ABCs of Mailing

1	What’s In This Chapter

The following sections are covered in this chapter:

2

What Are the ABCs of Mailing

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To help ensure that mail reaches its destination safely, securely and according to the service selected, Customers should plan their entire mailing. Planning a mailing includes choosing an appropriate service, accurately calculating weights and measurements and supplying proper documentation. This chapter includes a roster of information to help Customers meet their delivery deadlines and budget parameters.

3

Online Shipping Applications

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Canada Post has developed innovative online tools and resources to make it easier for Customers to prepare, pay for and send their items.

3.1	Ship-in-a-click™

The Ship-in-a-click service allows Customers to purchase and pay for Canada Post shipping services online using most major credit cards (see section 4.6.3 “Credit Card”). Customers using the Ship-in-a-click service can print a shipping label from their personal computer and deposit their item in a street letter box* (where size permits) or at a post office. Some restrictions and conditions apply.

The following services are available for purchase online:

• Priority™ Next A.M.™
• Xpresspost™
• Regular Parcel™
• Xpresspost™–USA
• Expedited Parcel™–USA
• Xpresspost™–International
• Small Packet™ (USA and International)**

Visit www.canadapost.ca/shipinaclick for more information.

3.2	eBay™ Online Shipping Tool

The eBay Online Shipping tool gives eBay sellers direct access to Canada Post's shipping services and allows them to create, purchase and print shipping labels through eBay.ca.

Canada Post services offered on the eBay Online Shipping tool include:

• Regular Parcel™
• Expedited Parcel™
• Xpresspost™
• Xpresspost™-USA
• Expedited Parcel™-USA
• Xpresspost™-International
• Small Packet™ (USA and International)*

Canada Post and eBay offer a Flat Rate Box for eBay sellers to ship using the Expedited Parcel service within Canada (Regional or National) and the Expedited Parcel-USA service to the United States that will reduce the complexities of shipping. The box measures 28 cm x 21.5 cm x 14 cm and has a 5 kg weight limit.

Packages mailed using Canada Post services can be inducted either at a retail counter or in a street letter box, where size permits.

Visit ebay.ca/canadapost for information on the eBay Online Shipping tool and the new Flat Rate Box.

3.3	Electronic Shipping Tools (EST)

Electronic Shipping Tools (EST) is a free, fast and flexible way to prepare Orders [Statements of Mailing (SOM) and Manifests]. Two user platforms have been developed: the Online and the Desktop versions.

Electronic Shipping Tools (EST) is an application designed to eliminate the need for manual paperwork and save valuable time for Customers who are using Canada Post’s shipping and/or mailing services.

Commercial Customers can sign up for EST free of charge at www.canadapost.ca/obc by registering for a user ID and password. Customers may visit www.canadapost.ca/cpo/mc/business/tools/electronicshippingtool.jsf to learn more about the different Electronic Shipping solutions offered to suit the needs of their business.

For technical enquiries regarding EST, please call the EST Help Desk at 1-800-277-4799.

4

Steps for Mailing with Canada Post

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In order to help ensure that items arrive at their final destination safely, securely and economically, refer to the specific chapter for the type of service being used while keeping in mind the following checklist:

1. Ensure the Item is Acceptable for Mailing
2. Package the Item
3. Address the Item
4. Weigh and Measure the Item
5. Prepare the Documentation
6. Pay for the Item
7. Deposit the Item

4.1	Ensure the Item is Acceptable for Mailing

Customers are responsible to ensure that items (including contents) can be shipped under law. Canadian legislation, including but not limited to the Criminal Code, the Canada Post Corporation Act¹ (including, in particular, the Non-Mailable Matter Regulations²), the Tobacco Act³ and the Transportation of Dangerous Goods Act⁴, may prohibit or restrict the mailing of certain items. Restricted and prohibited items also vary by country. See the “Non-mailable Matter” chapter for more information.

When shipping outside of Canada, the Customer must ensure the items meet all current applicable requirements of the international destination and that all properly completed Customs and/or other required documentation is provided. For more information on shipping outside of Canada, see “Part H: International Destination Listing” and the “Customs Requirements” chapter.

4.2	Package the Item

Careful preparation and packaging helps ensure safe and secure delivery of items. Customers may visit www.shopcanadapost.ca to purchase packaging and wrapping materials.

4.2.1

Packaging and Wrapping Materials

Packing and wrapping methods may vary according to the item to be mailed. For example, fragile, crushable, oddly shaped, sharp, liquid, liquefiable or powder articles require special precautions. The Customer is responsible to ensure the item is securely wrapped with sufficient cushioning and reinforcing material as required to prevent loss of or damage to the item, damage to postal equipment or other mail and injury to persons handling the item. As a guideline, the Customer’s packaging should withstand a drop of approximately one meter in order to prevent potential damage or breakage.

Refer to General Terms and Conditions at www.canadapost.ca/generalterms for information on liability or coverage for loss or damage.

4.2.2

Suggestions for How to Package and Wrap Special Items

The following suggestions are examples only and do not guarantee safe delivery of items.

4.2.2.1

Fragile Items (e.g. china)

To package fragile items, the following procedure is suggested:

1. Wrap each item in tissue paper or newspaper.
2. Put them into an inner container and put the inner container into a corrugated cardboard outer container.
3. Surround with cushioning material on the top, bottom and all sides to limit movement and protect the item.
4. Close the inner container with tape. Put the address and return address on the inner container.
5. Close the outer container with reinforced tape.
6. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
7. Put the address, return address and the word “FRAGILE” on the top and on one side.

4.2.2.2

Perishable Items (e.g. fruit)

To package perishable items, the following procedure is suggested:

1. Place item in papier mâché trays.
2. Put the trays in a heavy cardboard outer container lined with absorbent slabs.
3. Enclose the address and return address and seal the container with reinforced tape.
4. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
5. Put the address, return address and the word “PERISHABLE” on the top and on one side.

4.2.2.3

Crushable Items (e.g. art prints, maps)

To package crushable items, the following procedure is suggested:

1. Place the item between two sheets of kraft paper.
2. Put the address and the return address on the kraft paper.
3. Roll around a thick stick and tape the seam.
4. Insert item in a mailing container and surround with cushioning material to limit movement and protect the item.
5. Wrap the mailing container in kraft paper and tape all seams.
6. Put the address, return address and the word “FRAGILE” on the item.

4.2.2.4

Pictures

For pictures, including drawings, maps, charts, calendars and other articles that are mailed in a frame, the front and back should be protected with strong, rigid material larger than the frame to minimize chances of breakage. Soft, protective material should be placed between the frame and the rigid material to reduce pressure on the glass. The item must be marked “FRAGILE”.

4.2.2.5

Long Items (e.g. umbrellas)

To package long items, the following procedure is suggested:

1. Wrap the item in fiberglass insulation batt and seal it tightly with reinforced tape in several bands.
2. Place the wrapped item between two pieces of wood and wrap it tightly with reinforced tape. The wood should be longer and wider than the item.
3. Wrap the item in corrugated cardboard and seal with reinforced tape. Put the address and return address on the cardboard.
4. Wrap the item in kraft paper and tape all seams with reinforced tape.
5. Tightly wrap the item in bands of reinforced tape and put the address and return address on the top and one side.

4.2.2.6

Sharp Items (e.g. garden shears)

To package sharp items, the following procedure is suggested:

1. Tightly roll newspaper around the blades and secure with reinforced tape. The newspaper should extend about 100 mm beyond the tip.
2. Put the address and return address on a slip of paper and tape it to the item.
3. Place the item in a corrugated cardboard outer container and surround the item with cushioning material to limit movement and protect the item.
4. Close the container with reinforced tape and wrap it in kraft paper.
5. Tape all seams and wrap the item tightly with reinforced tape.
6. Put the address, return address and the words “HANDLE WITH CARE” on the top and one side.

4.2.2.7

Liquids, Liquefiable Substances and Powders

Liquids and liquefiable substances (e.g. cooking oil in a glass bottle) must be placed in strong, leak-proof containers. The container must be placed in a strong outer container made of wood, metal, heavy cardboard or styrofoam. There must be enough absorbent material between the inner and outer containers to absorb all the liquid should the package break. Liquefiable substances must be marked “KEEP FROM HEAT”. Screw-type covers should have rubber or cork washers. A friction-top cover must be fastened with metal clips or soldered.

To package liquids, liquefiable substances and powders, the following procedure is suggested:

1. Tighten the cap of the bottle and cover it in tape.
2. Put the bottle into a metal inner container and surround with enough sawdust or absorbent material to absorb the liquid if the bottle should break.
3. Close the metal container and tape the cover seam with reinforced tape. Wrap the container in strong, plastic sheeting.
4. Tightly seal all seams with reinforced tape. Write the address and return address on a slip of paper and tape it to the plastic sheeting.
5. Wrap the container in corrugated cardboard and tape all seams with reinforced tape.
6. Wrap in kraft paper and tape all seams with reinforced tape. Tightly wrap the item with reinforced tape.
7. Put the address, return address and the words “FRAGILE” and “KEEP FROM HEAT” (if appropriate) on the top and at least one side.

Powders – Dry colouring powders, for example aniline blue, must be placed in a leak-proof metal box. This box must be placed in a strong metal, wooden or cardboard outer box and have enough absorbent material between the containers to prevent leakage of the contents.

Dry non-colouring powders must be placed in a strong durable leak-proof metal, wood or cardboard container protected to keep from moisture. This inner box must be placed in an outer container made of metal, wood or cardboard.

4.2.2.8

Eggs and Live Animals

The following items are mailed at the Customer’s risk. No Coverage for loss or damage is available for this type of mail.

4.2.2.9

Scented Materials

Scented items (including samples) must be sealed to prevent the scent from escaping.

4.2.2.10

Fatty Substances

Fatty substances that do not easily liquefy must be put in a leak-proof bag or box (e.g. plastic) and placed in a strong outer container of wood or metal. If the item easily liquefies, package or wrap the item as a liquid or liquefiable substance. See section 4.2.2.7 “Liquids, Liquefiable Substances and Powders”.

4.2.2.11

Fluid Biological Specimens

All fluid biological specimens such as blood and its components, excreta, secreta, tissue and tissue fluids (e.g., blood specimens [human and animal], spinal fluid, pathological specimens and culture specimens [e.g. urine, sputum, and swabs]) must be securely packaged as described below and must be sent using Priority™ Next A.M. service. Only biological specimens that are believed not to be infectious can be mailed.

All of the following requirements must be met when packaging biological specimens:

• the biological specimen cannot be infectious as defined by the Transportation of Dangerous Goods Act or any other applicable act
• only biological specimens that are believed not to be infectious can be mailed
• the specimen must be contained in a specimen container (primary container) with a capacity of 15 ml or less
• the specimen container must have a leak-proof stopper, such as evacuated blood collection tubes with leak-proof caps
• the specimen container must be wrapped in absorbent material (e.g. thick paper towel, or cotton wool) and placed in a watertight secondary container (e.g. resealable plastic bag or plastic container)

• the secondary container must be placed in a durable outer container, with telescoping or screw-type top

• the closure seam of the outer container must be sealed with an abrasion-resistant, waterproof adhesive with a minimum width of 25 mm which must be centered over and fully cover the width of the seam

• swabs must be placed in stoppered glass tubes which must be wrapped in absorbent material and placed in outer mailing cases with screw top covers
• all shipments must be clearly marked “HUMAN SPECIMEN” or “ANIMAL SPECIMEN”.

4.2.2.12

Dry Biological Specimens

Dry biological specimens (human samples) including excreta, blood and its components, and tissue swabs can be transported for routine testing not related to the diagnosis of an infectious disease. Typically these are specimens used for drug or alcohol testing: cholesterol testing: diabetes: cancer testing. Dry biological samples must not contain items deemed non-mailable matter, and must have an extremely low probability of being infectious.

These samples must be dry and put on an absorbent pad or card. They must also be placed in either a waterproof (air tight) or water resistant plastic bag. These samples can then be shipped in a sturdy outer container or commercial envelope. If the inner envelope is not waterproof (air tight) or water resistant, then the outer envelope must be waterproof or water resistant. The requirement is for at least one layer of waterproof or water resistant material to contain the dry biological specimen

The description “EXEMPT HUMAN SPECIMEN” must be clearly printed on the outer envelope. This will be mailable through the Regular Parcel, Expedited Parcel, Xpresspost, Priority™ Next A.M. and Lettermail services.

If the Customer wishes to determine whether their envelope/packaging meets Canada Post’s shipping guidelines, they may submit a sample of the packaging to the following address for testing:

PROCESS ENGINEERING
2701 RIVERSIDE DR SUITE N0580
OTTAWA ON K1A 0B1

4.2.2.13

Cremated Remains

Cremated remains must be shipped by surface using either Regular Parcel, Expedited Parcel or International Parcel services.

All of the following requirements must be met when shipping cremated remains:

• the remains must be enclosed in an urn or in another receptacle with a lid that is cemented or sealed closed
• breakable receptacles must be protected with packaging material
• the receptacle must be inserted into a durable sift-proof metal container, wooden box at least 1 cm thick or plastic (polypropylene) box which is securely closed and sealed with reinforced tape
• the package must be accompanied by a certificate of cremation issued by the appropriate authority which must be enclosed in a plastic envelope attached securely to the top of the parcel
• the destination and return address information must be correct and complete.

For international shipments and specific packaging requirements of international destinations, see “Part H: International Destination Listing”.

4.2.2.14

Paint

Latex paint and tubes of artist’s paint must be packaged according to the specifications for liquids (see section 4.2.2.7 “Liquids, Liquefiable Substances and Powders” for more information). Metal containers with friction lids that mechanically seal the lids, must be fastened with metal rings to prevent accidental removal of the lids during transit. A separate container must be used to ship each four-litre can. Four one-litre cans of latex paint can be shipped in one container but each can must be separated by durable separators.

4.2.2.15

Films

Film containers must be strong enough to prevent loss or damage to the contents.

4.2.2.16

Magnetic Tapes

Magnetic tapes must be protected from being accidentally erased by wrapping the items in lead foil and marking the item “MAGNETIC TAPE”.

4.3	Address the Item

The example shown in Figure 7 is a recommendation only. For addressing guidelines, see the “Addressing Guidelines” chapter. Failure to follow any or all of these guidelines may cause delay or delivery failure.

4.4	Weigh and Measure the Item

The cost of shipping an item is calculated using its size and weight. Rectangular or square parcels, and bundles of newspapers, magazines or catalogues are measured by determining length, width, height or girth, as applicable.

Volumetric weight is charged when items of any shape are large in size and light in weight. The shipping price is based on the greater of the volumetric weight or the actual weight.

To determine if an item meets volumetric weight requirements and to calculate the correct postage, please follow this procedure:

1. Find the volume.

2. Find the volumetric weight.

3. Determine the actual weight.

4. Determine the shipping price.

4.4.1

Example Calculation of Weight vs. Volumetric Weight

In the following example, an Xpresspost item measures 100 cm x 60 cm x 40 cm and weighs 22.7 kg.

The volumetric weight is greater than the actual weight. Therefore, the shipping charge will be based on the volumetric weight of 40 kg.

4.5	Prepare the Documentation

Proper shipping labels must be applied to the item and completed order documentation (i.e. manifest, Bill of Lading) must accompany the item. For information on Customs documentation, see section 4.5.3 “Customs Documentation”.

The following shipping documents are available for Parcel Services. Some services do not require labels or documentation. For more information, consult the chapter appropriate to the service used or, if mailing outside of Canada, see “Part H: International Destination Listing”.

4.5.1

Bar-coded Shipping Labels

Affix the address shipping label to the item, ensuring that all the following requirements are met:

• the label must be affixed flat to the largest side of the item so as to ensure the barcode can be easily scanned
• the label must not be covered with reflective material such as tape and must not be folded over an edge of the parcel
• the label and if applicable other shipping documentation can be inserted into a plastic pouch (labelope) for protection purposes
• the barcode must be of good quality so that it can be read by postal equipment.

4.5.2

Order (Manifest)

Commercial Customers must prepare an Order (Manifest or Bill of Lading), except when using Electronic Shipping Tools (EST) online version (see section 4.5.2.2). Shipping information can be created and transmitted using EST (see section 3.3 “Electronic Shipping Tools (EST)” for more information). The Customer Number and the Agreement Number are required on all Orders (Manifests or Bills of Lading). For prepaid products, a Manifest is not required unless the quantity shipped is to be considered for the Customer’s scheduled pick-up weekly volume, or if additional options are selected.

Commercial Customers may prepare an Order electronically, using the desktop or online version of Electronic Shipping Tools (EST), an approved shipping system developed by a third-party or one that is developed by a customer or manually using a hard copy Order (Manifest or Bill of Lading) provided by Canada Post. Customers who electronically submit a Manifest and apply a Canada Post readable bar code to their mail items can benefit from a 3% discount. Also, items (other than Priority™ Next A.M.) processed with the online version of Electronic Shipping Tools (EST) only, may be deposited into a street letter box if they fit. The shipping label generated by the online version of Electronic Shipping Tools (EST) acts as the Manifest and will indicate “NO MANIFEST REQUIRED”. Therefore these shipping labels allow for street letter box deposit for specific products.

Two (2) printed copies of the Order (Manifest) prepared electronically, or the original of a manually prepared Order (Manifest or Bill of Lading), must be provided with every commercial parcel order at the time of induction (pick-up or deposit) to an authorized Canada Post Representative at a postal facility approved by Canada Post or to an authorized Canada Post driver for Customers who have scheduled pick-up. All items on an Order form are subject to weight, volumetric weight, quantity, product type and service option verification by Canada Post and will be adjusted as necessary. Mailings will only be accepted once proper documentation is completed and provided.

4.5.2.1

Order (Bulk Manifest)

The Order (Bulk Manifest) can be used for domestic items, U.S.A. and International items, prepaid products with options, items shipped to Air Stage offices and Book Presort. When single items are recorded on a line, the item ID number (PIN #) must be recorded in the Item ID column.

For prepaid products with Scheduled Pick-up service, enter total quantity of the prepaid products shipped in box J of the Bulk Manifest to count toward the volume commitment for Scheduled Pick-up service.

For C.O.D. items, affix the service designator (e.g. Xpresspost service) to the C.O.D. item. Attach the form with each item and submit them with the Bulk Manifest.

Visit www.canadapost.ca/bulkmanifest for detailed instructions on how to complete an Order (Bulk Manifest).

4.5.2.2

Order (Bill of Lading)

Orders (Bills of Lading) are available only with overprinted Customer information by calling Customer Service at 1-888-550-6333. When using a domestic Bill of Lading, it is not necessary to use a Manifest or a shipping label, as a shipping label and Bill of Lading are one and the same.

Visit www.canadapost.ca/domesticbol for detailed instructions on how to complete an Order (Bill or Lading).

4.5.3

Customs Documentation

Items shipped outside of Canada must have the proper customs documentation. The customs documentation that is required for an item shipped from Canada depends on the International service used, the content of the item and the destination.

4.5.3.1

Completing Customs Documents

Customs documents which are completely and accurately filled out make it easier for items to be cleared by Customs. Customers must complete the forms in English or French and may translate them into a language at the destination. In the case of Priority Worldwide, forms must be completed in English or with an English translation. For detailed information organized by international destination, see “Part H: International Destination Listing” for more information.

All declarations should contain all of the following information:

• full name and address of the sender and addressee* including Postal Code^OM / ZIP code and country name
• accurate description of the contents and quantity of items (e.g. if the item contains a cotton t-shirt, specify 100 % cotton, new or used). Do not use general terms such as “SAMPLES” or “CLOTHES”. Distinct items should be listed separately. A good description means customs is less likely to open the package
• country of origin/manufacture and Harmonized System (HS) code (if available)
• value of contents and currency
• insured value (when coverage is purchased) or declared value for carriage
• net weight
• signature of the sender.

4.6	Pay for the Item

The following methods of payment can be used by Customers to pay for products and services. Not all methods of payment are accepted at all Canada Post facilities. Some restrictions or conditions apply.

4.6.1

Cash

Cash payments can be made only at post offices and they must be in Canadian or American currency. Cash is not acceptable if depositing the item at a Receipt Verification Unit (RVU).

4.6.2

Debit Card

Debit cards are an acceptable method of payment for some services at post offices where debit card facilities are available. Some conditions and restrictions apply.

4.6.3

Credit Card

Credit cards are an acceptable method of payment at post offices where credit card authorization facilities are available. Canada Post accepts VISA, MasterCard and American Express.

4.6.4

Money Order/Traveller’s Cheque

Money Orders and traveller’s cheques are an acceptable method of payment for some products and services provided by Canada Post.

For more information on Money Orders, see the “Money Orders” chapter.

4.6.5

Cheque

Business cheques are an acceptable method of payment for certain services. Business cheques over $1,500 received at a post office must be certified. Some restrictions or conditions apply.

4.6.6

International Reply Coupon

International Reply Coupons are coupons that may be purchased in Canada and other participating member countries of the Universal Postal Union (UPU). They may be sent in a letter or parcel to be exchanged by a recipient in any member country of the Universal Postal Union (UPU).

The recipient can exchange one coupon for postage stamps, and if not precluded by the internal legislation of the country of exchange, for postal stationery or postal prepayment marks or impressions representing the minimum postage prepayable on an international unregistered airmail letter.

For more information, see the “International Reply Coupon” chapter.

4.6.7

Account

Commercial Customers with pre-approved credit terms may select “ACCOUNT” as a method of payment if the mailing is to be invoiced and charged to the Customer’s Account and for applicable credit terms to apply.

Commercial Customers should refer to their appropriate service Customer Guide at the following website: www.canadapost.ca/customerguides under Paying For Your Mailing.

4.6.8

Proof of Payment

When applied to a mailing, the following proofs of payment indicate that Customers have provided payment to Canada Post. Some restrictions or conditions may apply. Each service chapter specifies the proofs of payment appropriate for each service.

4.6.8.1

Postage Stamp

A postage stamp is a stamp or impression approved by Canada Post that indicates postage payment, which can be used on certain mail items. It may be printed directly on applicable mail items (as with pre-stamped envelopes) or on gummed or self-adhesive paper which is affixed to applicable mail items. Postage stamps are available in various denominations.

Stamps are sold at the following locations:

• all post offices
• authorized retailers
• the National Philatelic Centre at 1-800-565-4362
• on the Canada Post website at: www.shopcanadapost.ca

The following are not acceptable for postage:

• stamps that are mutilated, soiled, covered with transparent material or defaced in any way
• previously used stamps
• stamps from another country
• any other type of stamps not usually acceptable as postage.

Redeeming Postage Stamps – Stamps are redeemable at full face value. The maximum refund of postage per day is $1,000. Receipts are required for all returns. For refunds over $100, Customers must also complete the Customer Refund form. For more information, see section 6.1 “Customer Product Refunds Policy”.

4.6.8.2

Postage Meter Impression

A postage meter impression is an imprint that indicates the amount of postage paid. It must be printed by a Canada Post approved postage meter, directly on an envelope or on postage meter label (which can then be placed on certain items) using bright fluorescent red ink. Postage meter impressions must be legible (capable of being read by Canada Post personnel and mail processing equipment). Customers manually preparing a Bill of Lading or a Manifest must apply the postage meter impression to the back of the data entry copy of the form.

It is not acceptable to have postage meter impressions on small pieces of paper other than postage meter tape. Nor is it acceptable to alter postage meter impressions. These items will be considered invalid postage.

Postage Meter Approval and Maintenance – Postage meters may be used to print postage meter impressions as a proof of payment when Canada Post has approved the type, design, installation and use.

To obtain approval for postage meter types, design and use, manufacturers and suppliers must apply to the following authority:

DIRECTOR POSTAGE METERS
CANADA POST CORPORATION
2701 RIVERSIDE DR, SUITE N0990
OTTAWA ON  K1A 0B1

For approval to install postage meters, meter manufacturers must apply to the following authority:

DIRECTOR CASH MANAGEMENT PROCESS
CANADA POST
2701 RIVERSIDE DR, SUITE C0120
OTTAWA ON  K1A 0B1

Postage meters are required to connect to the meter manufacturers’ server to request and download additional postage (meter fills) and other services offered by meter manufacturers. Customers are required to accept meter modifications provided by manufacturers, e.g. postage prices. On connection, the data collected by the meter is transmitted through an interface to the manufacturer and the product information is then sent to Canada Post. If a meter connection is not made within a specified period (maximum 90 days), the postage meter is locked out and is forced to connect to the manufacturer’s server before it can continue printing postage.

Customers are required to ensure their postage meter is maintained and functioning properly. While mailing systems can be purchased from meter manufacturers, postage meters must be leased or rented and cannot be purchased.

When given reasonable notice by Canada Post, a user must make his postage meter available for inspection by either the meter manufacturer or the Corporation.

When the user changes the name, address and/or location of the meter, the meter manufacturer must be notified.

Obtaining a postage meter – Postage meters can be obtained by contacting a local Representative of one of the following authorized meter manufacturers:

• Francotyp-Postalia Canada Inc. www.francotyp.ca
• Neopost Canada Ltd. www.neopost.ca
• Pitney Bowes Canada www.pitneybowes.ca

Visit www.canadapost.ca/approvedpostagemeters for a list of Canada Post approved postage meters.

Electronic Postage Setting System (EPSS) – The meter manufacturers’ electronic postage setting system allows the user of Canada Post approved postage meters to purchase postage remotely at their place of business.

The meter manufacturers handle all installations and meter fills, withdrawals and refunds of unused postage through the EPSS. Customers can purchase their postage remotely through a modem connection. The Customer pays the meter manufacturer directly for the meter postage and applicable taxes. The manufacturer in turn electronically transfers funds, including applicable taxes and excluding refund amounts, to Canada Post the following banking day.

Any unused postage remaining in a postage meter at the time of withdrawal is refunded to the Customer by the manufacturer, who either credits the Customer’s account held by the manufacturer or issues a cheque to the Customer. When a Customer stops using a postage meter, the meter manufacturer must be informed and the manufacturer will arrange for the withdrawal of the meter.

If the postage meter is malfunctioning, the user must inform the meter manufacturer and must stop using the postage meter until the malfunction has been corrected. The manufacturer should make a replacement postage meter available. When an investigation is needed, the postage meter must be withdrawn by the manufacturer in the same condition as when the malfunction was first noticed.

Spoiled Postage Meter Impression Refunds – Canada Post may refund unused meter postage provided that the postage meter impressions meet all of the following:

• are legible
• were not used to obtain postal service (envelopes or wrappers must be supplied)
• have not been altered manually.

Spoiled postage meter impressions of less than $200 in value can be refunded to the Customer directly at participating post offices. When the value of spoils exceeds $200, the request for a refund will be forwarded by the post office to Canada Post’s head office for processing. Once the refund is approved, the meter manufacturer is advised to process the Customer’s spoils refund which is deposited directly into the Customer’s Account held by the manufacturer. Customers pay a minimal handling fee.

Postage Meter Impression Design – A postage meter impression must be clear and distinct, using bright fluorescent red ink obtained from the meter manufacturers or their agents. It must be located in the upper right-hand corner on the address side of the item. Impressions must not overlap or cover any address information.

Canada Post must approve words or symbols, including advertisements and slogans, printed with postage meter impressions.

A single Canadian return address must be printed on all items with postage meter impressions.

Postage meter impressions contain three areas of information, the two-dimensional barcode, a block of human readable characters and a postage graphic. The human readable characters, between the two-dimensional barcode and the postage graphic, may be printed either horizontally or vertically as shown in Figure 9.

The Postal Code must be of the meter user or the post office from which the mail is deposited. Canada Post may authorize a Customer to deposit metered mail at a post office other than the one shown in the postage meter impression.

The Customer's name and address, advertisements or slogans (not political or controversial) or any endorsements must be located to the left of the postage meter impression. Canada Post must approve words or symbols, including advertisements and slogans, printed with postage meter impressions.

Special Meter Impressions – A special meter impression is required for some Canada Post services or under some circumstances, as follows:

Addressed Admail – Items need only the month and the year (the day can be omitted from the date stamp) shown as six (6) numeric characters in the format YYYY.MM. The name of the service must appear to the left of the postage meter impression in English and French, as shown in Figure 10.

Incentive Lettermail – The name of the service must appear to the left of the postage meter impression in English and French, as shown in Figure 11 and Figure 12. Figure 11 illustrates the name of the service for machineable mail. Figure 12 illustrates the name of the service for presort.

Return Postage Prepayment – This service is intended to allow a meter user to send out a pre-addressed and prepaid-by-meter Lettermail item within one of their outgoing mail items, such as addressed reply envelopes, mailing containers or cards.

Every return postage prepaid meter impression must show “RETURN POSTAGE – PREPAID / PORT DE RETOUR PAYÉ” as illustrated in Figure 13.

Meter Impressions for Statements of Mailing and/or Manifests - When paying for Orders (Statement of Mailings and/or Manifests) by meter, a postage meter impression, as illustrated in Figure 14, may be used. The words "Statement/Manifest" may appear to the left of the two-dimensional barcode of postage meter impression. The meter impression may be printed on meter labels and affixed to the Order (Statement of Mailing and/or Manifest) document. Meter impressions for Statements of Mailing and/or Manifests are not valid when affixed to individual mail items.

Meter Impressions for Additional Postage - If the original postage value on a mail item has been printed incorrectly, an additional postage (correction) meter impression, as illustrated in Figure 15, must be printed and affixed under or beside the original impression. The word "CORRECTION" may appear to the left of the two-dimensional barcode of postage meter impression. Any additional impression must not overlap the original postage meter impression or cover any address information.

Meter impressions for Redate - If metered mail cannot be mailed on the date shown in the impression, a redate meter impression must be affixed to the mail item. Depending on the mail item, the meter impression could be affixed under or beside the original impression, or printed or affixed on the backside of the mail item in the upper right-hand corner. Any additional impression must not overlap the original postage meter impression or cover any address information.

4.6.8.3

Postal Indicia

Commercial Customers should refer to their appropriate service Customer Guide at
www.canadapost.ca/customerguides under Paying For Your Mailing.

4.7	Deposit the Item

4.7.1

Street Letter Box or Vault Box

Prepaid items may be deposited into street letter boxes, including community mailboxes and group mailboxes, if:

• no additional options are required
• items are processed electronically and paid by meter
• items are processed and paid using the online version of the Electronic Shipping Tools (EST)
• size permits.

Vault Boxes are available for pre-authorized Priority™ Next A.M. Customers with unique timing requirements. Contact a Canada Post Representative to activate this service.

Items deposited after the last collection time specified on the letter box are considered as being deposited on the next business day.

4.7.2

Post Office

Items can be deposited at any Post Office during advertised hours of acceptance. Visit canadapost.ca to find a Post Office near you.

Items deposited after the last collection time are considered as being deposited on the next business day.

4.7.3

Canada Post-approved Postal Facility Drop-off

Items can be deposited on weekdays during advertised hours of acceptance. In certain remote communities/areas, depositing a shipment at a specific Canada Post-approved postal facility may be required.

Visit canadapost.ca or call Customer Service at 1.888.550.6333 to locate the nearest Canada Post-approved postal facility.

Items deposited after the Canada Post-approved postal facility cut-off time are considered as being deposited on the next business day. Visit canadapost.ca/postalservices under Key Support Documents - Parcel Services for the list of facility cut-off times.

4.7.4

Canada Post Holiday Schedule

To help you plan your deposits, visit www.canadapost.ca/cpo/mc/aboutus/corporate/holidayschedule.jsf to view Canada Post’s holiday schedule, noting that post offices will be closed on national, provincial, and territorial holidays. There will be no regular collection or delivery of mail on those days. However, post offices operated by the private sector will be open according to the hours of service of the host business.

5

Identification Requirements

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Canada Post reserves the right to refuse any request for products or services if the identification requirements are not met.

5.1	Why Identification is Required

To help prevent identity theft and other improper uses of products and services, identification is required to ensure mail and other services are properly provided and to permit follow up if further investigation is required for law enforcement and other legal purposes.

Identification is required in various situations including when Customers are:

• picking up mail at the counter
• applying for Redirection or Hold Mail services, a postal box or general delivery services
• paying by cheque or cashing money orders
• recipients of alcohol
• purchasing large amounts of money orders in one transaction or a series of transactions in a 24 hour span
• purchasing money transfer service
• picking up Community Mailbox keys.

Canada Post is subject to the Privacy Act and therefore, the collection, use, disclosure, retention, and disposal of personal information by Canada Post and its agents are completed in compliance with the Privacy Act.

5.2	Acceptable Personal Identification

The identification must:

• include a photo
• be government issued
• be original, not a copy of the document
• indicate a unique identifier number
• be valid (current). In other words, an expired driver’s licence would not be acceptable.

5.3	Third-party Authorization - Proof of Authority to Act

When picking up mail or otherwise acting on behalf of another person, including a corporation or other organization, the individual must prove his/her authority to act on behalf of the person.

In addition to showing acceptable personal identification, the individual must have, as applicable:

• a Letter of Authorization (available at the post office) which clearly gives the representative specific authority to pick up mail or apply for services on behalf of the addressee. The Authorization can be completed and signed in the presence of a post office staff member or witnessed by an individual who knows the individual and is from an approved list (for example, dentist, judge, lawyer, magistrate, medical doctor, notary public, police officer, signing officer of a bank or mayor); or
• legal documentation demonstrating they are authorized to act on someone’s behalf. For example in cases such as the following, additional proof to act is required:

• Children under Age of Majority (see details in section 5.3.1 “Mail Addressed to Children”)
• Acting on Behalf of an Organization (e.g. Corporation; Partnership). The individual will need proof of existence of organization and authority to represent (see details in section 5.3.2 “Picking up Mail on Behalf of a Business or Organization”)
• Deceased Person (see details in section 5.3.3 “Deceased Person”)
• Office of the Public Trustee or Power of Attorney (e.g. proof of appointment)
• Bankruptcy/Winding Up/Receivership.

A Letter of Authorization cannot be used for Proof of Identity items that require pick-up at a post office by the addressee only.

5.3.1

Mail Addressed to Children

The parent or legal guardian can pick up mail and otherwise act on behalf of children under the age of majority (see Table 6). In addition to showing acceptable personal identification, the person must present one of the following:

• A small birth certificate if the surnames of parent and child are the same
• A large birth certificate if the surnames of parent and child are different
• A registry record that establishes an adoption or legal guardianship
• A court order that authorizes an adoption or a legal guardianship
• A foster parent identification card that includes the child’s name.

5.3.2

Picking up Mail on Behalf of a Business or Organization

In addition to one piece of personal identification, the individual must provide additional information appropriate to the nature of the organization. See section 5.3.2.1 “Incorporated Company (e.g. ABC Ltd.)”, section 5.3.2.2 “Sole Proprietorship (e.g. ABC Distributor)”, or section 5.3.2.3 “Other Organization (e.g. ABC Sports Society)” as appropriate for more information.

5.3.2.1

Incorporated Company (e.g. ABC Ltd.)

The individual must provide a copy of the Certificate of Incorporation, Articles of Incorporation, Notice of Directors form, or any other official record that confirms the corporation's existence, and provides the corporation name, address and the names of the corporate directors or signing officers. Also, If the individual is not a director or a signing officer as authorized by a document listed above, then that individual must have a Letter of Authorization from a director or signing officer.

5.3.2.2

Sole Proprietorship (e.g. ABC Distributor)

The individual must provide a copy of the Statement of Registration of Proprietorship or Business Names Registration. Also, if the individual is not the proprietor identified in the document listed above, then that individual must have a Letter of Authorization from the proprietor.

5.3.2.3

Other Organization (e.g. ABC Sports Society)

The individual must provide a copy of a Partnership Agreement, Statement of Registration of the Partnership, Articles of Association, or any similar record that confirms the existence of the organization and provides the organization’s name, address and the names of the directors or signing officers. Also, if the individual is not a director, partner, or signing officer as authorized by a document listed above, then that individual must have a Letter of Authorization from a director, partner, or signing officer.

5.3.3

Deceased Person

If the individual is acting on behalf of a deceased person, in addition to personal identification, the individual will need:

• Proof of appointment as the legal representative by providing documents such as one of the following:

• Grant of Letters probate
• Letters of administration (with or without Will attached)
• Certificate of Appointment of the estate liquidator or Certified statement of the liquidator (État certifié des droits du Liquidateur, Québec), or
• Canada Post Statutory Declaration form (40-076-696) regarding Proof of Authority;

AND one of the following documents:

• a death certificate (issued by the applicable government Vital Statistics office)
• Medical Examiner’s certificate
• Funeral Director’s certificate
• Cremation certificate
• other certificate by a comparable authority (e.g., death outside the country).

6

Additional Information

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6.1	Customer Product Refunds Policy

Customers may obtain a refund for product returns with a value of $0.01 up to a maximum of $1,000, including taxes, at any post office.

The Customer must have an original receipt issued by a post office when returning an item.

The following three (3) types of products are available for refund:

• postage values
• philatelic products
• retail products.

6.2	Reproducing Postage Stamps

Subject to certain restrictions summarized below, images of clearly defaced stamps may be reproduced in order to:

• illustrate news items in newspapers, magazines, catalogues, etc.
• be used on the stationery of stamp clubs and societies, but not on envelopes or other types of containers, wrappers or articles.

Reproduction for any other reason must be approved in writing by the following authority:

DIRECTOR STAMP PRODUCTS
CANADA POST
2701 RIVERSIDE DR SUITE N1070
OTTAWA ON K1A 0B1

All stamp reproductions must be at least twice as large as or half the size of the original. The reproduction must be clearly defaced. The defacing line must be in the plate or die from which the reproduction is made.

6.3

Markings

Customers may only use Canada Post postal indicia, logos, trade-marks or markings if the Customer has obtained the written consent of Canada Post. Any use by the Customer must then be only in strict accordance with the consent granted. Any unauthorized use is an offence under the Canada Post Corporation Act.

Note that an item will be non-mailable matter if, on the outside, it is marked or labelled with any of the following that were not provided or authorized by Canada Post:

• 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”).
• 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.