Addressed Admail™ Customer Guide

Important Updates for January 2010

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 documents.

Reminder of May 2009 Amendment:

Note that when there is an amendment or a revision to the document, the version number will be modified as follows:

• an amendment increases the first digit in the version (e.g., version 2.0, 3.0).
• a revision increases the second digit in the version (e.g., version 1.1, 1.2).
• the version number restarts at 1.0 every January of a given year.

1

Service Overview

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1.1	The Purpose of this Addressed Admail Customer Guide

This Customer Guide has been designed to give Customers detailed information needed to get the most from Canada Post’s Addressed Admail 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/postalservices for key documents.

It is the Customer’s obligation to meet all the requirements outlined in the Addressed Admail Agreement.

1.2	What is Addressed Admail?

Addressed Admail is a proven and effective direct marketing medium that offers Customers the ability to personalize their mailing and target their promotional messages to specific consumers or prospects.

To qualify as Addressed Admail, mailings must:

• meet the Addressed Admail definition (see section 2.1.1 for details)
• consist of a minimum of 1,000 items
• be properly prepared and/or presorted in accordance with the Mail Preparation and Presortation Guides. Visit canadapost.ca/mailpreparation for more information
• be deposited and paid for in Canada for delivery in Canada.

1.3	Creating Compelling Direct Mail

Canada Post's Addressed Admail service enables Customers to be creative with their Direct Mail campaigns. Die-cut mail, tip-ons, repositionable notes, and scented admail (including Scented AdCard™) are only a few of the possibilities that are available to engage recipients and increase response rates. Visit canadapost.ca/postalstandards for details and requirements.

1.3.1

AdCard™ for Addressed Admail

AdCard for Addressed Admail is a “one-stop” solution that combines the strengths of Addressed Admail and the impact of a high-quality card format. The “one-stop” solution includes:

• basic List Management Services:

• cleansing of the mailing list
• running the mailing list through an address validation and correction software
• address accuracy

• choice of card format with creative options
• printing
• addressing
• mail preparation and presortation
• deposit at a Canada Post facility
• final delivery via Addressed Admail.

Some creative options available for AdCard for Addressed Admail service are as follows (additional fees apply):

• perforations
• scratch and win
• die cuts
• addition of a fifth colour
• 8 point (0.008) stock coated on 2 sides
• 10 point (0.010) stock coated on 1 side
• plate changes.

AdCard for Addressed Admail service is subject to AdCard Terms and Conditions for the Addressed Admail service as set out in the General Terms and Conditions section of the Canada Post website at canadapost.ca/tools/pg/terms/Addressed_Admail-e.pdf.

Visit canadapost.ca/adcard for additional information.

1.3.2

Direct Marketing Online™

Direct Marketing Online allows Customers to design, print, deliver, and track their own direct mail campaign right from their desktop all in six easy steps. Visit directmarketingonline.ca for additional information.

1.3.3

Acquisition Admail™

Canada Post's new Acquisition Admail enables cost-effective and accurate targeting of prospects at the Postal Code level (using addresses), with the added benefit of excluding current customer addresses from acquisition mailings. With over 12 million available addresses, Acquisition Admail provides access to accurate lists of Canadian residential, multi-dwelling / apartment, 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.

For more information, contact a Canada Post Sales Representative.

1.3.4

Creative Options For Addressed Admail

The following creative options may increase response rates when used within direct mail campaigns. These guidelines should be considered when creating an item. Customers should confirm with a Canada Post representative regarding the specification requirements to be followed in order to ensure the item is acceptable for the Addressed Admail service.

1.4	Service Standards

Service 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 service standards are not guaranteed.

A general overview of the Addressed Admail service standard is as follows:

For more information, visit Service Standards in section 2.1 “Addressed Admail™”at canadapost.ca/postalguide.

1.5	Service Features and Options

1.5.1

Features

A feature is provided as part of the basic service.

1.5.1.1

Redirection

Addressed Admail 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.

1.5.2

Options

An option is a service enhancement that is not provided automatically as part of the basic service.

1.5.2.1

Return to Sender

Canada Post will return the item to the sender at the applicable Return to Sender price if:

• the item carries the correct RETURN POSTAGE GUARANTEED postal indicia. Visit canadapost.ca/postalservices for more information regarding the postal indicia
• the item is addressed to an address which does not have a Change of Address Notification (COAN) in effect for that addressee, and
• only one (1) return address appears on the outside of the item and that address is Canadian.

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 returned to the sender. In such cases, the item will be delivered to the original destination address.

If there is no Change of Address Notification (COAN) in effect for the addressee and if the item does not bear the correct RETURN POSTAGE GUARANTEED postal indicia, the item will be treated as undeliverable and disposed of or recycled, as determined by Canada Post.

1.5.2.2

Address Correction Service

Canada Post will return the item to the sender with the corrected address at the applicable Address Correction price if:

• the item carries the correct ADDRESS CORRECTION REQUESTED – RETURN POSTAGE GUARANTEED postal indicia. Visit canadapost.ca/postalservices for more information regarding the postal indicia
• the item is addressed to an address which has a Change of Address Notification (COAN) in effect for the addressee
• the addressee has consented that Canada Post provide their new address, and
• only one (1) return address appears on the outside of the item and that address is Canadian.

If there is no Change of Address Notification (COAN) in effect for the addressee, the item will be returned to the sender without a corrected address and charged the applicable Return to Sender price.

If there is no Change of Address Notification (COAN) in effect and if the item does not bear the correct ADDRESS CORRECTION REQUESTED – RETURN POSTAGE GUARANTEED postal indicia, the item will be treated as undeliverable and disposed of or recycled, as determined by Canada Post.

If there is a Change of Address Notification (COAN) in effect for the addressee but the addressee has not consented that Canada Post provide their new address, the item will be forwarded to the addressee at the new address at no charge to the sender.

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 receive the Address Correction service. In such cases, the item will be delivered to the original destination address.

1.5.3

Undeliverable Addressed Admail Items

Addressed Admail items are treated as undeliverable if:

• the item does not bear a complete and valid address
• the item is addressed to a non-existent address
• the item is refused by the addressee
• delivery is prohibited by law
• the item cannot otherwise be delivered to the address.

Undeliverable Addressed Admail items will be disposed of or recycled, as determined by Canada Post.

2

Content, Format and Physical Characteristics

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To be eligible to use the Addressed Admail service, the items mailed must meet the criteria specified for the Addressed Admail service and must be prepared for mailing in such a manner as to prevent loss or damage to any item and permit easy examination of each item.

Items submitted as Addressed Admail that do not meet the content, format and physical characteristics specified for the Addressed Admail 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 Addressed Admail services and prices.

See section 5 “Criteria for Qualification” and section 6 “Surcharges” in the General Terms and Conditions. Visit canadapost.ca/aasupportdocuments for information on surcharges.

2.1

Content

Ensure each item, including any sample(s), is mailable and consider the following:

1. If it contains a scented item, it is to be sealed in such a manner that prevents the scent from escaping. Similarly, liquids and powders must be appropriately packaged. However, if it contains a scented item produced using micro-encapsulated scent infused ink/lacquers, it does not need to be sealed provided the scented patch is covered or contained within the mailed item.
2. If it contains a common allergen item such as peanuts, sesame seeds, tree nuts (e.g. almonds, walnuts) or eggs, it is to be packaged properly and labelled to minimize the potential for allergic reactions.

Visit “ABCs of Mailing - Business” and “Non-mailable Matter” at canadapost.ca/postalguide for more information.

2.1.1

What is Acceptable as Addressed Admail?

To qualify as Addressed Admail, a mailing must be consistent with the definition of Addressed Admail.

Specifically, mailable items bearing a uniform message that:

• promote the sale or use of products or services
• solicit donations or contributions, or
• report on financial performance, primarily for promotional purposes.

Detailed information on the Addressed Admail definition and examples of the various items that qualify and those that do not qualify as Addressed Admail can be found in the “When to say YES! That's Addressed Admail” brochure set out in the Addressed Admail Key Support Documents section of the Canada Post website at canadapost.ca/aasupportdocuments.

2.1.1.1

What is Promotional?

The intent of the mailing must be to motivate an individual to buy, acquire or use a product or service, or contribute to or support a cause.

2.1.1.2

Acceptable Items

The theme of the mailing must be uniform. The items must have the same specific purpose and goal.

The following are examples of acceptable Addressed Admail items:

• items with the intent to promote a product or service
• promotional catalogues
• promotional newsletters (exception: paid subscriptions)
• items with the intent to solicit donations or contributions
• annual reports reporting on financial performance
• promotional renewal offers
• promotional CDs
• promotional samples*
• promotional items.

2.1.2

Enclosures and Attachments

The following may be enclosed with, or attached to, an item of Addressed Admail without payment of additional postage, other than for the additional weight of the enclosure (if applicable):

• a Business Reply Mail™ item (card or envelope) may be included as part of an Addressed Admail item, provided the Customer has entered into an appropriate Agreement with Canada Post for Business Reply Mail. The Business Reply Mail item must be folded inside or inserted in the Addressed Admail item in order to cover the Business Reply Mail design elements, including the indicia, and the specific Business Reply Mail address. This will avoid confusion and ensure efficient induction, processing and delivery of the Addressed Admail item. Visit canadapost.ca/brmsupportdocuments for more information
• a return card, envelope or wrapper, with or without return postage
• adhesive repositionable notes can be adhered to an Addressed Admail item.
  Visit canadapost.ca/postalstandards for more information
• a coin enclosed for the purpose of prepaying the return postage for a reply [except for Short and Long (S/L) Machineable Mail and Dimensional Addressed Admail]. The RETURN POSTAGE GUARANTEED postal indicia must appear on the cover of the item so that it may be returned if it cannot be delivered or redirected. The Customer will be charged the applicable Return to Sender price for each item returned. If there is no RETURN POSTAGE GUARANTEED postal indicia, the mailing may be refused.

2.1.2.1

Lettermail™ Enclosed

An item which does not meet the requirements of Addressed Admail, but meets the requirements of Lettermail, may be enclosed with, or attached to, an item of Addressed Admail. In such cases, the applicable postage would be the combined price of Addressed Admail and Lettermail, and would be paid by applying either the Addressed Admail postage meter impression or Addressed Admail postal indicia to the outside of each Addressed Admail item. In the case of Dimensional Addressed Admail, the only proof of payment available is postal indicia.

2.1.3

What is Unacceptable as Addressed Admail?

The following are examples of items that are unacceptable as Addressed Admail:

• fulfillment of products or services (exception: promotional catalogues and promotional samples)
• invoices
• updates to professional handbooks
• fulfillment of paid subscriptions
• fulfillment, replacement or renewal of cards (e.g., credit, membership)
• informational notices [e.g., recall notices, annual reminders, notification of changes, renewal notices and election (voting) notices]
• opinion and market research surveys
• government identification cards
• medical identification cards
• receipts
• transaction records
• tax forms
• proxies
• thank you mailings
• sexually explicit material (see section 2.1.4 “Non-Mailable Matter”)
• prohibited or dangerous goods.

Canada Post retains the right to refuse any item that it, in its sole discretion, deems unacceptable.

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 section 6.2 “General Terms and Conditions”.

2.1.4

Non-Mailable Matter

Generally, non-mailable matter means any mail that:

• is prohibited by law (e.g., illegal, obscene, fraudulent)
• contains sexually explicit material unless it is sent in an opaque envelope with the words “ADULT MATERIAL” or similar wording

• is non-mailable due to the fact that it fails to meet certain physical characteristics or marking requirements
• contains products or substances that could:

• cause injury to those handling the mail
• cause damage to postal equipment or other items
• cause entrapment of other items.

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 Addressed Admail.

Visit “Non-mailable Matter” at canadapost.ca/postalguide for more information.

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 General Terms and Conditions component of this Customer Guide.

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.“Non-mailable Matter” at canadapost.ca/postalguide contains the 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

Each item of an Addressed Admail mailing must have the same size, shape, type of envelope and physical characteristics, and originate from one (1) sender. Only the thickness, weight and colour of the exterior covers may vary.

2.2.1

Addressing

Each Addressed Admail 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 Code^OM for that address.

The destination address format and location must be in accordance with the addressing specifications set out in the Postal Standards. Visit canadapost.ca/postalstandards for details. If address labels are used, the address must be placed firmly on the envelope, plastic wrap, insert or card where it 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.

Visit “Addressing Guidelines” at canadapost.ca/postalguide for more information on addressing.

2.2.1.1

Return Address

If a return address is used, it must be Canadian. Dual return addresses are also acceptable on Addressed Admail items as long as there is one (1) Canadian return address. However, if either the Return to Sender or Address Correction service option is requested, there must be only one (1) return address showing and it must be Canadian.

The return address format and location must be in accordance with the addressing specifications set out in the Postal Standards. Visit canadapost.ca/postalstandards for details. Return address(es) must be located either:

• on the same side of the item as the delivery address, in the upper left-hand corner (preferred location), or
• on the back of the item, near the top edge and centred between the left and right edges.

The return address may vary provided that either the physical return address or the name of the person or business to which items are to be returned remains constant on each item.

Visit “Addressing Guidelines” at canadapost.ca/postalguide for more information on addressing.

2.2.2

Markings

Customers may use the “Delivered by” logo on items delivered by Canada Post with the prior written consent of the Corporation's Manager, Brand Development or her/his designate. The Corporation's Manager, Brand Development can be contacted at info.brand@canadapost.ca. Visit canadapost.ca/cpo/mc/aboutus/media/logodownloads.jsf 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/tools/pg/indicia/default-e.asp 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:

• any design likely to be mistaken for a postage stamp, meter impression, service label or any other mark suggesting that postage has been paid
• any label or endorsement implying that it will be given special handling, delivered faster or be provided with any service that has not been purchased by the Customer. (However, Customers may include labels on items that are directed to the addressee as an instruction that is clearly related only to the enclosure and would not otherwise result in the item being non-mailable matter. Examples of acceptable wording include “URGENT”, “RUSH” and “IMPORTANT COMMUNICATION ENCLOSED”), and
• any facsimile of any label, endorsement or marking used by Canada Post that might cause confusion so as to affect its handling, e.g., confusion as to the service the Customer has paid for.

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

Addressed Admail offers three (3) size categories: Short and Long (S/L), Oversize (O/S), and Dimensional.

Each Short and Long (S/L) and Oversize (O/S) Addressed Admail item must meet the applicable size and weight specifications as outlined below.

Each Dimensional Addressed Admail item must meet the applicable size and weight specifications as outlined below. There are three (3) size categories for Dimensional Addressed Admail: Small, Medium, and Large.

3

Preparing the Mailing

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Proper mail preparation is important to ensure that Addressed Admail items are processed and delivered efficiently. Adjustments and/or surcharges may be applied to improperly prepared mailings.

3.1	Mail Preparation and Presortation

Mail preparation is the process of facing and containerizing the items and labelling the bags and 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 bags and containers to allow Canada Post to bypass various processing steps and facilities within its mail distribution network.

The mail preparation and presortation options for Addressed Admail are:

• Machineable*
• Letter Carrier Presort (LCP)
• NDG Presort*

If Customers choose to presort their mail, they must use only one (1) of the following two (2) presort options for each deposit: Letter Carrier Presort (LCP) or NDG Presort. LCP and NDG presorted items cannot be combined.

Visit canadapost.ca/mailpreparation for more information on mail preparation and presortation.

3.2	Summary of Options and Key Requirements

3.2.1

Machineable Mail

Machineable Mail is mail that is prepared in such a way that it can be processed through Canada Post’s automated mail processing equipment.

There are two (2) categories of mail within Machineable Mail: Short and Long (S/L) and Oversize (O/S).

Mail presortation is not required for Machineable Mail.

The specifications for preparing items for the Machineable option, including the requirements to maximize read rates for Short and Long (S/L) and Oversize (O/S), are outlined in the Machineable Mail Preparation and Presortation Guide and the Postal Standards found at canadapost.ca/aasupportdocuments.

An optional import file functionality is available through the Service Evaluation Recognition Program (SERP) software for all Machineable Mail products. This file will help Customers consolidate their line items by weight category and product article in the Electronic Shipping Tools (EST).

Visit canadapost.ca/tools/pg/preparation/Machine_Mail_file-e.pdf for details.

Machine Readability Requirements and Evaluation of Samples

Items prepared and submitted as Machineable Addressed Admail must meet certain requirements, including machine readability.

Machineable Addressed Admail mailings with read rate levels of less than 95% for Short and Long (S/L) and 85% for Oversize (O/S) are subject to a price adjustment and/or surcharge. Visit canadapost.ca/aasupportdocuments 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.

Visit the Machineable Mail Template and Do-It-Yourself Checklist for Creating Short and Long (S/L) Machineable Mail at canadapost.ca/mailpreparation for key Machineable Mail elements and 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:

• submitting an electronic version of their mail piece for review and feedback on the machineable elements of the mail piece
• submitting 200 samples of the final version to obtain a readability assessment of the samples.

Visit canadapost.ca/postalstandards for more information.

3.2.2

Letter Carrier Presort (LCP) Mail

The Letter Carrier Presort (LCP) option allows Customers to presort items directly to specific letter carrier routes or other delivery modes using presortation software recognized by Canada Post.

There are three (3) categories of mail within Letter Carrier Presort (LCP): Short and Long (S/L), Oversize (O/S), and Dimensional Addressed Admail.

A small portion of presort mailings may be machined in order to meet established service standards. For example, the “residue” component of a presort mailing, mail that is incorrectly prepared, or loose mail.

Canada Post and the SERP (Software Evaluation Recognition Program) vendors have developed a file import functionality, the Presort Mailing Plan Import Program, for Customers who prepare their mail using LCP (Letter Carrier Presort). It is mandatory to use the Presort Mailing Plan Import Program. This feature reduces the amount of data that Customers need to enter when completing Orders (Statements of Mailing).

The new functionality allows Customers to import their Mailing Plans directly into the EST, using both the Desktop and Online versions. Software vendors provide the Mailing Plan in one (1) of two (2) approved file formats: 1) Extensible Mark-up Language (XML); 2) Comma Separated Value (CSV).

Refer to the Improvements to Preparing and Depositing Orders guide at canadapost.ca/mailpreparation for more information.

Visit canadapost.ca/presortationsoftware for a complete listing of certified SERP vendors.

Addressed Admail Customers can track their containers of Letter Carrier Presort (LCP) mail by signing in and using the Track tool in the Business segment of the Canada Post website.This tracking option allows Customers to view:

• the container deposit dates (planned and actual), and
• the expected container destination processing dates based on the actual dates and locations the containers were deposited.

For more information on Addressed Admail, visit canadapost.ca/cpo/mc/business/productsservices/marketing/addressedadmail.jsf or contact a Canada Post Representative.

Delivery Mode Code (DMC) for Letter Carrier Presort (LCP)

On a regular basis, Canada Post produces data files containing Delivery Mode Codes (DMC). Use of the current DMC is a requirement to qualify for the Letter Carrier Presort (LCP) option.

The application of these codes associates the mail to a specific type of delivery and delivery route.

Visit canadapost.ca/mailpreparation for information on requirements related to the Delivery Mode Code (DMC).

An integral part of the Delivery Mode Code (DMC) is the Delivery Mode Audit Code. 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 Code to presort mailings could result in inefficient delivery of the mail and is subject to a price adjustment as defined by Canada Post.

3.2.3

NDG Presort Mail

The NDG option is the basic mail presortation option that allows Customers to presort items by Postal Code sequence and group them according to the National Presortation Schematic (NPS). 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 mailings must be presorted in accordance with the National Presortation Schematic specifications as outlined in the NDG Mail Preparation and Presortation Guide found at canadapost.ca/aasupportdocuments.

A small portion of presort mailings may be machined in order to meet established service standards. For example, the “residue” component of a presort mailing, mail that is incorrectly prepared, or loose mail.

There are two (2) categories of mail within NDG Presort: Short and Long (S/L), and Oversize (O/S).

3.3	Address Accuracy

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. Every item must display a complete mailing address, including any required suite or unit information as well as the valid Postal Code 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.

For Addressed Admail, participation in the Address Accuracy Program is mandatory for all Machineable, Letter Carrier Presort (LCP), and NDG Presort 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:

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. It 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.

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.

4

Depositing the Mailing

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4.1	Prior to Depositing

4.1.1

Provide a Sample

To confirm that the items meet Canada Post’s specifications for Addressed Admail, one (1) representative sample of each item, including all enclosures, attachments and wrapping, identical to the item being mailed must be provided for each variation (weight, size, content). Potential issues may be identified if the Customer provides such samples for review prior to deposit.

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).

4.1.2

Scheduling

If a single mailing contains 10,000 or more items, the Customer must provide a deposit schedule for the mailing to Canada Post. The deposit schedule must be provided at least five (5) business days (excluding weekends and statutory holidays) before the actual deposit, to help ensure proper delivery arrangements are in place and meet Customer delivery requests. Customers must confirm this deposit schedule at least twenty-four hours before the actual mailing date.

For Customers depositing Dimensional Addressed Admail, the Letter Carrier Volume Summary must be provided to Canada Post at least ten (10) business days prior to the mailing.

4.1.3

Creating an Order (Statement of Mailing)

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 wrapping, identical to the item being mailed.

An Order (Statement of Mailing) should be prepared and submitted electronically using the EST but can be submitted manually.

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 use of the EST to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable prices. LCP and/or Machineable 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 prices in effect at the time of mailing. NDG mailings accompanied by a manually prepared Order (Statement of Mailing) are subject to a manual Order (Statement of Mailing) processing fee.

For Dimensional Addressed Admail, the use of the EST to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) prices. LCP items accompanied by a manually prepared Order (Statement of Mailing) will be priced at the applicable Residue prices in effect at the time of mailing and are subject to a manual Order (Statement of Mailing) processing fee.

See section 4.1.5 “Partial Mailings” for partial mailing requirements.

4.1.3.1

Electronic Order (Statement of Mailing) – Electronic Shipping Tools (EST)

In order to access Letter Carrier Presort (LCP) and Machineable prices, Orders (Statements of Mailing) must be prepared and submitted using the EST. See section 3.2.2 “Letter Carrier Presort (LCP) Mail” for details on the updated Presort Mailing Plan Import Program.

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

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

The following functionalities are available through the Software Evaluation & Recognition Program (SERP):

• Presort Mailing Plan Import Program [mandatory for Letter Carrier Presort (LCP) mailings]
• Machineable Mail Import File (optional for Machineable mailings).

Visit canadapost.ca/presortationsoftware for a list of recognized presortation software vendors.

4.1.3.2

Manual Order (Statement of Mailing)

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) Addressed Admail, 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 prices in effect at the time of mailing
• for Dimensional Addressed Admail, manually prepared Orders (Statements of Mailing) are subject to a manual Order (Statement of Mailing) processing fee and will be priced at the applicable Residue prices in effect at the time of mailing.

4.1.4

Mailing Summary and Mailing Details

The SERP (Software Evaluation Recognition Program) vendors have developed a file import functionality that allows Customers to import their Mailing Plan(s) directly into the EST, for both the Desktop and Online versions. This feature reduces the amount of data that Customers need to enter when completing Orders (Statements of Mailing). The SERP software will continue to 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.

4.1.5

Partial Mailings

If an Addressed Admail 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. A copy of this Order (Statement of Mailing) must accompany each subsequent individual partial mailing
• each applicable copy of the Order (Statement of Mailing) must state “PARTIAL MAILING”. The Customer must select the Partial Mailing option if using the EST or check the appropriate box on the manual Order (Statement of Mailing)
• all partial mailings within an Order (Statement of Mailing) must be deposited in full no later than fifteen (15) business days from the first deposit date.

4.1.6

Weighted Average Weight

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 must be calculated and entered on the Order (Statement of Mailing) for each of the following weight categories.

Example – A Customer has a mailing of 5,000 items of NDG Presort, Short and Long (S/L). The mailing is comprised of various weights above and below 50 g. In this example, two (2) calculations of average weight must be completed and entered separately on the Order (Statement of Mailing) for pricing purposes: one (1) entry for the portion of the mailing under 50 g and one (1) entry for the portion over 50 g.

4.2	At the Time of Deposit

4.2.1

Required at the Time of Deposit

Each Addressed Admail 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 mail must include the exportable file of mailing plans generated and imported into the EST.

Customers depositing NDG Presort are not required to complete an Agreement but must fill out an Order (Statement of Mailing) for each deposit. The Customer's signature on the Order (Statement of Mailing) confirms that the Customer has acknowledged and read the Terms and Conditions on the back of the paper Order (Statement of Mailing) or included with the electronic Order (Statement of Mailing).

4.2.2

Where to Deposit

All Addressed Admail items must be deposited with an authorized Representative at the postal facility selected when completing the EST Order (Statement of Mailing), or in the case of manually prepared Orders (Statements of Mailing), at postal facilities approved by Canada Post.

Addressed Admail items cannot be deposited into street letter boxes or other mail receptacles.

Machineable Addressed Admail items must be deposited at a Canada Post approved site. Visit canadapost.ca/mailpreparation under “Machineable Mail” for the list of approved sites.

5

Pricing

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5.1	Addressed Admail Pricing

In order to access Addressed Admail prices, the Customer must meet all applicable requirements, including specifications, address accuracy, and mail preparation and presortation requirements for Addressed Admail, as outlined in this Agreement.

Refer to the Addressed Admail Price Sheet at canadapost.ca/aasupportdocuments for the applicable published prices.

5.1.1

Minimum Volume and Phantom Pricing

The minimum volume requirement for Addressed Admail is 1,000 items per deposit.

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 difference in postage paid between the actual volume mailed and the minimum volume may be paid by postage meter impression or will be invoiced.

The phantom price is applied to the difference between 1,000 items and the actual volume deposited if less than 1,000 items. The price charged will equal the lowest price in the category of Addressed Admail that is being accessed, namely:

5.1.1.1

Short and Long (S/L) Phantom Prices

• Machineable
• LCP Delivery Mode Direct (DMD)
• NDG Presort

5.1.1.2

Oversize (O/S) Phantom Prices

• Machineable
• LCP Delivery Mode Direct (DMD)
• NDG Presort

5.1.1.3

Dimensional Addressed Admail Phantom Prices

• LCP Delivery Mode Direct (DMD) Small
• LCP Delivery Mode Direct (DMD) Medium
• LCP Delivery Mode Direct (DMD) Large

5.1.2

Progressive Pricing

Progressive pricing is a pricing process that allows graduated prices when items exceed the base weight of 50 g for all Addressed Admail items. The process applies a charge per gram in addition to the base price for the portion of the weight that exceeds the 50 g base weight.

6

Addressed Admail Specific Terms and Conditions

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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:

Add:

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.

This Supplement forms part of the Customer’s Addressed Admail Agreement with Canada Post. This Supplement sets out the Terms and Conditions applicable to AdCard services available for Addressed Admail.

By ordering the AdCard services available for Addressed Admail, the Customer will be provided with basic List Management Services (including Address Accuracy) as well as printing, addressing, mail preparation and presortation, and transportation to an approved Canada Post facility and deposit for delivery using Canada Post’s Addressed Admail service.

All AdCard items must meet the Addressed Admail requirements as described in the Addressed Admail Agreement and particularly this Supplement. Accordingly, to qualify for AdCard services, items must bear a uniform message that: promote the sale or use of products or services; report on financial performance, primarily for promotional purposes; or solicit donations or contributions.

Subject to the terms and conditions of this Supplement, Canada Post shall provide the AdCard services as described in this Supplement. The following documents are deemed to form the agreement for AdCard services:

• Addressed Admail Agreement Supplement for AdCard services;
• Addressed Admail Customer Guide (to the extent applicable and except as modified by the terms and conditions applicable to AdCard services);
• AdCard for Addressed Admail Print Request Form;
• AdCard for Addressed Admail Prices and Options;
• AdCard for Addressed Admail Specifications Sheets for Letter Carrier Presort (LCP) services, noting prices are those in effect at the time of mailing;
• AdCard for Addressed Admail Specifications Sheet for Machineable services; and
• AdCard for Addressed Admail Specifications;
• AdCard for Addressed Admail Pre-press Specifications; and
• All documents referenced therein (to the extent applicable and except as modified by the terms and conditions applicable to AdCard services), all as may be amended from time to time.

AdCard for Addressed Admail is a print advertising medium available in various card formats, and in Letter Carrier Presort (LCP) and Machineable presortation options only.

On each AdCard for Addressed Admail Print Request Form, the Customer must order a minimum quantity per order of AdCard items meeting all Addressed Admail requirements.

In order to be eligible for AdCard prices, the Customer must meet all applicable requirements as outlined in the Agreement.

The Customer agrees to pay for the services requested on each Print Request Form.

The Customer shall pay Canada Post the applicable prices as approved and confirmed on the Print Request Form plus applicable postage and taxes.

The Customer shall pay the applicable postage and taxes in effect at the time of deposit of the AdCard mailing.

The Customer must pay for the AdCard services using a Canada Post Account. Please refer to the Account information found in the Customer Guide at canadapost.ca/aasupportdocuments.

The Customer is responsible for providing Canada Post’s Designated Representative with the mailing list information as described in this Supplement.

Basic List Management Services will be provided by Canada Post’s Designated Representative as follows: merge/purge, file formatting, upper/lower case conversion, and duplicate elimination.

Canada Post’s Designated Representative will run Address Accuracy Recognized Software on the Customer’s mailing list(s). These services will be provided on up to four (4) lists per Order (i.e., per Print Request Form), which will be merged into a single list. The standard for Address Accuracy is 95%. This means 95% of the addresses in the database are determined to be valid using approved address validation and correction software. If the percentage on the Statement of Accuracy (SOA) produced by Canada Post’s Designated Representative’s address validation and correction software is less than 95%, a price adjustment will be applied to the mail items with inaccurate addresses. For more information, please refer to the Addressed Admail Customer Guide at canadapost.ca/aasupportdocuments.

Each incoming file (maximum 4 per Order) must be in the same exact file format and must have the same field names in the same position accompanied by a record layout. Acceptable file formats include: dbase, FoxPro, ASCII tab delimited, Excel, or Access.

The Customer shall provide the artwork to Canada Post’s Designated Representative. Such artwork must meet the requirements found on the Pre-press Specifications Sheet and the applicable Specifications Sheet(s). If the Customer incorporates a Business Reply Mail™ item into their art work, the Customer is responsible to ensure that the most current requirements, including specifications, are used.

Canada Post, through its Designated Representative, will provide the Customer with a copy of the final artwork, mailing and printing quantities, and mailing list for written approval. The Customer is responsible to promptly ensure that the final artwork proof is satisfactory in all respects, the quantities to be mailed and printed are correct, and that the mailing list is acceptable. Until the Customer has approved in writing all elements, no printing of the AdCard items will occur.

Once the artwork proof, mailing and print quantities, and mailing list are approved and returned to the Designated Representative, the AdCard items will be printed. Late or missing materials or approvals may delay the start of printing and therefore delay the mailing. Any alterations or changes requested by the Customer to the approved artwork and mailing list will be subject to additional charges.

Any errors or omissions on the approved AdCard items and/or mailing list are the responsibility of the Customer regardless of whether or not the Customer has reviewed the final artwork, or assessed the final mailing list.

Except as specifically provided for in this Supplement, no party shall use any trade-marks, trade names, official marks and any other rights of another party (“the Marks”) without the prior written authorization of such other party. Nothing contained in this Supplement is intended as an assignment or grant of any right, title or interest in or to the Marks. The Customer warrants that it is the owner or licensed user of the Marks, and has the authority to grant Canada Post and its Designated Representative the right to use such Marks as required to perform under this Supplement. All references to AdCard and any use of any other Canada Post intellectual property by the Customer, including, but not limited to, usage of any Canada Post logos or trade names must be approved in advance in writing by Canada Post.

The Customer shall indemnify Canada Post from any and all claims, demands, loss or damage suffered by Canada Post and its Designated Representative as a result of or in any way connected with the artwork (including Marks) provided by or on behalf of the Customer.

The AdCard items will be prepared by the Designated Representative to meet the mail preparation and presortation requirements for Canada Post’s Addressed Admail service.

While every reasonable effort will be made to meet the Requested Deposit Date identified on the Print Request Form, the actual deposit for mailing of the AdCard items may vary depending on factors such as, but not limited to, the date the artwork and mailing list have been approved by the Customer and provided to the Designated Representative, changes to requirements, volumes, and other factors outside of the control of Canada Post and/or its Designated Representative.

All AdCard mailings will be deposited in Canada. The Addressed Admail service standards will apply to all AdCard mailings.

With respect to the Addressed Admail services (the mail delivery portion of the AdCard services that commences at the time of deposit of the AdCard items), Canada Post, the Designated Representative, their directors, officers, employees and any other party whom it may be responsible for under law (each of the foregoing herein referred to individually and collectively as “the Canada Post Representative”) shall not be responsible for any direct, indirect, general, special or consequential damages arising out of this Supplement, regardless of whether such damages result from loss, mishandling, damage or delay of items posted under this Supplement.

With respect to the AdCard services other than the delivery services (being the basic List Management Services (including Address Accuracy) as well as printing, addressing, mail preparation and presortation, transportation, and deposit), the Canada Post Representative’s liability to the Customer for any claim, demand or cause of action whatsoever for any losses or damages arising out of, connected with, or resulting from the services (excluding mailing and delivery services) to be provided under the Supplement will not exceed the aggregate of the fees paid hereunder in respect of a particular order (described on the Print Request Form) to which the loss or damage relates. In no event will the Canada Post Representative be liable for:

1. any indirect, special, incidental or consequential damages, even if the Canada Post Representative has been advised of the possibility thereof, or
2. any damages caused by an act of God or other causes beyond the Canada Post Representative’s reasonable control, including without limitation, any mechanical, electronic or communications failure including any system failure of any type and for any reason, prerequisite work by others, or strikes, or
3. any claims by any third parties.

Information and general day-to-day matters relative to specific orders described on each Print Request Form shall be sent to Canada Post’s Sales Representative identified on the Print Request Form, and to the Customer at the address specified in Section 1 on the same form. All other Notices (i.e., contract issues) shall be handled in accordance with the corresponding section of the Customer Guide entitled Notices.

Either the Customer or Canada Post may terminate the Supplement or a particular order described on a Print Request Form at any time, without cause, by giving ten (10) calendar days’ notice in writing to the other.

Termination of the Supplement shall be without prejudice to any rights of the Customer or Canada Post that have accrued prior to the date of termination.

If the Customer terminates this Agreement, in whole or in part, the Customer shall be liable for and shall be invoiced for services provided up to and including the date of termination (plus any out of pocket charges incurred as a result of such early termination). Neither party shall have a right to damages as a result of termination of the Agreement.