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International Incentive Letter-post™ –
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Last updated: 2013-05-26 |
Any description of change is provided for reference and convenience purposes only. The description of change does not form part of the Agreement between the Customer and Canada Post.
Customers should ensure they are using the most current version of the Customer Guide, including all amendments and other applicable documents, which are posted on the Canada Post website. See in particular, canadapost.ca/ilpsupportdocuments for key support documents.
Reminder of Updates Effective September 2012:
Please note that when there is an amendment or a revision to the document, the version number will be modified as follows:
1 | Service Overview | to top of page |
1.1 | The Purpose of This International Incentive Letter-post Customer Guide |
This Customer Guide has been designed to give Customers detailed information needed to get the most from Canada Post’s International Incentive Letter-post services.
This Customer Guide forms part of the Agreement between the Customer and Canada Post. It explains the qualifications and other Terms and Conditions under which this service is provided.
Customers should ensure they are using the most current version of the Customer Guide, including all amendments and other applicable documents, which are posted on the Canada Post website. See in particular, canadapost.ca/ilpsupportdocuments for key support documents.
It is the Customer’s obligation to meet all the requirements outlined in the International Incentive Letter-post Agreement.
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NOTE:
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Some words and expressions used in this document have a specific meaning. See section 1 Definitions of the General Terms and Conditions for the definition of specific terms referenced throughout this document and this Agreement.
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1.2 | What is International Incentive Letter-post? |
International Incentive Letter-post provides Canadian-based mailers with a competitive, incentive-based Premium, Per Item or Standard service for mail destined to the United States and other international destinations. In order to access International Incentive Letter-post and prices, a Customer must enter into an appropriate Agreement with Canada Post.
International Incentive Letter-post items are composed of paper or material with the general characteristics of paper. These items must meet the requirements for International Incentive Letter-post, including size and weight.
Except where the product names are identified in full for clarity reasons (i.e. delivery standards, mail preparation, etc.), throughout this document the categories of services International Premium Incentive and U.S.A. Premium Incentive will be referred to as Premium Incentive, International Per Item Incentive and U.S.A. Per Item Incentive will be referred to as Per Item Incentive, International Standard Incentive and U.S.A. Standard Incentive will be referred to as Standard Incentive.
International Incentive Letter-post must be posted in Canada for delivery outside of Canada.
There are six (6) categories of International Incentive Letter-post:
Premium Incentive and Per Item Incentive are air mail services that feature direct return of undeliverable mail items at no extra charge, provided there is a Canadian return address on the outside of the mail item. Redirection to the addressee is dependent on the practices and requirements of the receiving destination postal administration.
Standard Incentive service is an economy service that provides non-priority transportation to destinations outside of Canada. It is ideal for printed matter where price, rather than speed, is important. Undeliverable items of Standard Incentive will be disposed of or recycled locally, as determined by Canada Post.
1.3 | Delivery Standards |
Canada Post has developed delivery standards for properly prepared International Incentive Letter-post.
Customers must comply with the scheduling requirements specified in Scheduling to help ensure proper delivery arrangements are in place to meet Customer delivery requests.
Delivery standards are estimates of how long it will take for the mail to be delivered (from the major Canadian centres to the major centres in the destination country). These delivery standards are not guaranteed.
An overview of International Incentive Letter-post delivery standards is as follows:
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5:
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1.4 | Service Features and Options |
1.4.1 | Features |
A feature is provided as part of the basic service.
1.4.1.1 | Mail Forwarding |
This feature is available to all categories of International Incentive Letter-post. All mail items will be forwarded to the addressee based on the practices and requirements of the receiving destination postal administration.
1.4.1.2 | Return to Sender |
This feature applies only to Premium Incentive and Per Item Incentive. All undeliverable items of Premium Incentive and Per Item Incentive with a Canadian return address on the outside of the item are returned directly to the Customer at no extra charge. When the return address is on the inside of the mail item, the item will be returned to the Customer for a fee.
1.4.1.3 | Pickup |
Pick-up is available to International Incentive Letter-post Customers at no additional charge, in certain locations.
Customers can arrange for pick-up by contacting the Customer Relationship Network at 1.888.550.6333.
1.4.2 | Options |
An option is a service enhancement that is not provided automatically as part of the basic service. There are no options available for International Incentive Letter-post.
2 | Content, Format and Physical Characteristics | to top of page |
To be eligible to use the International Incentive Letter-post service, the items mailed must meet the criteria specified for International Incentive Letter-post service and must be prepared for mailing in such a manner as to prevent loss or damage to any item and permit easy verification of each item. See section 4 Criteria for Qualification in the General Terms and Conditions.
Items submitted as International Incentive Letter-post that do not meet the content, format and physical characteristics specified for International Incentive Letter-post and the various mail preparation and other requirements outlined in this Agreement, are not acceptable as International Incentive Letter-post and may be subject to price adjustments and/or surcharges or may not qualify for the Incentive Letter-post services and prices. See section 5 Surcharges in the General Terms and Conditions.
2.1 | Content |
2.1.1 | What is Acceptable as International Incentive Letter-post? |
International Incentive Letter-post is mail that is composed of paper or other material with the general characteristics of paper, falling within the minimum and maximum dimensions and weight established by Canada Post for International Incentive Letter-post, and otherwise meeting the applicable requirements.
The following qualifying items may be mailed using Premium Incentive and Per Item Incentive:
Standard Incentive can only be used to send qualifying mail which does not include any information specific or relevant to the addressee. Standard Incentive consists of printed matter that has been reproduced in several identical copies by means of a mechanical or a photographic process, such as:
2.1.2 | What is Unacceptable as International Incentive Letter-post? |
The following items may not be sent as International Incentive Letter-post (Premium, Per Item and Standard):
The Customer has the responsibility of ensuring that the contents of an item can be shipped under law. Canadian legislation, including but not limited to the Criminal Code, the Canada Post Corporation Act and Regulations (including, in particular, the Non-mailable Matter Regulations and International Letter-post Regulations), the Tobacco Act and the Transportation of Dangerous Goods Act, may prohibit the mailing of certain items. Restricted and prohibited items also vary by country.
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NOTE:
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Restrictions change from time to time, therefore the Customer must ensure the contents meet all current applicable requirements. When shipping outside of Canada, the Customer must ensure the items meet all current applicable requirements of the destination country and that all properly completed Customs documentation is provided. Visit the International Destination Listing at canadapost.ca/internationallistings for more information.
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In addition, Customers shall not ship items that:
Commingling 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). See “Ownership of Mail” in General Terms and Conditions.
2.1.3 | Enclosures and Attachments |
For Premium Incentive, Per Item Incentive and Standard Incentive Letter-post, no attachments are acceptable except those that are necessary for the purpose of addressing, payment of postage, service endorsements and Customs requirements.
Only enclosures which meet the requirements for International Incentive Letter-post are acceptable provided the item still meets all applicable size and weight requirements.
2.1.4 | Non-mailable Matter |
Generally, non-mailable matter means any item that:
Any item bearing a modified postage stamp in contravention of section 52, or bearing a word or mark in contravention of section 58, of the Canada Post Corporation Act and Regulations is also non-mailable matter. Dangerous substances or articles prohibited by law are not acceptable as International Incentive Letter-post.
It is the Customer’s obligation to ensure an item does not constitute non-mailable matter and is otherwise acceptable for mailing. For information on how non-compliant items will be handled, refer to the International Incentive Letter-post General Terms and Conditions.
Visit Non-mailable Matter at canadapost.ca/postalguide for more information.
2.1.4.1 | Solicitations by Mail |
Solicitations (offers) having the general appearance of a bill, invoice, or statement of account where there is no obligation to make a payment in relation to the offer unless accepted, must adhere to the regulatory obligations detailing wording and format requirements. For the official requirements of the Solicitations by Mail Regulations made under the Canada Post Corporation Act, go to http://laws.justice.gc.ca/en/showtdm/cr/C.R.C.-c.1295.
2.2 | Format |
International Incentive Letter-post requirements include location and printing of destination and the use of markings.
2.2.1 | Addressing |
2.2.1.1 | Destination Address |
Every item in a deposit of International Incentive Letter-post must be addressed to a specific individual or a company and include the complete mailing address, including the country of destination which must be spelled in full and be printed alone on the last line, in capital letters, in English or French.
2.2.1.2 | Return Address |
For Premium Incentive, Per Item Incentive and Standard Incentive Letter-post items, there must be only one (1) return address on the outside of each item, and that return address must be Canadian.
For more information on addressing, visit the Canada Postal Guide at under Addressing Guidelines.
2.2.2 | Markings |
For Premium Incentive, Per Item Incentive and Standard Incentive Letter-Post, Customers may only use Canada Post postage indicia, logos, trademarks or markings if the Customer has obtained the prior written consent of Canada Post. Any use by the Customer must then be only in strict accordance with the consent granted. Any unauthorized use is an offence under the Canada Post Corporation Act and Regulations.
Each item must bear the approved Canada Post postal indicia (see canadapost.ca/indicia), including the Customer’s account number. Each item must also bear on the front of the item in an area specified by Canada Post, the applicable service indicator as follows:
Note that an item will be non-mailable matter if, on the outside, it is marked or labelled with any of the following that were not provided or authorized by Canada Post:
It is the Customer’s obligation to obtain approval for any proposed endorsement or other markings from Canada Post prior to printing.
2.3 | Physical Characteristics |
All International Incentive Letter-post items must meet the following size and weight specifications.
With the exception of rectangular promotional postcards (must have no projecting or raised relief parts), and self-mailers (without an attached pin-feed strip), Premium Incentive and Per Item Incentive items must be in a completely sealed envelope.
Standard Incentive items should be securely closed (e.g., tabbed, spot-sealed or in a wrapper), but easy to open and close again to allow for inspection.
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NOTE:
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The metric unit is the official measure. Imperial equivalents are provided for reference and convenience only.
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Short and Long (S/L)*
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Postcards*
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3 | Preparing the Mailing | to top of page |
Proper mail preparation is important to ensure that International Incentive Letter-post items are processed and delivered efficiently. Adjustments and/or surcharges may be applied to improperly prepared mailings.
3.1 | Mail Preparation |
Mail preparation is the process of facing, containerizing the items and labelling the containers. It helps ensure machineability of mail (where applicable), protection of mail, identification of type of mail and ease of handling.
In all instances, the Customer must separate International Incentive Letter-post items by destination (either U.S.A. or International) and by service (U.S.A. Premium Incentive, International Premium Incentive, U.S.A. Per Item Incentive, International Per Item Incentive, U.S.A. Standard Incentive and International Standard Incentive) and complete and sign a corresponding Order (Statement of Mailing) for presentation with the items.
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NOTE:
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Separate Orders (Statements of Mailing), including the respective Agreement number must be completed for each category of International Incentive Letter-post (Premium, Per Item and Standard Letter-post). See Creating an Order (Statement of Mailing).
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In certain locations, a contractor prepares and applies the approved Canada Post Letter-post indicia and the applicable service indicator to Customers’ items of International Incentive Letter-post (Premium Incentive, Per Item Incentive and Standard Incentive). At dispatch time, the contractor deposits the Customer’s International Incentive Letter-post items and Order (Statement of Mailing) at the designated Canada Post facility.
3.2 | Summary of Key Requirements |
3.2.1 | Premium Incentive Letter-Post |
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3.2.2 | Standard Incentive Letter-Post |
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3.2.3 | Per Item Incentive Letter-post |
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4 | Depositing the Mailing | to top of page |
International Incentive Letter-post must be deposited in accordance with the requirements set out in the Agreement and its supporting documentation.
If International Incentive Letter-post items are deposited under a particular preparation option and do not meet the requirements for that option, the Customer may choose:
4.1 | Prior to Depositing |
4.1.1 | Scheduling |
Customers must give 24 hours notice of any planned deposit of 20,000 items or more so that Canada Post can arrange for necessary transportation. This information will help efficient deposit and processing of Customer’s mailings.
4.1.2 | Creating an Order (Statement of Mailing) |
A completed Order (Statement of Mailing) produced by EST, or a manually-prepared Order (Statement of Mailing), is required for each single deposit of Premium Incentive, Per Item Incentive or Standard Incentive Letter-post. Two (2) printed copies of the Order (Statement of Mailing) prepared electronically, or the original of a manually prepared Order (Statement of Mailing), must be provided to an authorized Canada Post Representative at a postal facility approved by Canada Post at the time of mailing.
Customers must complete separate Orders (Statements of Mailing) for deposits of Premium Incentive, Per Item Incentive and Standard Incentive. These services may not be combined on the same Order.
4.1.2.1 | Electronic Order (Statement of Mailing) - 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 version or the Electronic Shipping Tools 2.0 version of EST (for Premium, Per Item and Standard Incentive), 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.
4.1.2.2 | Manual Order (Statement of Mailing) |
Customers can choose to manually prepare an Order (Statement of Mailing) using a hard copy form. However, manually prepared Orders are subject to a manual Order processing fee.
4.2 | At the Time of Deposit |
4.2.1 | Where to Deposit |
All International Incentive Letter-post items must be deposited with an authorized Representative at the postal facility selected when completing the Order (Statement of Mailing) using EST, or in the case of manually prepared Orders (Statements of Mailing), at postal facilities approved by Canada Post. International Incentive Letter-post items cannot be deposited into street letter boxes or other mail receptacles.
Items deposited after the Canada Post-approved postal facility cut-off times are considered as being deposited on the next business day. Visit canadapost.ca/cutofftimes for the list of facility cut-off times.
4.2.1.1 | Deposit Location Types |
A full list of deposit locations across Canada can be found at canadapost.ca/depositlocations.
5 | Pricing | to top of page |
5.1 | Prices |
Please refer to the applicable International Incentive Letter-post Price Sheet.
In order to access these prices, the Customer must meet all applicable requirements, including the specifications and Mail Preparation requirements for International Incentive Letter-post, as outlined in this Agreement.
5.1.1 | Minimum Volume and Phantom Pricing |
Customers may deposit less than the minimum volume requirement provided that the difference between the actual volume and the minimum volume is entered and paid at the applicable phantom price.
Regardless of destination, the phantom price for each phantom item of:
6 | International Incentive Letter-post Specific Terms and Conditions | to top of page |
6.1 | Payment Terms |
For general payment terms, see Paying For Your Mailing.
6.2 | General Terms and Conditions |
See General Terms and Conditions, which are modified as follows:
25 Receiving Postal Administration Surcharge
The Customer agrees to reimburse Canada Post for any incremental terminal dues costs such as, but not limited to, bulk mail and remail charges that are applied by the receiving Postal Administration, as specified in the Universal Postal Union Convention.
The Customer agrees that Items mailed under this Agreement will be mailed only on the Customer's or its Authorized User's behalf, and that Items will not include commingled mail, being consolidated mail of a type or from sources other than those approved by Canada Post.
