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Publications Mail™ – Customer Guide
Important UpdatesAny 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/postalservices for key support documents. Important Updates Effective January 16, 2012: Please note that when there is an amendment or a revision to the document, the version number will be modified as follows:
This Customer Guide has been designed to give Customers detailed information needed to get the most from Canada Post’s Publications Mail service. 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/pmsupportdocuments for key support documents. It is the Customer’s obligation to meet all the requirements outlined in the Publications Mail Agreement.
For the purpose of this Customer Guide, the following terms refer specifically to Publications Mail.
(not an acceptable host publication but may be an acceptable enclosure priced with the host publication)
(acceptable enclosure priced with the host publication only if it relates to the content of the host publication, otherwise it may be sent as an enclosure by co-packaging)
(also referred to as a buyer’s guide – acceptable enclosure priced with the host publication or acceptable as a host publication)
(acceptable enclosure priced with the host publication only if in whole or in part it relates to the editorial or advertising content of the host publication and is not personalized, otherwise it may be sent as an enclosure by co-packaging)
A Publications Mail item is a newspaper, newsletter or magazine, including all acceptable enclosures and any wrapping, which:
When Customers use Publications Mail they are assured access to every address across the country. Our sales and service team can respond quickly to Customers’ concerns and questions because they understand the industry. We consult regularly with Customers, and conduct research in the marketplace to stay on top of industry trends and developments. When it comes to delivering periodicals, Canada Post is the distributor of choice and Publications Mail is the preferred service in Canada.
To qualify for the Publications Mail service, mail items must be:
properly prepared and/or presorted in accordance with the applicable Mail Preparation and Presortation Guides. Visit canadapost.ca/mailpreparation for more information.
A Publications Mail host includes:
The following are examples of items that do not qualify as a host publication:
For definitions, see section 1.2 “Publications Mail Terminology”. If an item or any of its components is tendered as Publications Mail and does not qualify for Canada Post’s Publications Mail service, then the process outlined in the General Terms and Conditions applies. See the General Terms and Conditions component of this Customer Guide for more information. Dangerous substances or articles prohibited by law are not acceptable as Publications Mail. For more information on unacceptable items, visit Non-mailable Matter at canadapost.ca/postalguide for more information. 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). Enclosing ride-along publications, back issues and co-packaged items with a host publication is not considered commingling. See “Ownership of Mail” in section 6.2 “General Terms and Conditions”.
Delivery standards are estimates of how long it will take for the mail to be delivered from the point of deposit to the destination points. These delivery standards are not guaranteed. A general overview of the Publications Mail delivery standards is as follows:
For more information, visit Delivery Standards in section 2.2 “Publications Mail™” of the Canada Postal Guide.
Time-committed Publications Mail delivery standards are available to Customers with frequent mailings, if the following criteria are met:
The mailing must also meet all other requirements for Publications Mail. Failure to adhere to the criteria as stated above may result in your mailing not following the Time-committed delivery standards.
A feature is provided as part of the basic service.
Publications Mail items that cannot be delivered as originally addressed because the addressee has moved will be redirected to the addressee at no extra charge while there is a Change of Address Notification (COAN) in effect. Mail bearing the name of the addressee followed by the words “OR OCCUPANT” or similar wording, or mail bearing a non-personalized descriptor, including “OCCUPANT”, will not be redirected. In such cases, the item will be delivered to the original destination address.
Publications Mail items are treated as undeliverable mail if:
The Customer may elect to either:
For more information, consult the Undeliverable Mail section of the Canada Postal Guide. Undeliverable Publications Mail Electronic Data Report
The uPM processing fee specified on the Publications Mail Price Sheet will be applied for each undeliverable Publications Mail item to the agreement owner as identified by the Publications Mail Agreement number printed on the publication.
Canada Post encourages Customers to use services such as the Smart Data™ Cleaner online tool to clean and standardize their address lists while removing addresses that are undeliverable, duplicated, or incorrect. For more information and to get a free diagnostic, visit canadapost.ca/smartdatacleaner. Undeliverable Publications Mail Returned by Mail Canadian Return Address RETURN UNDELIVERABLE ITEMS TO MY COMPANY/DEPARTMENT For non-machineable unwrapped Publications Mail items, the Canadian return address must be located in one of the following locations:
For non-machineable opaque-wrapped, clear-wrapped Publications Mail items and Bundles of Unaddressed Copies, the Canadian return address:
For Machineable Mail the Canadian return address must be printed in the areas as set out in the Machineable Postal Standards found on the Canada Post website at canadapost.ca/tools/pg/standards/PSMach-e.pdf. The uPM processing fee plus the applicable postage as specified on the Publications Mail Price Sheet will be applied to each returned undeliverable Publications Mail item to the account of the agreement owner as identified by the Publications Mail Agreement number printed on the publication.
An option is a service enhancement that is not provided automatically as part of the basic service. The following options are available for the Publications Mail service:
The Subscription Driver Program provides an opportunity for Customers to increase their subscription levels by advertising their publications on the Canada Post website. The Subscription Driver Program is a free option and is available to all Canada Post Publications Mail Customers. There is a direct link to the Subscription Driver Program: canadapost.ca/magazines. The site contains over 600 publication titles by category. Consumers clicking on a publication title will be directed to the website provided to us by the publisher of the title to complete the subscription request. To add or update a publication title and find out more about the creative/technical requirements, contact the Canada Post Commercial Service Network at 1.866.757.5480 and speak to one of our professional representatives.
Acquisition Admail™ - Canada Post's Acquisition Admail service enables cost-effective and accurate targeting of prospects at the Postal CodeOM level (using addresses), with the added benefit of excluding current customer addresses from acquisition mailings. With 13 million urban addresses available, Acquisition Admail service provides access to accurate lists of Canadian residential, multi-unit building/apartment, new mover addresses and business addresses. Customers can choose from two options: Acquisition List, a flexible address list rental option or Acquisition List Plus, which provides access to special list and postage rates. Visit canadapost.ca/acquisitionadmail for more information.
To be eligible to use the Publications Mail service, the items mailed must meet the criteria specified for the Publications Mail 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 5 “Criteria for Qualification” in the General Terms and Conditions. Items submitted as Publications Mail that do not meet the content, format and physical characteristics specified for the Publications Mail service and the various mail preparation and other requirements outlined in this Agreement, may be subject to price adjustments and/or surcharges or may not qualify for Publications Mail services and prices. See section 6 “Surcharges” in the General Terms and Conditions. Visit canadapost.ca/surcharges for additional information on surcharges.
A Publications Mail item, including all enclosures (inserts and outserts), must be produced with less than 70% space devoted to advertising in more than 50% of the issues in any 12-month period (advertising and editorial content must be distinguishable from one another). For example, 7 out of 12 monthly issues must each contain more than 30% editorial content, including enclosures. Ensure each item, including any sample(s), is mailable and consider the following:
Visit “ABCs of Mailing - Business” and “Non-mailable Matter” in the Canada Postal Guide for more information. The entire Publications Mail item including all enclosures and wrapping must not exceed the maximum size and weight (outlined in section 2.3 “Physical Characteristics”), or individually or in aggregate adversely affect the ease of handling of the item.
Double, extra and special editions/issues are considered as one issue of the host publication provided that these copies are clearly “branded” with the title logo of the current host publication identified in the Publications Mail Agreement. Extra and special editions may be enclosed and priced with a current issue of the host publication or mailed as separate host publications. A back issue may be enclosed and priced with a current copy of the host publication or it may be mailed separately as a host publication. Two or more back issues of a host publication may be sent as a Bundle of Unaddressed Copies. For definitions, see section 1.2 “Publications Mail Terminology”.
Publications produced in more than one language, even if they are a direct translation, are considered separate host publications (unless they are bound together under one cover) and therefore must be co-packaged.
An enclosure is an insert or outsert that is included (attached or enclosed) with the host publication. Customers often use an enclosure to increase their subscriber base, generate new leads and advertising revenue. Typically, enclosures will not be part of the host publication’s page count. In addition to the general Publications Mail requirements, in order for enclosures to be accepted by Canada Post, Customers must ensure their enclosures:
The total item including all enclosures and wrapping must not exceed the maximum size and weight dimensions (see Table 1: “Size and Weight - Machineable Category”), or individually or in aggregate affect the ease of handling of the item. There are two (2) main types of enclosures:
Advertising or editorial enclosures which meet these criteria and are composed of paper or other material with the general characteristics of paper, may be enclosed without additional postage, other than for the additional weight of the enclosure (if applicable). Business Reply Mail™ Items Video in Print/Digital Advertising Ride-along Publications In addition, the ride-along publication:
Samples and Promotional/Novelty Items included in the ride-along publication are priced, weighed and counted separately from the ride-along publication in which they are enclosed. Publications Produced at a Frequency of Less than Twice a Year
Otherwise, it may be considered as co-packaged and priced accordingly. For some examples of acceptable enclosures that may accompany a host publication, please refer to section 1.2 “Publications Mail Terminology”).
Samples and Promotional/Novelty Items Some examples of a Sample or Promotional/Novelty Item are food, household products, small articles of clothing, pens, trinkets, souvenirs, personal care items and cosmetics (beauty seal and scent strips are not considered as a Sample, therefore would be priced with the host publication - see section 1.2 “Publications Mail Terminology”). A non-personalized promotional and/or non-promotional audio cassette tape, compact disc (CD) or Digital Video Disc (DVD) may be accepted as a Sample or Promotional/Novelty Item (CDs and DVDs are not acceptable in hard jewel cases). Also included are usable paper-like items such as date booklets and pads of paper.
Multiple Samples or Promotional/Novelty Items If more than one identical paper or paper-like promotional item (e.g., brochures, maps) is enclosed with one host publication, then the multiple Sample and Promotional/Novelty Item price will be applied to those items. In order for a single or multiple Sample or Promotional/Novelty Item to qualify as a Publications Mail enclosure with additional postage, it must meet all the requirements below:
Samples or Promotional/Novelty Items that do not meet the requirements may be subject to additional charges or may require additional mail preparation. In addition: Samples and Promotional/Novelty Items are weighed, counted, and priced separately from the host publication in which they are enclosed. They are not considered part of the publication when measuring the advertising to editorial ratio of the Publications Mail item. Samples and Promotional/Novelty Items included in the ride-along publication are priced, weighed and counted separately from the ride-along publication in which they are enclosed. Co-packaged Items Co-packaged items are enclosures that are weighed and priced as if they were mailed separately (including when they are mailed as part of a Bundle of Unaddressed Copies). The wrapper is weighed as part of the host publication. Co-packaged items must be entered on separate Orders (Statements of Mailing) and meet the other applicable requirements. The following must not be visible on the outside of the Publications Mail item:
Co-packaged Lettermail or Addressed Admail
Any Bundles of Unaddressed Copies containing a Lettermail and/or Addressed Admail item co-packaged with a host publication is entered on the Publications Mail Order (Statement of Mailing) as Bundles of Unaddressed Copies. The following are examples of enclosures that would be considered as either an Addressed Admail or Lettermail co-packaged item (this list is not meant to be exhaustive):
Co-packaged Publications Mail Publications produced in more than one language (even if they are a direct translation) are considered separate host publications and therefore must be co-packaged (unless they are bound together under one cover).
When two or more publications are co-packaged within Bundles of Unaddressed Copies, each different publication title is weighed and priced as separate Bundles of Unaddressed Copies and entered on separate Orders (Statements of Mailing).
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 Publications Mail. 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 Publications Mail Terms and Conditions. Visit “Non-mailable Matter” in the Canada Postal Guide for more information.
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.
Publications Mail requirements include the identifying information, location and printing of destination addresses and the use of markings.
Identifying information is required for proof of payment, processing, including handling of undeliverable Publications Mail items. The identifying information must contain the Publications Mail Agreement number and must appear in the form of:
The Basic Identifying Information must be indicated as follows in minimum 6-point font:
The Basic Identifying Information must be clearly visible in one of the following locations on the outside of the Publications Mail item: For Non-machineable (LCP or NDG Presort) Publications Mail:
For Machineable Publications Mail:
For further information on the location of the basic identifying information, visit the Machineable Postal Standards at canadapost.ca/postalstandards.
If postal indicia is used, it must meet the requirements outlined at canadapost.ca/indicia.
Each Publications Mail item must be addressed to a specific individual or company name or to a non-personalized descriptor, including “OCCUPANT” or similar wording. Each item must include the complete mailing address, including the valid Postal CodeOM for that address. The destination address format and location must be in accordance with the Addressing Guidelines of the Canada Postal Guide and the specifications set out in the applicable Postal Standards. If address labels are used, they must be placed firmly on the envelope, plastic wrap, insert or card where the address can be easily read. The address labels should be light in colour (e.g., white, pale yellow or beige). Customers must use high-quality glue on the labels so they do not come off the item during mailing.
Customers may use the “Delivered by” logo on items delivered by Canada Post with the prior written consent of the Director, Marketing and Brand or her/his designate. They can be contacted at info.brand@canadapost.ca. Visit canadapost.ca/logo for available artwork. Customers with a Standing Offer Agreement may use Canada Post postal indicia on items delivered by Canada Post without prior authorization. Visit canadapost.ca/indicia for the requirements, artwork and the specifications. 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 as well as being an infringement of Canada Post's trade-marks and official marks. Note that an item will be considered 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:
Certain bar codes are acceptable on the exterior or outer wrappings of Publications Mail items. Customers can refer to the applicable Postal Standards for a list of acceptable bar codes. Customers are requested to seek authorization for the use of bar codes not listed in the applicable Postal Standards prior to mailing by contacting the Commercial Service Network at 1.866.757.5480. It is the Customer’s obligation to obtain approval for any proposed endorsement or other markings from Canada Post prior to printing.
Each Publications Mail item, including the host publication, wrapper and all enclosures, must meet the applicable size and weight specifications as outlined below.
The Publications Mail service is available in two (2) categories: Machineable and Non-machineable. Machineable mailings are either partially or fully processed through Canada Post’s automated equipment. Machineable mail items must meet the requirements outlined in the Machineable Postal Standards. One (1) mail preparation option is available within the Machineable category: Non-machineable mailings are either partially or fully processed manually by Canada Post employees. Non-machineable mail items must meet the requirements outlined in the Non-machineable Publications Mail Postal Standards. Two (2) mail preparation options are available within the Non-machineable category:
Proper mail preparation is important to ensure that Publications Mail items are processed and delivered efficiently. Adjustments and/or surcharges may be applied to improperly prepared mailings.
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 placing items in an address-based order, and grouping and containerizing the items based on a common destination. Both Machineable and Non-machineable mail preparation options are available for individually addressed Publications Mail. All copies in each issue being mailed must be included on a single Order (Statement of Mailing), with the exception of supplemental mailings for late renewals, new subscribers or non-subscribers, which may be made on separate Orders (Statements of Mailing) between issues (subject to minimum volume requirements). If variations in enclosures within an issue or edition require separate presortation, LCP must be used. In this case, all of the variations must be combined on one Order (Statement of Mailing) and a Mailing Summary must be provided for each variation. A weighted average weight per item calculation may be used. The minimum volume requirement applies to the entire Order (Statement of Mailing) for presorted Publications Mail. Under no circumstances are issues to be split on separate Orders (Statements of Mailing) for the purpose of circumventing mailing requirements. Visit canadapost.ca/mailpreparation for more information on mail preparation and presortation. Canada Post may choose to machine a small portion of non-machineable mailings in order to meet established delivery standards. For example, the “residue” component of a non-machineable mailing, mail that is incorrectly prepared, or loose mail. No presortation is required for Bundles of Unaddressed Copies. Mail preparation includes proper wrapping and addressing. Bundles of Unaddressed Copies must:
Items prepared and submitted within the Machineable Category of Publications Mail must meet certain requirements, including machineability and readability of items. Our Machineable Postal Standards include both machineability and readability requirements. Our machineability requirements ensure that your mail items can be processed through Canada Post’s automated equipment without damage to them or to the equipment. These requirements include size and weight, aspect ratio as well as elements of the mail item’s construction (such as it’s strength, flexibility and sealing). Our readability requirements ensure that Canada Post’s automated equipment can find and read the address on each of your mail items. These requirements include the location and printing of addresses and postage. Quiet Zones on the front and back of your mail items, and their paper quality (such as opacity, luminescence, reflectance, ink absorbency and coating). Short and Long (S/L) Machineable Mail (MM) mailings with read rate level of less than 95% and Oversize (O/S) Machineable Mail (MM) mailings with read rate levels of less than 85% are subject to the mailing being refused, a price adjustment and/or surcharge. Visit canadapost.ca/pmsupportdocuments for information on surcharges. To reduce the risk of price adjustments and/or surcharges and permit efficient mail processing through Canada Post’s automated processing equipment it is recommended that Customers use Canada Post’s free evaluation service to test the machineability/readability of their items. The Customer remains responsible to meet all applicable requirements. Customers wishing to have their items assessed for machineability and readability should contact a Commercial Service Network (CSN) Representative at 1.866.757.5480. Once the Customer has contacted the CSN, they may have their mail assessed by:
Visit canadapost.ca/postalstandards for detailed requirements for Machineable Publications Mail items.
The Machineable Mail option is available for Short and Long (S/L) and Oversize (O/S) items. Machineable Mail (MM) is mail that is prepared in such a way that it can be processed through Canada Post’s automated mail processing equipment. Mail presortation is not required for Machineable Mail. The specifications for preparing Machineable Mail mailings are outlined in the Mail Preparation and Presortation Guide – Machineable Mail at canadapost.ca/mailpreparation.
The Letter Carrier Presort (LCP) option is available for Short and Long (S/L) and Oversize (O/S) items. The Letter Carrier Presort (LCP) option allows Customers to presort items directly to specific letter carrier routes or other delivery modes according to the National Presortation Schematic (NPS), using the Software Evaluation and Recognition Program (SERP) presortation software [see section 3.3 “Software Evaluation and Recognition Program (SERP)”] recognized by Canada Post for Local, Regional and National distribution. Under the LCP option, mail is prepared and presorted in such a way so as to enable Canada Post to bypass certain levels of processing. This option is a further refinement of mail presortation beyond the NDG Presort option. The specifications for preparing Letter Carrier Presort mailings are outlined in the Mail Preparation and Presortation Guide - Letter Carrier Presort at canadapost.ca/mailpreparation.
The NDG Presort option is available for Short and Long (S/L) and Oversize (O/S) items. The NDG Presort option is the basic mail presortation option that allows Customers to presort items by Postal CodeOM sequence and group them according to the National Presortation Schematic (NPS). Presortation software is not required. Visit canadapost.ca/nps for more information. Mail is prepared and presorted in such a way to enable Canada Post to bypass certain levels of processing. NDG Presort mailings must be presorted in accordance with the National Presortation Schematic (NPS) and prepared as outlined in the Mail Preparation and Presortation Guide - NDG Presort found at canadapost.ca/mailpreparation.
Bundles of Unaddressed Copies can be used when two or more copies of the same host publication and any enclosures are wrapped or tied together in a bundle for delivery to a news dealer or other bulk receiver at a single address.
Our Software Evaluation and Recognition Program (SERP) evaluates the accuracy of presortation software programs. SERP is open to all in-house or commercial software developers who want their software to be recognized by Canada Post.SERP software is used in the preparation of Letter Carrier Presort (LCP) mailings. The following functionalities are available through the Software Evaluation and Recognition Program (SERP):
Visit canadapost.ca/presortationsoftware for more information on how to have your software evaluated by Canada Post or for a list of recognized presortation software vendors. Presort Mailing Plan Import Program: This import functionality allows Customers to import their Mailing Plans directly into the Electronic Shipping Tools, both the EST 2.0 and the EST Online versions. Software vendors provide the Mailing Plan in one of two approved file formats: Refer to the “Improvements to Preparing and Your Depositing Orders” guide at canadapost.ca/mailpreparation for more information. Machineable Mail Import File functionality: This file helps Customers consolidate their line items by weight category and product article into the Electronic Shipping Tools (EST). The import of Machineable Mail files is only available using the EST 2.0 version. The file is only accepted in the following format: Refer to the "Machineable Mail Import File" guide at canadapost.ca/mailpreparation for more information. Mail Tracking: This tracking option allows Customers to view:
For more information on Track by Order (Statement of Mailing) for Publications Mail, visit canadapost.ca/cpo/mc/business/productsservices/marketing/publicationsmail.jsf or contact a Canada Post Representative.
On a regular basis, Canada Post produces data files containing Delivery Mode Codes (DMC) for all urban mailing addresses. The application of these codes enables Customers using Letter Carrier Presort (LCP) to associate the mail to a specific type of delivery and delivery route. An integral part of the Delivery Mode Code (DMC) is the Delivery Mode Audit Code (DMAC). It is the visible reference on the item that identifies the version of data used for mail presortation. The use of an outdated Delivery Mode Audit Codes (DMAC) for Letter Carrier Presort (LCP) mailings could result in inefficient delivery of the mail and is subject to a price adjustment as defined by Canada Post. The location of the Delivery Mode Code (DMC) and the Delivery Mode Audit Code (DMAC) must comply with the requirements outlined in the applicable Mail Preparation and Presortation Guide. Visit canadapost.ca/mailpreparation for information on requirements related to the Delivery Mode Code (DMC).
Address Accuracy is a program designed to improve delivery by encouraging Customers to accurately address mail. Every item must be addressed to a specific individual or company, or to a non-personalized descriptor, such as “OCCUPANT” or similar wording. Each item must have a complete mailing address, including any required suite or unit information as well as the valid Postal CodeOM for that address. If the mailing address is not complete, the mail may be delayed or deemed undeliverable. Consistent and accurate addressing eliminates the need for extra handling and/or redelivery. For Customers, this translates into a more efficient service and lower costs. Accurate addressing helps ensure the mail is delivered on time, every time. Participation in the Address Accuracy Program is mandatory for all Publications Mail mailings greater than 5,000 items. The standard for Address Accuracy is 95%. This means that 95% of the addresses on the Customer’s database are determined to be valid when compared to the Canada Post database. This is done by using Canada Post-recognized software that performs address validation and/or address validation and correction or by using a mail service provider who offers this service. If the percentage on the Statement of Accuracy (SOA) produced by the software is less than 95%, an adjustment will be applied to the mailing. Adjustments are calculated as follows: For example, on a mailing of 12,000 items with an Address Accuracy rate of 91%, the adjustment would be: Canada Post encourages Customers to use services such as the Smart Data™ Cleaner online tool to clean and standardize their address lists while removing addresses that are undeliverable, duplicated, or incorrect. For more information and to get a free diagnostic, visit canadapost.ca/smartdatacleaner. A Statement of Accuracy (SOA) is used to report the percentage of accurate addresses on a mailing list. The SOA must be generated a minimum of once a year but is encouraged more frequently to help reduce the number of undeliverable mail items. A Statement of Accuracy (SOA) includes the following information: Customers must record their Address Accuracy percentage and expiry date obtained from their Statement of Accuracy (SOA) on their Order (Statement of Mailing). Failure to record the Address Accuracy percentage and expiry date on the Order (Statement of Mailing) will result in the application of an adjustment to the cost of the mailing using 56% as the Customer’s Address Accuracy percentage. Customers are requested to keep a valid copy of the Statement of Accuracy (SOA) on file in the event that Canada Post requests a copy. More information on the Address Accuracy Program can be found at canadapost.ca/am or from a Canada Post Representative.
To confirm that the items meet Canada Post’s specifications for Publications Mail, one (1) representative sample of each item, including all enclosures, attachments and wrappings, identical to the item being mailed must be provided for each variation (weight, size, content). Customers are encouraged to have their mail items verified for compliance with the Publications Mail content definition and physical specifications prior to depositing their mailing by contacting a Commercial Service Network (CSN) Representative at 1.866.757.5480. Such samples must also be provided to the approved Canada Post facility where the mail will be deposited at the time of deposit with the first Order (Statement of Mailing).
Deposits to Canada Post's processing plants are governed by pre-arranged local requirements. These requirements include, but are not limited to, advance notification, scheduling and work content. Customers may be requested to provide a mailing plan and/or deposit schedule that includes details of the mailing (such as volume, time, day of deposit, etc.). This information will help efficient deposit and processing of Customers' mailings.
An Order (Statement of Mailing) must be properly completed and submitted at the time of mailing, along with a sample of the item, including enclosures, attachments and wrappings, identical to the item being mailed. An Order (Statement of Mailing) should be prepared and submitted electronically using the Electronic Shipping Tool (EST) but can be submitted manually. The use of the EST to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable Mail (MM) prices. LCP and/or Machineable Mail (MM) items accompanied by a manually prepared Order (Statement of Mailing) are subject to a manual Order (Statement of Mailing) processing fee and will be priced at the applicable NDG National prices in effect at the time of mailing. NDG Presort mailings accompanied by a manually prepared Order (Statement of Mailing) are subject to a manual Order (Statement of Mailing) processing fee. At the time of deposit, 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.
The Electronic Shipping Tools (EST) reduces paperwork and risk of error, while providing added Customer convenience. In order to access Letter Carrier Presort (LCP) and Machineable Mail (MM) prices, Orders (Statements of Mailing) must be prepared and submitted using the EST, otherwise NDG Presort prices will apply, in addition to a manual Order (Statement of Mailing) processing fee. Customers have the option of using either the EST Online version, or the EST 2.0 version of the Electronic Shipping Tools (EST). The EST 2.0 can be downloaded to prepare Orders (Statements of Mailing). 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 can choose to manually prepare an Order (Statement of Mailing) using a hard copy form. However for Short and Long (S/L) and Oversize (O/S) Publications Mail, manually prepared Orders (Statements of Mailing) are subject to a manual Order (Statement of Mailing) processing fee and will be priced at the applicable NDG National prices in effect at the time of mailing.
The Mailing Summary includes general information regarding the Customer and the presortation software used for mailing. The Mailing Details document includes a detailed breakdown of the mail preparation and presortation information. Canada Post and the SERP (Software Evaluation and Recognition Program) vendors have developed a file import functionality, the Presort Mailing Plan Import Program, which reduces the amount of data that the Customer needs to enter when completing Orders (Statements of Mailing). The functionality allows Customers to import their Mailing Plans directly into the Electronic Shipping Tools, using both the EST 2.0 and the EST Online version. The SERP software will also generate the hard copy Mailing Summary and Mailing Details reports which will only be required upon request by Canada Post. Visit canadapost.ca/presortationsoftware for a list of recognized presortation software vendors.
If a Publications Mail mailing is inducted in more than one (1) deposit, the total mailing cost must be declared on the Order (Statement of Mailing) for the entire mailing accompanying the first portion of the mailing. The Customer will be invoiced for the total mailing as declared on the Order (Statement of Mailing).
The Order (Statement of Mailing), along with one (1) representative sample of each item (see section 4.1.1 “Provide a Sample”), must be deposited with the first partial mailing, as indicated in the Outlet field of the Order (Statement of Mailing). A copy of this Order (Statement of Mailing) along with a packing slip must accompany each subsequent individual partial mailing or downstream shipment.
A mailing may be comprised of items of varying weights (including items above and below the base weight). In such cases, the Customer may choose to enter information on the Order (Statement of Mailing) using the weighted average weight per item. Separate average weights can either be calculated by the EST 2.0 or manually entered on the Order (Statement of Mailing) for the following weight categories:
When Customers enter the individual weights in the EST 2.0, the application determines the appropriate weight bands. In the Order (Statement of Mailing) one line is created for each weight band with the proper quantity and average weight. The Order (Statement of Mailing) displays both the actual weight and the calculated average weight. Customers still have the option to enter an average weight. Refer to the following two examples: Example 1 – A Customer has a mailing of 2,500 items of NDG National. All items weigh more than 100 g. However, a portion of the mailing is at 155 g and the remainder is at 160 g. The formula to calculate the weighted average weight is: Weighted average weight = Total weight of all items divided by total number of items. In this example, since all items in the mailing weigh more than 100 g but less than 500 g, the average weight per item calculation can be used and entered on the Order (Statement of Mailing) for pricing purposes. (The same approach would be used in cases where an NDG Presort mailing has items with different weights but all items weigh 100 g or less, all items weigh more than 100 g but less than 500 g, or all items weigh more than 500 g). Example 2 – A Customer has a mailing of 5,000 items of NDG National. The mailing is comprised of various weights above and below 100 g but less than 500 g. In this example, two calculations of average weight must be completed and entered separately on the Order (Statement of Mailing) for pricing purposes: one entry for that portion of the mailing at 100 g or less and one entry for the portion over 100 g but under 500 g.
Each Publications Mail deposit must be accompanied by an Order (Statement of Mailing) and sample(s) of the item, including all enclosures, attachments and wrapping, identical to the item being mailed. Each deposit of Letter Carrier Presort (LCP) mail must include the exportable file of Mailing Plans generated and imported into the EST.
All Publications Mail 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. 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. Machineable Publications Mail items must be deposited at an approved Canada Post machineable induction location. Visit canadapost.ca/mailpreparation under “Induction Locations and Cut-off Times” for the list of approved sites. Publications Mail items cannot be deposited into street letter boxes or other mail receptacles.
In order to access Publications Mail prices, the Customer must meet all applicable requirements, including specifications, Address Accuracy, and mail preparation and presortation requirements for Publications Mail, as outlined in this Agreement. Refer to the Publications Mail Price Sheet at canadapost.ca/pmsupportdocuments for the applicable published prices.
Customers may deposit less than the minimum volume requirement provided that the difference between the actual volume and the minimum volume is paid at the applicable phantom price.
The Machineable price applies to all items prepared according to Machineable requirements and mailed at an approved postal facility for delivery at any other postal facility in Canada. Phantom pricing applies to Machineable mailings that do not meet the minimum volume requirements.
LCP prices apply to all items that meet the LCP requirements. The pricing is determined by the LCP sortation levels [Delivery Mode Direct (DMD), Delivery Facility (DF), Distribution Centre Facility (DCF), Forward Consolidation Point (FCP) and Residue] and the LCP – Local, Regional and National designations. These designations are based on:
LCP – National prices will apply to the entire mailing should the declared deposit location on the Order (Statement of Mailing) and the actual deposit location not be the same. Phantom pricing (at the Local DMD base price) applies to LCP Orders (Statements of Mailing) (including Local, Regional and/or National) that do not meet the minimum volume requirement.
National prices apply to mail deposited at any approved postal facility for delivery anywhere in Canada that does not qualify as Local or Regional (usually outside the province).
Regional prices apply to mail deposited at any approved postal facility for delivery within the same province, with some exceptions specified in the SERP software origin-destination table. For example, grouped items mailed in any Atlantic province for delivery within any other Atlantic province are considered Regional. Refer to the Publications Mail LCP Distance-Based Pricing Exceptions List (Local and Regional Designations) found at canadapost.ca/pmsupportdocuments.
Local prices apply to mail deposited at an approved postal facility for delivery within the same city or town, with some exceptions specified in the SERP software origin-destination table. Refer to the Publications Mail LCP Distance-Based Pricing Exceptions List (Local and Regional Designations) found at canadapost.ca/pmsupportdocuments.
NDG prices apply to all items that meet the NDG Presort requirements. NDG Presort includes National, Regional and Local Rural.
The NDG National price applies to all items mailed at a postal facility for delivery at any other postal facility in Canada. Phantom pricing applies to NDG National mailings that do not meet the minimum volume requirement.
The NDG Regional price applies to all items mailed at a postal facility for delivery at post offices that have no Letter Carrier delivery and that are located in the same or adjacent provinces as the accepting postal facility. In order to qualify for this price category, at least 50% of the total addressed copies in the publication issue mailed must be either Regional or a combination of Local Rural and Regional. Otherwise, NDG National prices will apply to the nominal Regional portion of the mailing. Orders (Statements of Mailing) containing qualified NDG Regional items do not have a minimum volume requirement [even if some NDG National items are included on the Order (Statement of Mailing)]. A Non-Letter Carrier post office with civic addressing may have several Postal Codes. Items addressed to these Postal Codes may qualify under the Regional price category. Visit canadapost.ca/pmsupportdocuments to view the Publications Mail Regional Price Category FSA Table.
The NDG Local Rural price applies to items mailed at a post office with no Letter Carrier delivery for delivery at that post office. Orders (Statements of Mailing) containing qualified NDG Local Rural items do not have a minimum volume requirement [even if some NDG National items are included on the Order (Statement of Mailing)].
The Bundles of Unaddressed Copies price applies to Bundles of Unaddressed Copies mailed at a postal facility for delivery at any other postal facility in Canada, and addressed to a news dealer or other bulk receiver.
If the Customer elects to receive the undeliverable Publications Mail electronic data report, the uPM processing fee is applied. If the Customer elects to have the item returned by mail, the undeliverable Publications Mail return postage is applied in addition to the uPM processing fee.
The Samples and Promotional/Novelty Items price applies to acceptable single and multiple enclosures priced and weighed separately from the host publication.
Customers may be eligible for price discounts based on their commitment to mail a minimum of three million Publications Mail items in an Agreement year. Such a commitment must be specified on the Agreement Activation Form along with the effective date, and the eligible titles must be listed on the Agreement Activation Form or the applicable supplement. A price discount is calculated and applied to the postage paid for individually addressed Publications Mail items on each eligible Order (Statement of Mailing) completed using EST. Customers should contact a Canada Post Representative for more information on price discounts.
Financial assistance is available for certain publications if specific eligibility criteria are met under the Department of Canadian Heritage regulations. Customers who wish to enquire and apply for financial assistance must contact the Department of Canadian Heritage directly at 1.800.641.9221.
For general payment terms, see Paying For Your Mailing.
See General Terms and Conditions, which are modified as follows: 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. 26 Publications Mail Agreement Supplement for the Subscription Driver Program Canada Post maintains a publication subscription landing page (the “Landing Page”) accessible through the Personal (consumer) section of the Canada Post website. The Landing Page features a list of categories of interest to the consumer, each of which contains various corresponding publication titles. It also has a search feature through which the consumer can search by name for a specific publication. If a consumer “clicks” on a publication of interest, the next landing page will consist of a picture of the publication, a brief description of the publication as well as the Customer’s subscription offer. If a consumer “clicks” on the publication to purchase a subscription, a “pop up” will tell the consumer that they are leaving the Canada Post website and will then be directed to the Customer’s website to complete the transaction. Canada Post will be responsible for the overall creative, the development and the execution of the Subscription Driver Program, up to the point that the consumer is re-directed to the Customer’s website. In order to participate in Subscription Driver Program (the “Program”), the Customer must:
The Customer hereby grants Canada Post a non-exclusive, royalty-free licence (the “Licence”) to use the Customer’s proprietary marks and logos, as provided by the Customer for the purposes and use in the manner set out in this Agreement (the “Marks”). The Customer warrants to Canada Post that it has all requisite rights and authority to grant the Licence, and shall indemnify and hold harmless Canada Post against any claim or liability resulting from Canada Post’s use of the Marks in accordance with the Licence. The Licence shall expire as of the date that this Agreement terminates or when Canada Post ceases to operate the Program, whichever occurs latest. Canada Post may in its own absolute discretion modify or cancel the Program or any part thereof at any time on thirty (30) days written notice to the Customer. The Customer may cease to participate in the Program upon thirty (30) days written notice to Canada Post. Upon such notice taking effect, the Customer will be released from its obligations under this Agreement, except for those referred to in section 26.1 of these General Terms and Conditions and its obligations under this Agreement to indemnify or hold harmless Canada Post. The Customer must submit to Canada Post a list of publications to be included in the Program and the selected Creative / Technical Requirements described in the Publications Mail Customer Guide at least sixty (60) days before the listed publications are included in the Program. The Customer may modify the list and corresponding Creative / Technical Requirements upon sixty (60) days written notice to Canada Post. Notwithstanding anything else in this Agreement, Canada Post may in its own absolute discretion determine if it will include a specific publication in the Program. Canada Post is offering the Program “as is” and shall not be liable to any party for any claims or damages resulting from the development or carrying out (or failure or delay in carrying out) the Program or any part of it. Without limiting the foregoing, Canada Post shall not be liable to any party for any claims or damages resulting from a party’s use of, misuse of, or failed attempts to use the Landing Page, any related pages, or the link(s) established by Canada Post to or from the Customer’s web-site(s). Without limiting the foregoing, Canada Post shall not be liable for any viruses, worms, Trojan horses or other harmful programs transmitted through any link. The Program is not a joint venture, partnership or an agency between the parties, and no act or omission by either Canada Post or the Customer can bind or obligate the other party with respect to any third party. Without limiting the foregoing, the Customer shall be solely responsible for, and shall indemnify and hold harmless Canada Post against, any liability to consumers or other third parties (collectively, “Users”) arising from:
The Customer shall send all materials to be provided by the Customer in connection with the Program (including technical and creative material relating to the Customer’s publications) in accordance with the criteria and process established by Canada Post and communicated to the Customer from time to time. Notwithstanding anything else in this Agreement, Canada Post shall retain exclusively all rights and ownership in all creative and promotional materials produced in connection with the Program (including, without limitation, the Landing Page, promotional emails, and all online or other advertising materials) except for the Marks. The Customer shall comply with all applicable laws, including without limitation all applicable Canadian privacy laws. Canada Post expressly disclaims any warranties regarding the services to be provided by it under the Subscription Driver Program, including without limitation any warranty of merchant ability or fitness for a particular purpose. Without limiting the foregoing, notwithstanding any other written or verbal communication or representation (whether past, present or future), Canada Post expressly does not guarantee, promise or warrant that the Customer will achieve particular results or increased sales or profitability by participating in the Program. |
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