Letter Carrier Presort

Important Updates
for January 2010

Customers should ensure they are using the most current version of the Mail Preparation and Presortation 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.

Customers should ensure they are using the most current version of the Mail Preparation and Presortation Guide 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 Agreement.

Notice for Developers of Presortation Software: If there is any discrepancy between this Guide and the Presortation Technical Specifications (PTS), the PTS takes precedence.

Table of Contents

1

Overview

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1.1	Who Should Use This Guide?

This Guide has been designed to explain how to prepare Letter Carrier Presort (LCP) mail items using presortation software for the following services:

• Addressed Admail™, including Dimensional Addressed Admail; and
• Publications Mail™.

Visit canadapost.ca/postalservices for a list of support documents detailing the requirements, qualifications, terms and conditions and pricing.

1.1.1

What is Mail Preparation and Presortation?

Mail preparation is the process of facing and containerizing the items and labelling the containers. It helps ensure machineability of mail (where applicable), protection of mail, identification of the type of mail and ease of handling.

Mail presortation is the process of sequencing, grouping and containerizing the items and labelling the containers to allow Canada Post to bypass various processing steps and facilities within its mail distribution network.

1.1.2

What is Letter Carrier Presort (LCP)?

The LCP option allows the presortation of items to specific letter carrier walks (or other delivery routes) using Delivery Mode Codes and presortation software recognized by Canada Post, allowing Canada Post to bypass various processing steps and facilities within its mail distribution network. Visit canadapost.ca/am_list for a list of recognized presortation software vendors.

1.2	Requirements for Letter Carrier Presort (LCP)

To qualify for LCP presortation:

• the mailing must consist of at least 1,000 items (phantom pricing is available)
• the mail items must be deposited in Canada for delivery in Canada
• the mail items must meet all Canada Post requirements for service and type of mail such as size and weight. Consult the appropriate Customer Guide (see section 1.3 “Information Sources”)
• the mail items must meet any requirement specified in the Agreement and the Canada Postal Guide, and
• the mailing must be presorted as per the presortation software recognized by Canada Post. Visit canadapost.ca/am_list for a list of recognized presortation software vendors.

Commingling of Letter Carrier Presort items 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).

1.3	Information Sources

This Mail Preparation and Presortation Guide forms part of the Agreement, and all references to the Agreement shall be deemed to include the documents referenced in section 13 “Entire Agreement and Alterations”of the General Terms and Conditions.

2

What You Need to Know Before You Start

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This section explains basic information on Postal Codes, Delivery Mode Codes, alphanumeric sequencing and the National Presortation Schematic (NPS) required for preparing Letter Carrier Presort (LCP) mailings.

2.1	The Postal Code

The Postal Code is an integral part of every postal address in Canada. It was designed to aid in sorting mail by both mechanized and manual methods.

The Postal Code is a (6) six-character, alphanumeric code in the form of ANA NAN in which “A” represents a letter of the alphabet and “N” represents a number.

The Postal Code M4B 1G5 is made up of two (2) segments (as shown in Figure 1).

The first segment [the first three (3) characters] represents a Forward Sortation Area (FSA). The first letter indicates the major geographical region (as shown in Table 3).

The last three (3) characters represent a Local Delivery Unit (LDU). It identifies the smallest delivery unit within a FSA. In urban areas, the LDU may indicate a specific city block (one side of a street between two (2) intersecting streets), a single building or, in some cases, a large-volume mail receiver. In rural areas (as indicated by the zero in the FSA), the LDU combines with the FSA to identify a specific rural community.

For more information on Postal Codes, visit canadapost.ca/postalguide under Addressing Guidelines.

2.2	Delivery Mode Code (DMC)

The Delivery Mode Code (DMC) appears to the right of an address (as shown in Figure 2) and identifies a specific type of delivery and a specific delivery route for urban mail. The DMC is required on each item of urban mail for LCP presortation.

The DMC consists of the Delivery Mode Audit Code (DMAC) and the Delivery Mode Details (DMDs).

2.2.1

Delivery Mode Audit Code (DMAC)

The Delivery Mode Audit Code (DMAC) is required on all urban and rural mail for LCP.

The DMAC identifies which version of the Delivery Mode Data was used to prepare the mailing. This code appears on the mail item and changes every five (5) to six (6) weeks, which allows Canada Post to identify if the current presort tape is being used. The Delivery Mode Audit Code must be placed in parentheses (as shown in Figure 2).

2.2.2

Delivery Mode Details (DMD)

The DMDs are a combination of alphabetical and/or numerical characters representing a particular type of mail delivery in an urban area. The DMDs include the Delivery Mode type (e.g., H) and the Delivery Mode Detail (as shown in Figure 2). There is no DMD for rural Postal Codes.

The purpose of the DMD is to establish how to group items, that is, items with the same DMD will be grouped together. For LCP groupings that have fewer than the minimum required number of items bearing the same DMD (as shown in Figure 3), the software will print two (2) Xs (XX) immediately to the left of the DMD. The two (2) Xs indicate that the grouping contains items for more than one (1) DMD.

The alphabetic characters of the DMDs denote the Delivery Mode type. Delivery Mode types are indicated by the following letters:

A = Delivery to a block face address

B = Delivery to an apartment building

E = Delivery to a business building

G = Delivery to a large-volume receiver

H = Delivery via a rural route

J = General Delivery

K = Delivery to a Post Office box (PO Box), not a community mail box (CMB)

M = Delivery to a large-volume receiver (PO Box)

T = Delivery via a suburban service

X = Delivery via a mobile route

Z = Postal Code is retired (No further delivery to this code. The Customer needs to segregate this mail in Residue and pay a higher rate).

The letter denoting Delivery Mode type is not always required. For instance, it is possible that the same Letter Carrier can serve A, B, E and G. In this case, because the software groups the four (4) Delivery Mode types together to the same Letter Carrier Route – that is, the numeric characters – it will not print the alphabetic character denoting the Delivery Mode type (as shown in Figure 4).

2.2.3

Placement of Delivery Mode Code (DMC)

The DMC can appear on any non-address line in the address block which means any of the lines except the lines that contain the delivery information. The Delivery Address Information lines are all the lines in an address block that make up the physical destination of the mail item, usually the bottom two (2) or three (3) lines. This excludes the recipient’s name, company name, building name and option lines above the recipient’s name.

Examples of placement are shown in Figure 5, Figure 6, and Figure 7.

2.3	Alphanumeric Sequencing

2.3.1

Alphanumeric Sequencing by Delivery Mode Details

At a minimum, Canada Post requires that groupings be sequenced by the DMDs in alphanumeric order. Within DMDs, they can then be sorted by FSA, and then by LDU.

The software first sorts records with DMDs that have numerical characters only in numeric, ascending order (e.g., 1, 2, 3, etc.). It then sorts records with DMDs that have alphabetical characters in the left-most positions alphabetically, in ascending order and then by any numerical characters in numeric, ascending order (e.g., CF, DIR, GD, H1, H10, H11, etc.).

For overall sequencing of DMDs, ascending order is preferred. Descending order can be used, provided it is consistently used throughout the entire mailing (as shown in Table 4).

2.3.2

Sequencing by Postal Code

This type of sequencing is done after sortation by DMD. This is usually done by the software.

When sequencing by Postal Code, first sequence by the FSA [the first three (3) characters] according to the NPS (as shown in Figure 8).

Then, within each FSA, sequence by LDU [the last three (3) characters of the Postal Code; as shown in Table 5].

2.4	National Presortation Schematic (Non-Lettermail)

The National Presortation Schematic (NPS) has two (2) schematics: Lettermail and Non-Lettermail. The correct NPS must be used depending on the type of mail being sorted.

The NPS is a set of tables that indicates how to consolidate mail through Canada Post’s mail distribution network, beginning with the FSA.

To avoid delays and extra handling charges, the current version of the National Presortation Schematic must be used. It is at canadapost.ca/nps on the Canada Post website.

The NPS is used for all Canada Post presortation processes, including Letter Carrier Presort. The NPS has four levels of access:

• Level 1 – Delivery Facility
• Level 2 – City
• Level 3 – Distribution Centre Facility (DCF) and
• Level 4 – Forward Consolidation Point (FCP).

Following the NPS levels of access is key to sequencing, grouping, containerizing and labelling mail for presortation (as shown in Figure 9).

2.4.1

Levels of Access for Groupings

Figure 10 shows the NPS levels of access for grouping mail for LCP presortation. Addressed Admail and Dimensional Addressed Admail require a minimum of eight (8) items to create a grouping. Publications Mail requires a minimum of six (6) items to create a grouping. If there are not enough items for a DMD grouping, consolidate to Level 1; if there are not enough items for that level, consolidate to Level 3; if there are not enough items for that level, consolidate to Level 4; if there are still not enough items for that level, consolidate to Residue.

2.4.2

Using Containers

Consolidate groupings in containers. The NPS groupings that are placed in a container determine the containers’ NPS access level. For example, when there are not enough groupings for Level 1 consolidation, consider preparing a container for a Level 2 consolidation. Figure 11 shows the NPS access levels for containerization of mail (see section 5.3 “Levels of Containerization” for more information).

2.5	Electronic Shipping Tools (EST)

In order to access Letter Carrier Presort prices, Orders (Statements of Mailing) must be prepared and submitted using the Electronic Shipping Tools (EST). Manual Orders are acceptable for Publications Mail and Addressed Admail, however they are subject to a Manual Order Processing Fee and will be priced at the applicable NDG prices in effect at the time of mailing. Manual orders are acceptable for Dimensional Addressed Admail, however they are subject to a Manual Order processing fee and will be priced at the applicable Dimensional Residue prices in effect at the time of mailing.

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

The Presort Mailing Plan Import Program, which is mandatory for Letter Carrier Presort (LCP) mailings, is available through the Software Evaluation and Recognition Program (SERP) (see section 8 “Software Evaluation Recognition Program (SERP)”). A list of approved software providers is available on the Canada Post website at canadapost.ca/presortationsoftware.

2.6	Steps for Letter Carrier Presort (LCP)

The essential steps for LCP presortation are:

1. Sequence the Mail (Step 1) – The software will generate address labels in order by Postal Codes, delivery mode codes and alphanumeric sequencing.
2. Group the Mail (Step 2) – This involves segregating the mail, including labelling for some groupings. This step prepares the mail for placing it in containers. Some software does this task. (See section 4.7.6 “Optional Endorsement Line (OEL)”.
3. Place Groupings in Containers (Step 3)– Proper facing will ensure efficient handling of the mailing.
4. Label the Containers (Step 4) – Correct labelling ensures that mail is directed to the appropriate work centre within a Canada Post facility and/or downstream destination.
5. Make Up and Label Monotainers and Pallets (Step 5) – Monotainers and pallets make it much easier to move the mail and maintain the integrity of the presortation, ensuring efficient handling by Canada Post.
6. Software Evaluation Recognition Program (SERP) – It is mandatory to use the Presort Mailing Plan Import Program.

3

Sequence the Mail (Step 1)

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The first step in presortation of mail is called sequencing. Sequencing is the process of placing the mail in order to prepare for grouping the mail. The software should already sort the mail by NPS level:

• NPS Level 1 Urban
• NPS Level 1 Rural
• NPS Level 3 Distribution Centre Facility (DCF)
• NPS Level 4 Forward Consolidation Point (FCP)

For all levels of sortation, Canada Post prefers sequencing in ascending order (i.e., from lowest to highest numerically or alphabetically; as shown in Figure 12). Descending order can be used, provided it is used consistently throughout the entire mailing.

3.1	Sequencing Urban Mail (Level 1)

If the software has not already done so, sequence NPS Level 1 urban mail items by the following information:

1. Sort by Urban Delivery Facility in NPS order.
2. Within each Urban Delivery Facility, sequence in alphanumeric order by Delivery Mode Detail (DMD) (as shown in Figure 13).
3. Within each DMD, sequence in order by Forward Sortation Area (FSA) (as shown in Figure 13).
4. Within each FSA, sequence in alphanumeric order by Local Delivery Unit (LDU) (as shown in Figure 13) or by Delivery Address Information (DAI) (as shown in Table 6). Sequencing by DAI is an option, not a requirement.

3.2	Sequencing Rural Mail (Level 1)

If the software has not already done so, sequence NPS Level 1 Rural mail items by the following information (as shown in Figure 14):

1. Sort by Rural Delivery Facility in NPS order.
2. Within each Rural Delivery Facility, sequence items by all six (6) characters of the Postal Code, in alphanumeric order.

3.3	Sequencing Mail by DCF (Level 3)

DCF groupings typically consist of a combination of urban and rural mail. However, some major urban centres do not consolidate to a DCF (as shown in Table 7). These major urban areas consolidate to FCP (Level 4).

Where DCF consolidation is permitted and the software has not already done so, sequence mail items by the following information (as shown in Figure 15):

1. Within each DCF, sort by Urban Delivery Facility (Level 1) in NPS order.
2. Within each Urban Delivery Facility, in NPS order for that DCF, then within each delivery facility, sort by Delivery Mode Detail (DMD), in alphanumeric order (repeat this step for each Urban Delivery Facility within the DCF, in NPS order, before the sequencing of the Rural Delivery Facility).
3. Within each DMD, sort by Forward Sortation Area (FSA), in alphanumeric order.
4. Within the FSA, sort by Local Delivery Unit (LDU), in alphanumeric order, or by Delivery Address Information (DAI) (see also Table 6).
5. Repeat 2–4 above for each Urban Delivery Facility.
6. After all Urban Delivery Facilities are sequenced, sequence by Rural Delivery Facility in NPS order.
7. Within each Rural Delivery Facility, sequence by all six characters of the Postal Code in alphanumeric order.

3.4	Sequencing Mail by FCP (Level 4)

Where the software has not already done so, sequence mail by FCP (Level 4) by the following information (as shown in Figure 16):

1. Sequence each FCP in NPS order.
2. Within each FCP, sort by DCF (Level 3) in NPS order.
3. Within each DCF where DCF consolidation is permitted, sort by Urban Delivery Facility (Level 1) and Rural Delivery Facility in NPS order.
4. Within each Urban Delivery Facility, sort by Delivery Mode Detail (DMD) in alphanumeric order.
5. Within each DMD, sort by Forward Sortation Area (FSA) in alphanumeric order.
6. Within the FSA, sort by Local Delivery Unit (LDU) in alphanumeric order, or by Delivery Address Information (DAI) (see also Table 6).
7. Repeat 4–6 above for each Urban Delivery Facility.
8. After all Urban Delivery Facilities are sequenced, sort by Rural Delivery Facility in NPS order.
9. Within each Rural Delivery Facility, sequence by all six characters of the Postal Code in alphanumeric order.
10. Repeat 1–9 above for each DCF within the FCP.
11. For major urban centres where DCF consolidation is not permitted, sort by Urban Delivery Facility (Level 1) in NPS order within the Forward Consolidation Point (FCP).
12. Within each Urban Delivery Facility, sort by Delivery Mode Detail (DMD), in alphanumeric order.
13. Within each DMD, sort by Forward Sortation Area (FSA), in alphanumeric order.
14. Within each FSA, sort by Local Delivery Unit (LDU), in alphanumeric order, or by Delivery Address Information (DAI) (see also Table 6).
15. Repeat 12–14 above for each Urban Delivery Facility that does not consolidate to a DCF within the FCP.

4

Group the Mail (Step 2)

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Grouping is the process of combining mail together by a common element. Some software does this step entirely.

4.1	Grouping Elements

Key grouping elements for urban and rural mail are outlined in Table 8 (see also Figure 10).

4.2	Grouping Urban Mail (Level 1)

For Urban mail (Level 1), group mail by Delivery Mode Detail (DMD) when there are enough items to make up a grouping. When there are not enough items in a DMD for a grouping, create a mixed grouping of items by Urban Delivery Facility (as shown in Figure 17). Groupings of two (2) or more Delivery Mode Codes (DMCs) are often referred to as “XX groupings” because the software places an XX in front of the DMD (see section 2.2.2 “Delivery Mode Details (DMD)” for more information), when two (2) or more DMCs are combined in a grouping. The two (2) Xs indicate to the Letter Carrier that it is a mixed grouping, that is, that the grouping should be further sorted since it is not destined for a single DMC.

4.3	Grouping Rural Mail (Level 1)

For Rural mail, a minimum of eight (8) pieces for Addressed Admail and a minimum of six (6) pieces for Publications Mail per Rural Route (RR) is required to create a RR grouping. If not and there are a minimum of eight (8) pieces or a minimum of six (6) pieces for Publications Mail per Rural Delivery Facility (RDF), create an “XX” RDF grouping. If not, the rural mail may be combined with urban mail within the same DCF (level 3) to create a DCF grouping with a minimum of eight (8) pieces or a minimum of six (6) pieces for Publications Mail. If not, they may be combined with other urban and rural mail from the other DCFs, which do not qualify at Level 1 or Level 3, within the same FCP (level 4) to create a FCP grouping with a minimum of eight (8) pieces or a minimum of six (6) pieces for Publications Mail. If there are less than eight (8) pieces or less than six (6) pieces for Publications Mail per FCP, this mail is placed in the Residue grouping. Residue groupings must be in NPS order. The last Residue grouping has no minimum number of pieces.

For all Rural addresses where all six characters of the Postal Code are identical, use of the 6th character identifies the rural route information. All of the non-qualified pieces of the Rural Routes for that RDF are identified as an “XX” bundle to the RDF or if minimum bundle cannot be made, the pieces consolidate to the DCF.

Example: 5 pieces to K0J 6A0 and 10 pieces to K0J 6A1 = RR (rural route) grouping of pieces to K0J 6A1 and pieces to K0J 6A0 consolidate to the DCF.

4.4	Grouping Mail for DCF (Level 3)

DCF groupings typically consist of a combination of urban and rural mail. However, some major urban centres do not consolidate to a DCF (see also Table 7).

Group mail for DCF (Level 3) as indicated by the NPS. For example, Figure 19 shows a grouping of FSAs beginning with K7R, K8N, K8P and K8R for DCF Belleville ON K0K 9Z0.

If the number of items required for a DMD grouping or an Urban Delivery Facility grouping does not meet the minimum requirement, the urban mail may be combined with rural mail within the same DCF (Level 3), as indicated by the NPS, to create a DCF grouping.

Figure 20 shows how urban and rural mail can be combined for a DCF grouping. See section 4.5 “Grouping Mail for FCP (Level 4)”

If the minimum number of items required for a DCF grouping is not met, create a FCP grouping. See section 4.5 “Grouping Mail for FCP (Level 4)”.

If there are not enough items for a grouping at Level 1 (DMD grouping or Delivery Facility grouping) for major urban centres where DCF consolidation is not permitted, consolidate at FCP (Level 4).

4.5	Grouping Mail for FCP (Level 4)

FCP (Level 4) groupings typically consist of a combination of mail destined for major urban centres where DCF consolidation is not permitted and mail destined for Distribution Centre Facilities (DCFs) within the same FCP for which there are not enough items per DCF. Figure 21 shows how mail can be combined for a FCP grouping.

Group mail for FCP as indicated by the NPS (as shown in Figure 22).

4.6	Grouping Mail for Residue

Residue mail is mail that cannot be grouped in accordance with the NPS because there is not enough mail volume to qualify to consolidate to a NPS level.

If the minimum number of items required for a FCP grouping is not met, then a Residue grouping is to be created. The Residue grouping has no minimum number of items. All items must be facing the same way with the address visible on the top side of the grouping.

Addressed Admail and Publications Mail items that are non-qualified/uncoded must be bundled and may be included with Residue mail. The Residue price will apply to each item.

Group mail for Residue as indicated by the NPS (as shown in Figure 23).

4.7	Segregating Groupings

Groupings must be prepared so as to maintain the integrity of the mail presortation during handling. They are placed within containers (that is, hardsided containers or bags) and are segregated by one of the following methods:

• separator cards or edgemarking for hardsided containers only, or
• bundling (includes shrink-wrapping) for bags, as well as for hardsided containers.

When using separator cards or edgemarking to segregate groupings, there is no maximum number of items per grouping. For example, if there are 100 items for one (1) grouping, only one (1) edgemark or separator card is permitted to identify the start of the grouping while still grouping items. (When placing groupings in containers, if a grouping is too large to fit in one (1) container, a second separator card at the beginning of the second container is needed. Additional edgemarking is therefore not applied.)

Maximum thickness for bundles is listed in Table 9: “Bundling Specifications” in section 4.7.3 “Bundling”.

DCF, FCP and Residue groupings must be identified for each grouping:

• identify the groupings on the separator card – this needs to be visible on the part of the card that shows above mail items
• if using edgemarking, apply the edgemarks to only the first envelope in each grouping and
• identify groupings on bundle labels (formerly called facing slips).

4.7.1

Separator Cards

Separator cards are used to indicate a break between groupings (as shown in Figure 24) and are made of thin, rigid cardboard (a weight of 120 to 160 grams per square metre is normally adequate), and can be any colour.

Separator cards must also:

• extend at least 20 mm above the top of the mail
• be at least 155 mm wide (1/2 the width of the container) to minimize the likelihood of the card tipping (as shown in Figure 25)
• be placed in front of the first mail item in each grouping and
• be big enough and heavy enough card stock to prevent them from sliding under the level of the mail or tipping sideways.

Other types of separators may be used (for example, the re-use of card stock that is no longer needed for its original purpose, such as advertising) with prior Canada Post approval.

4.7.2

Edgemarking

Edgemarking refers to the use of ink or paint applied to the top edge of a mail item (envelope or box) to indicate a break between groupings within a hardsided container. The same colour is used for the entire mailing. Some software performs this task. Edgemarks are applied only to the first item at the beginning of each grouping (as shown in Figure 26).

In order to maintain the integrity of the mail sequencing, care should be taken to ensure the contents of the container do not shift.

If edgemarking is used:

• the colour of edgemarks must significantly contrast with the colour of the mail items
• edgemarks must begin approximately 40 mm from the right, upper edge of the mail item
• the first marking indicates a DMD grouping and is approximately 20 mm long
• the second edgemarking indicates a Delivery Facility grouping and is approximately 20 mm long (as shown in Figure 27)
• there is a gap of approximately 25 mm between the DMD mark and the Delivery Facility mark.

Figure 27 shows the preferred method for edgemarking, in which both the DMD mark and the Delivery Facility mark are included.

Edgemarking to identify the end or the beginning of the container for operational use is acceptable. This edgemarking may be placed on the first or the last envelope in a container in a location other than those locations reserved for the DMD or Delivery Facility. Or, this edgemarking may be placed on the first or last two (2) envelopes in a container in the location reserved for the DMD or Delivery Facility.

4.7.3

Bundling

A “bundle” describes a number of mail items secured together by strapping (using elastic bands, string or plastic straps) or by shrink-wrapping. The maximum thickness of a bundle is shown in Table 9.

When a bundle exceeds the maximum thickness and there are sufficient items to create a full second bundle, it is preferable to split the total number of items into two (2) equal bundles, rather than create one (1) full bundle and one (1) very small bundle. For example, if there is a Short and Long (S/L) bundle of 52 items with a thickness of 125 mm, make two (2) bundles of 26 items.

If a bundle exceeds the maximum thickness, and there are insufficient items to create a full second bundle, it is acceptable to split the bundle, resulting in fewer than the minimum number of items in the second bundle. For example, if there is an Oversize (O/S) bundle of 11 items with a thickness of 250 mm, split the bundle into two (2) bundles, one (1) containing six (6) items and the other containing five (5).

4.7.3.1

Single-Strapping (Within Hardsided Containers)

Single-strapping (as shown on the left in Figure 28) is sufficient for the following types of mail to be placed in hardsided containers:

• Short and Long (S/L) Addressed Admail and Publications Mail
• Small/Medium Dimensional Addressed Admail, and
• Oversize (O/S) Addressed Admail and Publications Mail, and Large Dimensional Addressed Admail bundles grouped for Level 1 of the NPS only.

4.7.3.2

Double-Strapping (Within Bags and Hardsided Containers)

Double-strapping must be used for all items to be placed in bags and for Oversize (O/S) items in hardsided containers as listed below (as shown in Figure 29):

• Short and Long (S/L) Addressed Admail/Publications Mail (bags)
• Oversize (O/S) Addressed Admail/Publications Mail (bags), and
• Oversize (O/S) Addressed Admail/Publications Mail and Large Dimensional Addressed Admail (hardsided containers).

4.7.3.3

Shrink-wrapping

Shrink-wrapping is an acceptable method of bundling Oversize (O/S) items of Addressed Admail and Publications Mail and Large Dimensional Addressed Admail items. The plastic used for the shrink-wrapping must be strong enough to ensure the bundle remains secured during handling.

4.7.3.4

Uneven Spines

A bundle with mail items whose spines make the mail pile uneven may have the bottom half of the bundle with its spines facing one way and the top half with its spines facing the other way to create a level bundle (as shown in Figure 30). All destination addresses and postal indicia must still face in the same direction.

4.7.4

Labelling Bundles

When bundling, a bundle label (also called a facing slip) must be used to identify DCF (Level 3), FCP (Level 4) and Residue groupings (as shown in Table 10).

4.7.4.1

Bundle Label Specifications

Bundle labels must be 86 mm high by 95 mm wide. They must be white and securely fastened to the bundle. For shrink-wrapped bundles, labels can be placed, but not glued, on or under the plastic film; however, the label contents must remain clearly visible.

4.7.4.2

Labels for Distribution Centre Facility (DCF) Bundles

For DCF bundles, the label must include the following relevant routing information:

• Postal Code of the DCF, as per the NPS, (e.g., K0A 9Z0)
• name of the DCF, (e.g., OTTAWA ON DCF), and
• service option, (i.e., LCP).

Additional information, such as which bag or which bundle, is permitted above or below the routing information. However, the routing information must be predominant. Figure 31 shows a sample bundle label for a DCF grouping.

4.7.4.3

Labels for Forward Consolidation Point (FCP) (Level 4) Bundles

For FCP groupings, the label must include the following relevant routing information:

• Postal Code of the FCP (e.g., K0A 9Z0)
• name of FCP (e.g., OTTAWA ON FWD)
• service option (e.g., LCP).

Additional information, such as bag/bundle information, is permitted above or below the routing information. However, the routing information must be predominant. Figure 32 shows a sample label for a FCP grouping.

4.7.5

Labelling Residue Groupings

Labels for Residue groupings cannot show a Postal Code. Instead, the label must include the following relevant routing information:

• name of the Office of Deposit with the forward abbreviation FWD, (e.g., OTTAWA ON FWD)
• the word Residue and
• the service option (e.g. LCP).

Additional information, such as bag/bundle information, is permitted above or below the routing information. However, the routing information must be predominant.

Figure 33 shows a sample bundle label for a Residue grouping.

4.7.6

Optional Endorsement Line (OEL)

An alternative to the manual application of bundle labels is the Optional Endorsement Line (OEL). The OEL is generated by SERP software whereby the DCF, FCP and Residue bundle information is printed directly on to the mail item or address label as the top line of the address block (if applicable, within the window).

Below are examples of address labels generated by SERP including the required DCF, FCP and Residue Labels grouping details.

The following specifications must be met:

• Consolidation Information/Detail printed at the top of the address label
• Font sizes - Courier 12, Arial 10, Letter Gothic 10
• Minimum Font - 2 mm
• Must be on the top line of the address label, printed in UPPERCASE FONT and if applicable, visible within the window.

5

Place Groupings in Containers (Step 3)

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Canada Post accepts three (3) types of containers, including two (2) types of hardsided containers and one (1) type of bag, as described below. The same type of container must be used for the entire deposit.

The supply of Canada Post equipment is dependent on conditions and availability. In instances where Canada Post equipment is not available, other Customer-supplied containers (e.g.: hardsided containers) may be used with prior approval from Canada Post.

5.1	Hardsided Containers

There are two (2) basic types of hardsided containers: lettertainers and flats tubs.

Lettertainers (as shown in Figure 35) are used for:

• Short and Long (S/L)

• Publications Mail
• Addressed Admail

• Small and Medium Dimensional Addressed Admail.

Flats tubs (as shown in Figure 36) are used for:

• Oversize (O/S)

• Publications Mail
• Addressed Admail

• Large Dimensional Addressed Admail.

The maximum weight of a hardsided container (including the container and the lid) and its contents cannot exceed 22.7 kg (50 lb).

All containers must be deposited with lids, except for containers prepared in a Level 1 (Delivery Facility or a Rural Delivery Facility) monotainer. These may be nested and deposited without lids. It is recommended that monotainers be covered with cardboard to protect the load, unless other local arrangements have been made with a Canada Post Representative.

Table 11 lists the specifications for hardsided containers.

Face all bundles in hardsided containers in the same direction (as shown in Figure 37).

To maximize the use of space for uneven bundles, the preferred method is to alternate the spines within each bundle. However, it is acceptable to place the mail so that all the spines rest on the bottom of the container or at the top (as shown in Figure 38).

Mail can be placed lengthwise in the container (as shown in Figure 39), only when none of the other options can be used.

5.1.1

Hardsided Container Fill Requirements

All containers should be full (as shown in Figure 40A). However, if the maximum weight of 22.7 kg (50 lb) has been reached, items must be removed from the container. The maximum weight of 22.7 kg (50 lb) must not be exceeded.

If a container weighs less than 22.7 kg (50 lb), then the minimum fill requirements are as follows:

• if more than one (1) container is going to a specific destination, all containers should be 100% full. However, the minimum acceptable fill factor is 95%. If after filling as many hardsided containers as possible to the same destination, and there are still leftover mail items to that destination, prepare one (1) less-than-full container for that destination. The less-than-full container has no minimum fill requirement.
• if only one (1) container is going to a specific destination, the minimum acceptable container fill is 70% for a City (Level 2) or DCF (Level 3) destination and 50% for a Delivery Facility (Level 1) or Forward Consolidation Point (FCP - Level 4) destination. If such a container contains less than the required minimum of 70% or 50% fill, consolidate that mail to the next level.

5.1.2

Dealing with Leftover Mail Items for Hardsided Containers

5.1.2.1

When more than 1 (One) Container is Going to the Same Destination

After filling as many hardsided containers as possible to the same destination, and if there are still left over mail items to that destination, prepare one (1) less-than-full container for that destination. The less-than-full container has no minimum fill requirement, but the mail must be kept in its presorted order by strapping or bundling the mail items. Use single-strapping for Oversize (O/S) bundles in hardsided containers accessing Level 1 of the NPS (as shown in Figure 41). For all other types of mail, use double-strapping.

Here are some guidelines for dealing with leftover mail items that cannot fill a container:

• When the last bundle cannot fit into a container, and without the last bundle the container would be less than 95% full, the Customer may break the bundle, ensuring that the minimum number of items is in the next container. If the minimum bundle requirement cannot be met, move the whole bundle into the next container and leave the other container at less than 95% full.
• When using edgemarking or separator cards to group items, if the items in the last grouping cannot fit into the container, place the remaining items from the grouping into the next container. If this results in placing fewer than the minimum number of items of that grouping into the container, that is acceptable.

5.1.2.2

When only One (1) Container is Going to the Same Destination

• Urban consolidation applies to those Urban Delivery Facilities with no DCF (Level 3) consolidation - Where there is sufficient volume to fill at least one (1) container for an Urban Delivery Facility, prepare a container for that Facility. If not, where there is sufficient volume to fill at least one (1) container at the City Level (Level 2), prepare a City container. If there is less than one (1) container at the City Level, prepare a FCP container. If there is less than one (1) container of FCP, place the mail in a Residue container. (The last Residue container has no minimum fill requirement.)
• Urban consolidation applies to those Delivery Facilities with DCF (Level 3) consolidation - For urban mail, where there are sufficient groupings to fill at least one (1) container for an Urban Delivery Facility, prepare a container for that facility. If not, where there are sufficient groupings to fill at least one (1) container at the City Level (Level 2), prepare a City container. If not, the urban groupings, the rural groupings and the DCF groupings (Level 3), can be combined to create a DCF container. If not, where there are sufficient urban and rural groupings, DCF groupings within the same FCP and groupings within that FCP (Level 4), combine the groupings to prepare a FCP container. If there is less than one (1) container for the FCP, place this mail in the Residue container. (The last Residue container has no minimum fill requirement.)

5.2

Bags

• Large bags (A-3), as shown in Figure 42 are used for Short and Long (S/L) and Oversize (O/S) Publications Mail and Addressed Admail. A large bag must contain at least six (6) bundles or weigh at least 7 kg.

The maximum weight of a bag (including the bag) cannot exceed 22.7 kg (50 lb). Bags cannot be used for Dimensional Addressed Admail. Table 12 lists the specifications for bags.

If there are not six (6) bundles or 7 kg required to fill a large bag, consolidate the mail to the next level. However, do not consolidate to the next level mail that qualifies for containerization at Level 1. For example, if there are 22 bundles for a Delivery Facility and a maximum of 20 bundles weighing 22.7 kg are placed in one (1) bag, all 22 bundles must be containerized to the Delivery Facility. The two (2) remaining bundles cannot be consolidated to the next level. In this instance, the two (2) bundles would be placed into another bag for DF (Level 1), but only because there is already at least one (1) full bag to the Delivery Facility.

5.3	Levels of Containerization

When placing groupings in containers, it is important to consider how they have been sorted and how much mail is required to fill a container for a type of delivery facility (see section 5.3.1 “Rules for Consolidating Mail in Containers” for more information). Also, if a grouping is too large to fit in one (1) container, prepare and insert a second separator card at the beginning of the second container for that grouping.

Table 13 lists how to use groupings to consolidate mail in containers and Figure 43 shows the steps for deciding when to consolidate to the next level (see also Figure 11).

5.3.1

Rules for Consolidating Mail in Containers

Follow these rules for consolidating mail in containers ensuring mail is sequenced in NPS order:

• consolidate to the lowest grouping/container possible
• if there are sufficient groupings to fill at least one (1) container for a Delivery Facility (Level 1), create a container for that facility maintaining NPS order

• if there are sufficient groupings to fill at least one (1) container for City (Level 2), create a City container maintaining NPS order
• in the major urban area where DCF (Level 3) consolidation is not permitted; if unable to create a Delivery Facility (Level 1) or a City container (Level 2), create a FCP container (Level 4) maintaining NPS order
• where DCF (Level 3) consolidation is permitted and if unable to fill at least one (1) container to a Delivery Facility (Level 1), or one (1) container to a City (Level 2), create a DCF (Level 3) container with the urban, rural and DCF groupings maintaining NPS order
• if there are not sufficient groupings to meet the minimum fill requirement of a DCF (Level 3) container, create a FCP (Level 4) container maintaining NPS order
• if there are not sufficient groupings to meet the minimum fill requirement of a FCP (Level 4) container, create a Residue container maintaining NPS sequence.

5.4	Sequencing Groupings within Hardsided Containers

It is important to maintain the integrity of the presortation when the mailing is placed into containers. Here are some rules for placing groupings in hardsided containers (sequencing groupings is not required when bags are used.):

1. Consider first whether there is enough mail for a single Urban Delivery Facility or single Rural Delivery Facility (both Level 1) to fill at least one (1) container. If not, consolidate the mail to the Level 2, City Consolidation, and determine whether there is enough for at least one (1) container. If not, consolidate to a Level 3, DCF, where permitted. If none of these options are viable, consolidate to Level 4, FCP. For Residue, see section 5.4.1 “Residue Containers”.
2. Maintain NPS order as the mail is placed into containers.
3. Face all mail in the same direction.
4. Use any edge markings or divider cards the Customer prepared for the groupings.
5. If there are two (2) rows of mail in the same container, have the first row start on the left moving from front to back and the second row start where the first row left off, also moving from front to back (as shown in Figure 44).

5.4.1

Residue Containers

For mail that cannot fit in containers consolidated to the four (4) NPS levels, prepare a Residue container (as shown in Figure 45) and sequence the mail as follows:

1. If there is only one (1) Residue grouping, place it in NPS order in its own container.
2. Sequence by Forward Consolidation Point (FCP) (Level 4) in NPS order.
3. Within each Forward Consolidation Point (FCP), sequence by Distribution Centre Facility (DCF) (Level 3) in NPS order.
4. Within each Distribution Centre Facility (DCF), sequence by Urban Delivery Facility (Level 1) where DCF consolidation is permitted in NPS order.
5. Within each Urban Delivery Facility, sequence by DMD in alphanumeric order.
6. Sequence by Delivery Facility groupings in NPS order.
7. Repeat this step for each Urban Delivery Facility within a DCF.
8. Sequence by Rural Delivery Facility, by Postal Code in alphanumeric order.
9. Sequence by DCF grouping (Level 3) in NPS order.
10. Repeat Steps 2 through 5 above for each DCF within a FCP, in NPS order.
11. Sequence by City where DCF consolidation is not permitted in NPS order.
12. Within each Delivery Facility, sequence by DMD in alphanumeric order.
13. Sequence by Delivery Facility groupings in NPS order.
14. Repeat this step for each Urban Delivery Facility that does not consolidate to a DCF within a FCP, in NPS order.

17. Sequence by Residue grouping in NPS order.

6

Label the Containers (Step 4)

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All containers must be labelled to their destination using routing information determined from the National Presortation Schematic (NPS). Correct labelling of containers ensures that mail is directed to the appropriate work centre (e.g., City, FWD) within a Canada Post facility. Visit canadapost.ca/postalservices to obtain artwork for container labels.

Available through SERP software vendors is a Presort Mailing Plan Import Program for Letter Carrier Presort (LCP) mailings.

The SERP software includes new barcoded container label specifications for Letter Carrier Presort mailings which assists with induction and verification. Use of the barcoded labels for presort mailings is mandatory. (see Figure 46 for examples of new barcoded container labels).

Customers who use the Presort Mailing Plan Import program and barcoded container labels, in conjunction with the EST, are able to track their containers of Letter Carrier Presort (LCP) mail using the Track a Mailing tool. Customers must register on the Business segment of the Canada Post website to access the Track a Mailing tool.

All container labels are available for download at canadapost.ca/postalservices under the “Container Labels” heading.

6.1	Labels/Tags, Service and Routing Information

Container labels and bag tags must be bilingual and include the following information (as shown in Figure 46):

• service name (Addressed Admail, Dimensional Addressed Admail or Publications Mail)
• service option (e.g., LCP)
• facility Postal Code
• NPS routing information (see section 6.1.1 “NPS Routing Information”) as follows:

• facility name (e.g., OTTAWA), province abbreviation (e.g., ON) and
• routing destination (e.g., STN Vanier, LCD Centretown).

6.1.1

NPS Routing Information

Figure 47, Figure 48, Figure 49, Figure 50, and Figure 51 show examples of how to determine routing information from the National Presortation Schematic (NPS). These figures are for illustration purposes only.

6.1.2

Labelling Residue Containers

Labels for Residue containers and bags require the Office of Deposit name, as well as “FWD” and the word “Residue”. In certain areas, a Canada Post Representative may request that the Residue containers/bags be addressed to the office responsible for processing the Residue mail instead of the Office of Deposit.

6.2	Labelling Hardsided Containers

Labels must be placed in the label holder on hardsided containers (as shown in Figure 52) before being deposited.

6.3	Labelling Bags

When using Canada Post mailbags, label them with either a vinyl label holder (which are used on their own, without keeper labels) or tie-on tags accompanied by keeper labels. Attach all labels securely.

6.3.1

Vinyl Label Holders

For mailbags, a vinyl label holder (as shown in Figure 53) must be securely attached to the corner of the bag by a plastic cable tie or twine (as shown in Figure 54). There is no need to attach a tie-on tag or to produce a bag label (keeper tag). Simply insert a hardsided container label into the vinyl label holder. Vinyl label holders (SO-54) and plastic tie straps (200-12-080) can be ordered from the Canada Post Customer Relationship Network by calling 1.888.550.6333 or 1.800.260.7678.

6.3.2

Tie-on Tags and Bag Labels (Keeper Tags)

If vinyl label holders are not used to label the mailbags, it is then required to use the tie-on tags combined with the keeper tags on all mail bags. Fasten the tags securely by attaching plastic cable ties or twine to the neck of the bag (as shown in Figure 55).

Bags with tie-on tags must also bear a bag label or keeper tag (as shown in Figure 56). Insert bag label in the label holder (as shown in Figure 55). Bag labels must contain the complete NPS Routing information for which the bundles are destined, and all the information must show after the label is inserted into the label holder.

6.4	Producing Labels and Tie-on Tags

The Customer has three (3) options for producing labels:

• printing labels from Canada Post templates
• making custom labels using Canada Post specifications or
• using bar coded labels produced by SERP (mandatory July 2009).

Visit canadapost.ca/postalservices to download container labels.

For labels that are either produced using Canada Post templates or that are custom made, the site canadapost.ca/postalservices under Container Labels offers both camera-ready artwork for the templates and Canada Post specifications for producing custom labels.

6.4.1

Special Instructions for Producing Labels

• print one (1) side only
• labels must fit into label holders and be easily extracted from the label holders
• labels must be in bilingual format
• use PMS 470 (Terra Cotta) colouring for time-committed Publications Mail.

7

Make Up and Label Monotainers and Pallets (Step 5)

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Monotainers and pallets maintain the integrity of the mail items that are placed on one (1) Order (Statement of Mailing) or intended for the same destination (e.g., all mail items for Vancouver arrive on one (1) pallet). This reduces the amount of handling and helps ensure a complete mailing arrives at its destination at the same time.

A monotainer (as shown in Figure 57) is a large, collapsible, steel-frame container provided by Canada Post. During peak periods, such as Christmas, the number of monotainers requested may not be available.

A pallet (also referred to as a skid) is a platform used for the conveyance of hardsided containers or bags and/or brick-piled mail items (visit canadapost.ca/mailpreparation under Brick-piling).

Reusable plastic pallets have economic, environmental, health and safety, as well as handling advantages over wooden pallets. Canada Post offers reusable plastic pallets to be used as a shipping unit for containerized Publications Mail and Addressed Admail free of charge (based on availability).

There is a minimum order requirement of 40 pallets and Customers must have an active Canada Post Agreement (for any service).

Use of monotainers or pallets is mandatory for Dimensional Addressed Admail. It is optional for Publications Mail and Addressed Admail but Canada Post encourages the consolidation of lettertainers and flats tubs to monotainers or pallets and the consolidation of bags to monotainers, as per the National Presortation Schematic (NPS).

Should the containers within the monotainer not be consolidated as per the NPS, then the monotainer label must be identified as a Residue monotainer. Please refer to section 7.2 “Labelling Monotainers and Pallets” for further details.

7.1	Using the NPS to Make up Monotainers and Pallets

Containers may be consolidated into monotainers or onto pallets for all four (4) levels of the NPS, (as shown in Figure 58).

If there are sufficient containers to fill a monotainer or pallet, make an Urban Delivery Facility or a Rural Delivery Facility (both Level 1) monotainer or pallet. Figure 59 shows the label to be produced when there are enough containers to fill a monotainer or pallet for K1P, K1R and K2P. See section 7.2 “Labelling Monotainers and Pallets” for more information about labelling.

If not, the next option is to consolidate containers for more than one (1) Urban Delivery Facility (as indicated by brackets of inclusion on the NPS) to make a City Consolidation (Level 2) monotainer or pallet. For example, consolidate containers for K1P, K1R and K2P with containers for K1L, K1M and K1N (as shown in Figure 60).

If there are not enough containers for City Consolidation, it must be determined whether DCF Consolidation is permitted for the next level. If it is permitted, consolidate containers with other Urban and/or Rural Delivery Facilities (as indicated by brackets of inclusion on the NPS), to make a DCF (Level 3) monotainer or pallet. For example, consolidate containers for K7K and K7L above with those for K0H (as shown in Figure 61).

If DCF consolidation is not permitted or if there are not enough containers for DCF consolidation, consolidate containers with other Urban and/or Rural Delivery Facilities (as indicated by brackets of inclusion on the NPS), to make a FCP (Level 4) monotainer or pallet. For example, consolidate all of the above with containers for K2S and K0A (as shown in Figure 62).

Remaining containers that cannot be consolidated to NPS Levels 1 to 4 can be placed in a Residue monotainer or pallet.

7.2	Labelling Monotainers and Pallets

Labelling monotainers and pallets ensures that mail is directed to the appropriate work centre within a Canada Post facility. All pallets and monotainers must be labelled.

Each label must measure 216 mm x 279 mm (8.5 in x 11 in), be white with black lettering and must include the following information (as shown in Figure 63):

• Service name (Publications Mail, Addressed Admail or Dimensional Addressed Admail)
• Service option (e.g., LCP)
• National Presortation Schematic (NPS) routing information, if it is not a Residue container, as follows:

• facility Postal Code (e.g., K0A 9Z0)
• facility name (e.g., OTTAWA)
• province abbreviation (e.g., ON), and
• routing designation (e.g., DCF).

Figure 64 identifies the information that is required on a Residue label for a monotainer or pallet.

The font size should be large enough to fill the entire label, visibly predominant in bold type (as shown in Figure 63 and Figure 64).

For Customers wishing to include other internal directives on the shipping containers, a label colour different than white is recommended.

Each monotainer must have at least one (1) label [two (2) are recommended] and each pallet must have two (2) labels (as shown in Figure 65).

8

Software Evaluation Recognition Program (SERP)

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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). This functionality enables 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).

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.

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

For a complete listing of certified SERP vendors, visit canadapost.ca/presortationsoftware.

8.1	Software Name and Version

8.1.1

Software Parameters

• Lists all parameters and/or defaults used (i.e., piece weight, max container weight, Office of Deposit, etc.)
• # of Monotainers/Pallets
• # of Containers.

8.2	Letter Carrier Volume Summary

For Dimensional Addressed Admail only, an electronic version of the Letter Carrier Presort Volume Summary is required by Canada Post 10 business days before the deposit. The 10-day advance notice allows Canada Post to hire additional resources/equipment/transportation to accommodate the Dimensional Addressed Admail if necessary.