimum fill requirements are as follows:
After filling as many hardsided containers as possible to the same destination and there are still left over mail items to that destination, prepare one (1) less-than-full container for that destination. The less-than-full container has no minimum fill requirement, but the mail must be kept in its presorted order by strapping or bundling the mail items. Use single strapping for Oversize (O/S) bundles in hardsided containers accessing Level 1 of the NPS (as shown in Figure 28). For all other types of mail, use double strapping. When the last bundle cannot fit into a container, and without the last bundle the container would be less than 95% full, the bundle may be broken, ensuring that the minimum number of items is in the next container. If the minimum bundle requirement cannot be met, move the whole bundle into the next container and leave the other container at less than 95% full.
There is no minimum fill requirement when there is only one (1) Residue container.
The maximum weight of a bag (including the bag) cannot exceed 22.7 kg (50 lb). Table 9 lists the specifications for bags. If there are not six (6) bundles or 7 kg as required to fill a large bag, consolidate the mail to the next level. However, do not consolidate to the next level mail that qualifies for containerization at Level 1 (see section 5.3 “Levels of Containerization” for more information). For example, if there are 22 bundles for a Delivery Facility and a maximum of 20 bundles weighing 22.7 kg (50 lb) are placed in one (1) bag, all 22 bundles must be containerized to the Delivery Facility. The two (2) remaining bundles cannot be consolidated to the next level. In this instance, the two (2) bundles would be placed into another bag for DF (Level 1), but only because there is already at least one (1) full bag to the Delivery Facility.
When placing groupings in containers, it is important to consider how they have been sorted and how much mail is required to fill a container for a type of delivery facility (see section 5.3.1 “Rules for Consolidating Mail in Containers” for more information). Table 10 lists how to use groupings to consolidate mail in containers. Figure 30 shows the steps for deciding when to consolidate to the next level.
Follow these rules for consolidating mail in containers ensuring mail is sequenced in NPS order:
It is important to maintain the integrity of the presortation when the mailing is placed into containers. Here are some rules for placing groupings in hardsided containers (sequencing groupings is not required when bags are used):
For mail that cannot fit in containers consolidated to the four (4) NPS levels, prepare a Residue container and sequence the mail as follows:
All containers must be labelled to their destination using routing information determined from the National Presortation Schematic (NPS). Correct labelling of containers ensures that mail is directed to the appropriate work centre (e.g., City, FWD) within a Canada Post facility. Visit canadapost.ca/postalservices to obtain artwork for container labels.
Container, bundle (when applicable) labels and bag tags must be bilingual and include the following information (as shown in Figure 33):
Figure 34, Figure 35, Figure 36, Figure 37, and Figure 38 show examples of how to determine routing information from the National Presortation Schematic (NPS). These figures are for illustration purposes only.
Labels for Residue containers and bags require the name of the Office of Deposit, as well as ‘‘FWD‘‘ and the word “Residue” (as shown on Figure 39). In certain areas, a Canada Post Representative may request that the Residue containers/bags be addressed to the office responsible for processing the Residue mail instead of the Office of Deposit.
Labels must be placed in the label holder on hardsided containers (as shown in Figure 40) before being deposited.
When using Canada Post mailbags, label them with a vinyl label holder (which are used on their own, without keeper labels) or with tie-on tags accompanied by keeper labels. Attach all labels securely.
For mailbags, a vinyl label holder (as shown in Figure 41) must be securely attached to the corner of the bag by a plastic cable tie or twine (as shown in Figure 42). If the Customer chooses this option, there is no need to attach a tie-on tag (as shown in Figure 43) or to produce a bag label (keeper tag) (as shown in Figure 44). Customers need only insert a hardsided container label into the vinyl label holder. Vinyl label holders (SO-54) and plastic tie straps (200-12-080) can be ordered from the Canada Post Customer Relationship Network by calling 1.888.550.6333 or 1.800.260.7678.
If vinyl label holders are not used to label the mailbags, it is then required to used the tie-on tags combined with the keeper tags on all mail bags. Fasten the tags securely by attaching plastic cable ties or twine to the neck of the bag (as shown in Figure 43). Bags with tie-on tags must also bear a bag label (keeper tag). Insert bag label in the label holder (as shown on Figure 44). Bag labels must contain the complete NPS Routing information for which the bundles are destined, and all the information must show after the label is inserted into the label holder.
There are two (2) options for producing labels:
Visit canadapost.ca/postalservices to download container labels. For labels that are either produced using Canada Post templates or are custom made, the site canadapost.ca/postalservices under Container Labels offers both camera-ready artwork for the templates and Canada Post specifications for producing custom labels.
Monotainers and pallets maintain the integrity of the mail items that are placed on one (1) Order (Statement of Mailing) or intended for the same destination (e.g., all mail items for Vancouver arrive on one (1) pallet). This reduces the amount of handling and helps ensure a complete mailing arrives at its destination at the same time. A monotainer (as shown in Figure 45) is a large, collapsible, steel-frame container provided by Canada Post. During peak periods, such as Christmas, the number of monotainers requested may not be available. A pallet (also referred to as a skid) is a platform used for the conveyance of hardsided containers or bags and/or Brick-piled mail items (visit canadapost.ca/mailpreparation under Brick-piling). Reusable plastic pallets have economic, environmental, health and safety, as well as handling advantages over wooden pallets. Canada Post offers reusable plastic pallets to be used as a shipping unit for containerized Publications Mail and Addressed Admail free of charge (based on availability). There is a minimum order requirement of 40 pallets and Customers must have an active Canada Post Agreement (for any service).
Use of monotainers or pallets is optional for Addressed Admail and Publications Mail but Canada Post encourages the consolidation of lettertainers and flats tubs to monotainers or pallets and the consolidation of bags to monotainers, as per the National Presortation Schematic (NPS). Should the containers within the monotainer not be consolidated as per the NPS, then the monotainer label must be identified as a Residue monotainer. Please refer to section 7.2 “Labelling Monotainers and Pallets” for further details.
Containers may be consolidated into monotainers or onto pallets for all four levels of the NPS (as shown on Figure 46). If there are sufficient containers to fill a monotainer or pallet, an Urban Delivery Facility or a Rural Delivery Facility (both Level 1) monotainer or pallet is to be made. Figure 47 shows the label to be produced when there are enough containers to fill a monotainer or pallet for K1P, K1R and K2P. See section 7.2 “Labelling Monotainers and Pallets” for more information. If not, the next option is to consolidate containers for more than one (1) Urban Delivery Facility (as indicated by brackets of inclusion on the NPS) to make a City Consolidation (Level 2) monotainer or pallet. For example, consolidate containers for K1P, K1R and K2P with containers for K1L, K1M and K1N (as shown on Figure 48). If there are not enough containers for City Consolidation, it must be determined whether DCF Consolidation is permitted for the next level. If it is permitted, consolidate containers with other Urban and/or Rural Delivery Facilities (as indicated by brackets of inclusion on the NPS), to make a DCF (Level 3) monotainer or pallet. For example, consolidate containers for K7K and K7L above with those for K0H (as shown on Figure 49). If DCF consolidation is not permitted or if there are not enough containers for DCF consolidation, consolidate containers with other Urban and/or Rural Delivery Facilities (as indicated by brackets of inclusion on the NPS), to make a FCP (Level 4) monotainer or pallet. For example, consolidate all of the above with containers for K2S and K0A (as shown on Figure 50). Remaining containers that cannot be consolidated to NPS Levels 1 to 4 can be placed in a Residue monotainer or pallet.
Labelling monotainers and pallets ensures that mail is directed to the appropriate work centre within a Canada Post facility. All pallets and monotainers must be labelled. Each label must measure 216 mm x 279 mm (8.5 in x 11 in), be white with black lettering and must include the following information (as shown on Figure 51):
The font size should be large enough to fill the entire label, and be visibly predominant in bold type (as shown in the Figure 51). For Customers wishing to include other internal directives on the shipping containers, a colour different than white is recommended. Each monotainer must have at least one (1) label [two (2) are recommended] and each pallet must have two (2) labels (see Figure 53). |
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