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Publications Mail™ – Customer Guide
Important Updates for January 2010Any 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 documents. Reminder of May 2009 Revision and October 2009 Amendment: Note that when there is an amendment or a revision to the document, the version number will be modified as follows:
Table of Contents
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/postalservices for key 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.
(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 as Publications Mail, mail pieces must be:
Visit canadapost.ca/pmsupportdocuments for a list of support documents detailing Publications Mail requirements.
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 section 6.2 “General Terms and Conditions”, under “Ownership of Mail”.
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. An overview of the Publications Mail service standards is as follows:
For more information, visit Service Standards in section 2.2 “Publications Mail™”at canadapost.ca/postalguide.
Time-committed Publications Mail service 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-commited service 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.
A Publications Mail item will be treated as undeliverable mail if:
The Customer may elect to either:
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.
Undeliverable Publications Mail Returned by Mail Canadian Return Address (formerly Detailed Identifying Information) RETURN UNDELIVERABLE ITEMS TO MY COMPANY/DEPARTMENT Each unwrapped Publications Mail item must have the Canadian Return Address printed in one of the following locations:
For opaque-wrapped, clear-wrapped Publications Mail items and Bundles of Unaddressed Copies, the Canadian return address:
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 1-800-260-7678 and speak to one of our professional representatives.
To be eligible to use the Publications Mail service, the items mailed must meet the criteria specified for Publications Mail 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 Publications Mail that do not meet the content, format and physical characteristics specified for Publications Mail 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 5 “Criteria for Qualification” and section 6 “Surcharges” in the General Terms and Conditions. Visit canadapost.ca/pmsupportdocuments for 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” at canadapost.ca/postalguide 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.
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 – Publications Mail”), 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). Customers should note, however, that if a publication has received compensation of any kind for an acceptable enclosure, 100 per cent of that enclosure is considered advertising for the purposes of measuring the advertising to editorial ratio. If a publication has received no compensation for such enclosure, the actual advertising and editorial space in the enclosure is considered when measuring the advertising to editorial ratio. 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 seals and scent strips would be priced with the host publication - see section 1.2 “Publications Mail Terminology”). A non-personalized promotional and/or non-promotional audiocassette 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
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).
Customers should contact a Canada Post Representative at least five (5) business days (excluding weekends and statutory holidays) prior to preparing their mail to ensure the mailing, which includes enclosures, meets the acceptance criteria for Publications Mail. If upon deposit, the enclosure or the item otherwise does not meet the acceptance criteria, the mailing will be processed according to the General Terms and Conditions component of this Customer Guide.
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. 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.
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.
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, if applicable, the Registration number assigned by the Department of Canadian Heritage, and must appear in the form of:
The Basic Identifying Information must be clearly visible in one of the following locations on the outside of the Publications Mail item:
The Basic Identifying Information must be indicated as follows in minimum 6-point font:
If a postal indicia is used, it must meet the requirements outlined at canadapost.ca/postalservices under “Postal Indicia”.
Each Publications Mail item must be addressed to a specific individual or company name and include the complete mailing address, including the valid Postal Code for that address. Copies or bundles must not be addressed to “OCCUPANT”, “BOXHOLDER” or “HOUSEHOLDER”. The address must be placed firmly on the publication, the envelope, the plastic wrap or on the insert inside the clear plastic wrap where it can be easily read. Light-coloured address labels are preferred (white, pale yellow or beige). Customers must use high-quality glue on the labels so they do not separate from the publication or wrapper during processing. For more information on addressing, visit “Addressing Guidelines” at canadapost.ca/postalguide.
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:
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 following size and weight requirements:
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 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 following mail preparation and presortation options are available to Publications Mail Customers: If Customers choose to presort their mail, they must select one (1) of the two (2) presort options for each deposit: LCP or NDG. LCP and NDG presorted items cannot be combined on one Order (Statement of Mailing). 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.
No presortation is required for Bundles of Unaddressed Copies. Mail preparation includes proper wrapping and addressing. Bundles of Unaddressed Copies must:
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/pmsupportdocuments. An optional import file functionality is available through the Service Evaluation Recognition Program (SERP) for all Machineable Mail products. This file will help Customers consolidate their line items by weight category and product article into 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 Machineable Publications Mail 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/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 for meeting 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:
Visit canadapost.ca/postalstandards for more information.
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 for Local, Regional and National distribution. Canada Post and 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). Please 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.
Delivery Mode Code (DMC) for Letter Carrier Presort (LCP) 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.
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/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.
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 and 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 returned. 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 Publications Mail, 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.
To confirm that the items meet Canada Post’s specifications for Publications Mail, one (1) representative sample of each item, including all enclosures and wrappings, 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).
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.
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 and wrappings, identical to the item being mailed. An Order (Statement of Mailing) should be prepared and submitted electronically using the Electronic Shipping Tools (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 National 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.
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):
Visit canadapost.ca/presortationsoftware for a list of recognized presortation software vendors.
Customers can choose to manually prepare an Order (Statement of Mailing) using a hard copy form. However, for 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 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.
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 must be calculated and entered on the Order (Statement of Mailing) for each of the following weight categories:
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 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 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 EST Order (Statement of Mailing), or in the case of manually prepared Orders (Statements of Mailing), at postal facilities approved by Canada Post.
Publications Mail items cannot be deposited into street letter boxes or other mail receptacles. Machineable Publications Mail items must be deposited at a Canada Post approved site. Visit canadapost.ca/mailpreparation under “Machineable Mail” for the list of approved sites.
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.
Subsidies are available for certain publications if specific eligibility criteria are met under the Publications Assistance Program (PAP). Customers who wish to apply for subsidies must contact the Department of Canadian Heritage (DCH) directly at 1.800.641.9221. If the Customer’s publication qualifies for a subsidy under the Publications Assistance Program (PAP), Canada Post will forward the request to the DCH for approval of a subsidy payment under the PAP in the applicable amount, which is set out on the signed Order (Statement of Mailing). If approved by DCH, Canada Post will deposit the PAP subsidy payment into the Customer’s Account.
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. 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:
Neither party shall be responsible for any failure to perform, or any delay in the performance of, its obligations under this Agreement, to the extent that such failure or delay is caused by any act of God, labour dispute, power or system outage, governmental action or other cause beyond the reasonable control of the party experiencing the failure or delay, provided, however, that the party experiencing the failure or delay immediately notifies the other party of the circumstances surrounding the failure or delay, and performs the obligations so affected as soon as reasonably possible. The Customer shall send all materials to be provided by the Customer in connection with the Program in accordance with the process set out in the Publications Mail Customer Guide. 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 merchantability 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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