Lettermail™ 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 Presort mail items using presortation software for the following service only:

• Incentive Lettermail™.

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

1.1.1

What is Mail Presortation and Preparation?

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 Lettermail Presort?

The Presort option allows Customers to presort mail (that is, sequence, group and place mail in containers) using presortation software recognized by Canada Post, allowing Canada Post to bypass various processing steps and facilities within its mail distribution network. Presort is used by Customers such as utility companies or banks; it requires a minimum of 500 items of mail per deposit.

1.2	Requirements for Lettermail Presort

To qualify for presortation:

• the mailing must be composed of at least 500 identical items
• the mail items must be mailed in Canada for delivery in Canada
• the mail items must meet all Canada Post physical requirements for service and type 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, the Presort Technical Specifications and the Canada Postal Guide, and
• the mailing must use presortation software recognized by Canada Post. Visit canadapost.ca/am_list for a list of recognized presortation software vendors.

Commingling of Incentive Lettermail items is not permitted. Commingling occurs when a number of separate and notably different mailings are combined to achieve the minimum deposit requirement or sufficient densities to achieve discount prices.

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) that is required to prepare Lettermail Presort 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 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 segments (as shown in Figure 1).

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

The second segment represents a Local Delivery Unit (LDU). It identifies the smallest delivery unit within an FSA. In urban areas, the LDU may indicate a specific city block (one side of a street between two 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

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 Lettermail Presort.

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

2.2.1

Delivery Mode Audit Code

The Delivery Mode Audit Code is required on all urban and rural mail for Lettermail Presort.

The Delivery Mode Audit Code identifies which version of the Delivery Mode Data was used to prepare a mailing. The Delivery Mode Audit Code is a code that appears on the mail item and changes every five to six weeks. It allows a Receipt Verification Unit (RVU) to identify if the current presort tape is being used. The Delivery Mode Audit Code must be placed in parentheses (see Figure 2).

2.2.2

Delivery Mode Details

The DMD is a combination of alphabetical and/or numerical characters representing a particular type of mail delivery in an urban area. The DMD includes the Delivery Mode type (e.g., H) and the Delivery Mode Detail. 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.

The alphabetic characters of the DMD 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 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 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 3).

2.2.3

Placement of Delivery Mode Code

A DMC can appear up to two lines above the address block or three to four blank spaces to the right of any line in the address block that does not contain the delivery address information, that is, lines containing company and personal names and titles, and building names. It cannot appear on the same line as street addresses, city or province names, or Postal Codes.

Examples of placement are shown in Figure 4, Figure 5, and Figure 6.

2.3	Alphanumeric Sequencing

2.3.1

Alphanumeric Sequencing by Delivery Mode Details

Canada Post requires that groupings be sequenced by the DMDs in alphanumeric order. Within DMDs, they must then be sorted by FSA, and then LDU within each Delivery Facility.

The software first sorts records with DMDs that have numeric characters only in numerical, ascending (e.g., 1, 2, 3, etc.) order. 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 as long as it is consistently used throughout the 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), as shown in Figure 7.

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

2.4	Lettermail National Presortation Schematic

The National Presortation Schematic (NPS) has two schematics: for Lettermail and for Non-Lettermail. For Lettermail Presort, the Customer must use the Lettermail NPS.

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

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

• Level 1 – Delivery Facility (Urban or Rural)
• 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 8).

To avoid delays and extra handling charges, the Customer must use the current version of the Lettermail National Presortation Schematic, available at canadapost.ca/nps on the Canada Post website.

2.4.1

Levels of Access for Groupings

Figure 9 shows the NPS levels of access for grouping mail for presortation. Lettermail Presort requires a minimum of five items to create a grouping. For urban mail, mail is grouped by the DMD; no other groupings of urban mail are permitted. Rural Delivery Facility (RDF) groupings are considered as Level 1 of the NPS.

2.4.2

Using Containers

The Customer consolidates groupings into containers. Figure 10 shows the NPS access levels for containerization of Lettermail Presort. (See section 5 “Place the Groupings in Containers (Step 3)” for more information). Containers may access NPS Level 1, Urban Delivery Facility and Rural Delivery Facility, and Level 3, Distribution Centre Facility (DCF), where DCF access is permitted. Some major urban centres do not consolidate to a DCF (see section 5.2 “Levels of Containerization” for more information).

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.

2.5	Steps for Lettermail Presort

The essential steps for Lettermail 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.
3. Place the 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. Prepare the Mailing Summary (Step 6) – If the Customer does not complete this step, the deposit will be refused.

3

Sequence the Mail (Step 1)

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The first step in presorting 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

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 11). Descending order can be used, provided it is used consistently for the entire mailing.

3.1	Sequencing Urban Mail (Level 1)

If the software has not already done so, sequence urban mail 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 12).
3. Within each DMD, sequence in alphanumeric order by Forward Sortation Area (FSA) (as shown in Figure 12).
4. Within each FSA, sequence in alphanumeric order by Local Delivery Unit (LDU) (as shown in Figure 12) or by Delivery Address Information (DAI) as listed 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 Rural mail items by the following information (as shown in Figure 13):

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

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 7 (see also Figure 10).

4.2	Grouping Urban Mail (Level 1)

Within an Urban Delivery Facility, group mail by Delivery Mode Detail (DMD) when there are enough items to make a grouping (as shown in Figure 14).

If the Customer does not have enough items in a DMD for a grouping, those mail items are set aside and may qualify for Machineable or Lettermail prices.

4.3	Grouping Rural Mail (Level 1)

A minimum of five (5) pieces per Rural Route is required to create a RR grouping when the sixth character of the Postal Code is identified by “1 to 9”. A Rural Route grouping is grouped by all six (6) characters of the Postal Code. If not and there are a minimum of five (5) pieces per Rural Delivery Facility, create a Rural Delivery Facility grouping. A Rural Delivery Facility grouping is grouped by the first five (5) characters of the Postal Code. If there are less than five (5) pieces per Rural Delivery Facility, the mail may qualify as either Machineable or Full Rate product but not as Presort.

4.4	Segregating Groupings

To maintain the integrity of the mail presortation during handling, groupings are placed within containers (that is, hardsided containers) and must be segregated by:

• separator cards, or
• edgemarking.

Bundling is not permitted for segregating groupings for Lettermail Presort. However, after one or more full containers to the same destination have been completed, one less-than-full container to the same destination is allowed. To maintain the integrity of the sort in the less-than-full container, single-strapped groupings of mail items is permitted instead of separator cards or edgemarking. For awkward items in less-than-full containers, double-strapping is also permitted. Double-strapping must be used for Oversize (O/S) items in hardsided containers as shown in Figure 16.

When using separator cards or edgemarking to segregate groupings, there is no maximum number of items per grouping. For example, if the Customer has 100 items for one grouping, only one edgemark or separator card is to be used 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 container, a second separator card at the beginning of the second container is needed. And if the span of two containers results in placing fewer than the minimum number of items per grouping in the next container, that is acceptable.)

4.4.1

Separator Cards

Separator cards are used to indicate a break between groupings as shown in Figure 17. There is no requirement to use the separator card to label the groupings.

Separator cards are made of thin, rigid cardboard (a weight of 120 to 160 grams per square metre is normally adequate), and can be any colour. They 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 sideways (as shown in Figure 18)
• be placed in front of the first mail item in each grouping, and
• be big enough and heavy enough card stock to prevent cards 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.

4.4.2

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 19).

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 20)
• if both edgemarks are used, there is a gap of approximately 25 mm between the DMD mark and the Delivery Facility mark.

Figure 20 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 envelopes in a container in the location reserved for the DMD or Delivery Facility.

5

Place the Groupings in Containers (Step 3)

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5.1	Hardsided Containers

Canada Post accepts two basic types of hardsided containers for the movement of Lettermail Presort:

• Lettertainers are used for Standard mail only
• Flats tubs are used for Oversize (O/S) mail only.

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

The same type of container must be used for the entire deposit. All containers must be deposited with lids (as shown in Figure 21), 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 8 lists the specifications for hardsided containers.

Face all mail in hardsided containers in the same direction (as shown in Figure 22). Ensure the items do not stick together as they may be damaged during processing or jam and/or damage the machinery.

5.1.1

Hardsided Container Fill Requirements

All containers should be full (as shown in Figure 23 and Figure 24). While the ideal is that all containers be 100% full, the minimum acceptable is 90%. A container is considered full when:

• the contents and the container (including lid) weigh 22.7 kg (50 lb). This maximum weight must not be exceeded, even if it is necessary to reduce the number of items in the container. (In that instance, less-than-full containers are acceptable.) Items in less-than-full containers must be bundled to maintain the integrity of the sort
• its contents, when the container is tipped on its short end at a 45–90° angle, are compressed by their own weight to fill at least 90% of the container’s length. This holds true even when only one container is going to a destination.

After the Customer has filled one or more hardsided containers to the same destination, there may be mail items to that destination left over. The Customer may prepare one less-than-full container for that destination. The less-than-full container has no minimum fill requirement, but the Customer must keep the mail in its presorted order by strapping or bundling the mail items (as shown in Figure 25).

Mail can be placed lengthwise in the container only when no other options can be used (as shown in Figure 26).

5.2	Levels of Containerization

When placing groupings in containers, the Customer needs to consider how to sort them and how much mail is needed to fill a container for a Delivery Facility. Also, if a grouping is too large to fit in one container, the Customer would need to prepare and insert a second separator card or edgemarking at the beginning of the second container for that grouping. Table 9 lists how to use groupings to consolidate mail in containers (see also Figure 10: “Incentive Lettermail Presort NPS Levels”).

5.2.1

Urban Delivery Facility (Level 1) Where DCF Consolidation Is Not Permitted

The following applies to Urban Delivery Facilities where DCF (Level 3) consolidation is not permitted.

Some major urban centres do not consolidate to a DCF (as shown in Table 10). For these major urban centres, there is no DCF access for the groupings.

1. Where there is sufficient volume to fill at least one container for an Urban Delivery Facility, create a container for that facility (as shown in Figure 27).
2. After one or more full containers to the same Delivery Facility have been completed, one less-than-full container to the same Delivery Facility is allowed.
3. If there is less than one container, mail does not qualify as Presort.

The following flowchart demonstrates how urban mail can be containerized when only Level 1 consolidation is permitted.

The Customer must have a minimum of one full container for the mail to qualify as Presort.

5.2.2

Urban Delivery Facility (Level 1) Where DCF Consolidation Is Permitted

The following applies to Urban Delivery Facilities where DCF (Level 3) consolidation is permitted.

1. For urban mail where there is sufficient volume to fill at least one container for an Urban Delivery Facility, create a container for that facility (as shown in Figure 28).
2. If there is less than one container, the urban mail may be combined with other urban or rural mail within the same DCF to fill a minimum of one container for the DCF.

5.2.3

Rural Delivery Facility (Level 1)

1. For rural mail where there is sufficient volume to fill at least one container for a Rural Delivery Facility, create a container for that facility (as shown in Figure 28).
2. If there is less than one full container, this rural mail may be combined with other urban or rural mail within the same DCF (Level 3) to fill a minimum of one container for the DCF.

5.2.4

Distribution Centre Facility (Level 3)

The following applies to Urban Delivery Facilities where DCF consolidation is permitted.

1. Figure 29 demonstrates how urban and/or rural mail can be combined within a DCF (Level 3) container where DCF consolidation is permitted.
2. After one or more full containers to the same DCF have been completed, one less-than-full container to the same DCF is allowed.
3. If there is only less than one container for the DCF, the mail does not qualify as Presort.

5.3	Sequencing Groupings within Hardsided Containers

It is important to maintain the integrity of the presort when the Customer places the mailing in containers. Customers must:

• maintain alphanumeric order when placing the mail in containers
• face all mail in the same direction, and
• use any edgemarkings or separator cards when preparing for the groupings.

1. Urban Delivery Facility Container (as shown in Figure 30):

• sequence by DMD in alphanumeric order.

2. Rural Delivery Facility Container (as shown in Figure 31):

• sequence by facility’s full Postal Code in alphanumeric order (e.g., K0A 1A0, K0A 1A1 ALMONTE ON).

3. DCF Container (as shown in Figure 32):

• first, sequence by Urban Delivery Facilities, in NPS order and by DMD within Urban Delivery Facilities, and
• then, sequence by Rural Delivery Facilities, by full Postal Code in alphanumeric 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 NPS. Correct labelling of containers ensures that mail is directed to the appropriate work centre within a Canada Post facility.

Visit canadapost.ca/postalservices to obtain artwork for container labels.

For example:

• an addressed Urban Delivery Facility container would be labelled as follows:

• an addressed Distribution Centre Facility would be labelled as follows:

Available through SERP software vendors is an updated Presort Mailing Plan Import Program for Lettermail Presort mailings. The updated SERP software includes new container label specifications for Lettermail Presort mailings which assists with induction and verification (see Figure 34 for an example of a barcode container label). Use of the Presort Mailing Plan Import Program for presort mailings is optional for Lettermail Presort customers.

6.1	Labels, Service and Routing Information

Container labels for Incentive Lettermail must be white with black lettering and a black bar. They must be bilingual and include the following information (as shown in Figure 33):

• Service name (e.g., Standard Lettermail)
• Service option (e.g., Presort)
• NPS routing information as follows:

• facility Postal Code
• facility name (e.g., OTTAWA)
• province abbreviation (e.g., ON), and
• routing designation (e.g., LCD Centretown).

6.1.1

NPS Routing Information

Figure 35, Figure 36, and Figure 37 show examples of how to determine the NPS routing information from the National Presortation Schematic (NPS).

6.2	Labelling Hardsided Containers

Labels must be placed in the label holder on hardsided containers (as shown in Figure 38) before being deposited.

6.3	Producing Labels

The Customer has four (4) options for producing labels:

• ordering labels from Canada Post
• printing labels from Canada Post templates, or
• making custom labels using Canada Post specifications
• using barcoded labels produced by SERP.

To order labels, contact the Customer Relationship Network (1.888.550.6333 or 1.800.260.7678) and use the label form number to order labels. Table 12 lists the label form numbers.

If the Customer is producing labels using Canada Post templates or producing their own labels, the site canadapost.ca/postalservices under Container Labels offers both camera-ready artwork for the templates and Canada Post specifications for producing custom labels.

6.3.1

Special Instructions for Producing Labels

• print one side only
• labels must fit into label holders and be easily extracted from the label holders
• labels must be in bilingual format.

7

Make Up and Label Monotainers and Pallets (Step 5)

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A monotainer (as shown in Figure 39) 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 wooden or plastic platform used for the conveyance of hardsided containers or bags and/or Brick-piled mail items (visit canadapost.ca/mailpreparation under Brick-piling). Customers must provide their own pallets.

Monotainers and pallets keep together mail intended for the same destination (e.g., all mail for Vancouver arrives on one pallet), which reduces the amount of handling, and ensures a complete mailing arrives at its destination.

Canada Post encourages the Customer to consolidate lettertainers and flats tubs by using pallets and, when available, monotainers.

7.1	Using the Lettermail NPS to Make up Monotainers and Pallets

Containers may be consolidated into monotainers or onto pallets for all four levels of the NPS, (as shown in Figure 40).

7.1.1

Consolidating Containers Where DCF Consolidation Is Not Permitted

1. 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 (as shown in Figure 41). Figure 41 also shows an example of the label (see section 7.2 “Labelling Monotainers and Pallets” for more information) the Customer would produce when there are enough containers to fill a monotainer or pallet for K1P, K1R and K2P.

2. If not, the next option is to consolidate containers for more than one 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 42 which also shows an example of the label the Customer would produce).

3. Where DCF Consolidation is not permitted (as indicated on the NPS), if there are not enough containers for City Consolidation, consolidate containers with other Urban and/or Rural Delivery Facilities (as indicated by brackets of inclusion on the NPS), to make an FCP (Level 4) monotainer or pallet. For example, consolidate containers for K1P, K1R and K2P and/or K1L, K1M and K1N above with those for K2S, K0A and K0H (as shown in Figure 43 which also shows an example of the label the Customer would produce).

7.1.2

Consolidating Containers Where DCF Consolidation Is Permitted

1. If the Customer has sufficient containers to fill a monotainer or pallet, make an Urban Delivery Facility or a Rural Delivery Facility (both Level 1) monotainer or pallet (as shown in Figure 44). Figure 44 also shows an example of the label the Customer would produce to fill a monotainer or pallet for K7K and K7L.

2. If not, the next option is to consolidate containers for more than one Urban Delivery Facility (as indicated by brackets of inclusion on the NPS) to make a City Consolidation (Level 2) monotainer or pallet. See section 7.1.1 “Consolidating Containers Where DCF Consolidation Is Not Permitted” for more information).
3. Where DCF consolidation is permitted, if the Customer does not have enough containers for City Consolidation, 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 K7K and K7L above with those for K0H (as shown in Figure 45 which also shows an example of the label the Customer would produce).

4. If the Customer does not have 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 an FCP (Level 4) monotainer or pallet. For example, consolidate all of the above with containers for K1P, K1R and K2P and/or K1L, K1M and K1N and/or K2S and K0A (as shown in Figure 46 which also shows an example of the label the Customer would produce).

Remaining containers that cannot be consolidated to NPS Levels 1 to 4 can be placed in a monotainer or on a pallet and labelled according to Figure 48.

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.

7.2.1

Containers That Could Be Consolidated to NPS Levels 1 to 4

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 47):

• Service name (e.g., Standard Lettermail)
• Service option (e.g., Presort)
• National Presortation Schematic (NPS) routing information 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).

The font size should be large enough to fill the entire label, and be visibly predominant in bold type (as shown in the figure 46).

For Customers wishing to include other internal directives on the shipping containers, we recommend they use a colour different than white.

7.2.2

Containers That Could Not Be Consolidated to NPS Levels 1 to 4

Remaining containers that could not be consolidated to NPS Levels 1 to 4 can be placed in a monotainer or on a pallet and labelled as follows (as shown in Figure 48):

• Service name (e.g.,Standard Lettermail), and
• Service option (e.g., Presort).

7.2.3

Attaching Labels to Monotainers and Pallets

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 49).

8

Prepare the Mailing Summary (Step 6)

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8.1	What is a Mailing Summary?

The Mailing Summary is a software-generated report that captures the presortation details and parameters associated with the mailing. A Mailing Summary in hard-copy format must be submitted with each Lettermail Presort mailing, at the time and location of deposit. (An electronic version may be acceptable if the Customer obtains prior approval from Canada Post).

Available through SERP software vendors is an updated Presort Mailing Plan Import Program for Lettermail Presort mailings.

The updated program includes new functionality where an exportable file for mailing plans can be generated and imported into the Electronic Shipping Tool (EST) through both the Desktop and Online versions. The new file assists in the creation of the Order (Statement of Mailing) which minimizes duplication of effort and errors relating to date entry.

Use of the import file capability is optional for all other Presort Lettermail Orders.

8.1.1

General Information

The Mailing Summary must contain the following information, subject to approval by Canada Post.

• Customer name
• Customer address
• Customer telephone number
• Customer contract number
• Service name
• Service option
• Statement of Mailing #: (entered at a later date)
• Delivery Mode Data Product valid for mailing dates
• Delivery Mode Audit Code

8.1.2

Software Name and Version

8.1.2.1

Software Parameters

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

8.2	Mailing Details

The Mailing Details are required only when requested by Canada Post. They must contain the following:

• NPS Level of Access, service option and routing information for monotainers and pallets (if applicable) and containers within monotainers or pallets; and
• Delivery Mode Details, type, size, and routing information for groupings and bundles within containers (section 6 “Label the Containers (Step 4)”).

9

Preparing Monotainers with Mixed Lettermail Services

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9.1	Mixing Lettermail Services

Customers with small numbers of remnant containers for different Lettermail service categories (e.g. Short and Long (S/L) and Oversize (O/S) Presort Lettermail, Short and Long (S/L) and Oversize (O/S) Machineable Lettermail and Short and Long (S/L) and Oversize (O/S) Full Rate Lettermail) may place the containers within the same monotainer* provided the following requirements are met:

• only one mixed monotainer is permissible per deposit and/or per Order (Statement of Mailing). If there are enough containers to make one full mixed services monotainer, the monotainer must be filled to capacity before starting another mixed services monotainer;
• the containers for each service should be physically separated within the monotainer (e.g. by corrugated plastic or cardboard that covers the entire surface area of the monotainer) as shown in Figure 50;

• when preparing a monotainer, place Presort mail trays at the bottom of the mixed monotainer and then place Full Rate or Machineable containers on top;
• Customers should identify the number of containers per Order (Statement of Mailing) in EST if they are mixing mail from different Orders (Statements of Mailing) in the last monotainer. If the number of containers to be used with the mailing is unknown at the time the EST Order is created, it may be hand written on the Order document in the appropriate container box on the Order (Statement of Mailing) prior to induction of the mailing to Canada Post;
• if items are brick-piled within the mixed services monotainer (are only allowed for annual financial reports - Incentive Oversize (O/S) Lettermail, see section 1.1 “Who Should Use This Guide?” of “Brick-piling Mail”), Short and Long (S/L) items in Lettertainers can be placed on top of brick-piled mailings.

Figure 51 illustrates a few examples of what is acceptable and not acceptable as mixed Lettermail services monotainers.

9.1.1

Labelling Monotainers containing Mixed Lettermail Services

The monotainer must be affixed with a label that clearly indicates an Order (Statement of Mailing) number(s), types of the Lettermail services included in the monotainer (service name and service option) and the destination plant (as shown in Figure 52).

9.1.2

Labelling Containers within the Mixed Services Monotainers

All containers within the mixed Lettermail services monotainer must be properly labelled as described in section 6 “Label the Containers (Step 4)”. In addition, if the mail is from various Orders (Statements of Mailing), the Order (Statement of Mailing) number(s) of the mail contained therein must be indicated on each container label and/or the Orders (Statements of Mailing) and the associated container labels are to be colour-coded for identification purposes. The colour identifier must be clearly visible from a distance of 1.5 m and a colour other than green or red.