Machineable Mail

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.

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 Machineable Mail items for the following services:

• Addressed Admail, excluding Dimensional Addressed Admail
• Incentive Lettermail
• Publications Mail.

1.1.1

What is Machineable Mail?

Machineable Mail is prepared in a way that allows Canada Post to process it efficiently. The type of mail is clearly identified and mail items are arranged so that they can be read by Canada Post’s automated equipment.

1.2	Requirements for Machineable Mail

To qualify as Machineable Mail, the mail items must meet all requirements specified in the Agreement with Canada Post, as well as the requirements for service and type of mail such as read rate, size and weight. Table 1 summarizes these requirements, but the Customer must also consult the appropriate Customer Guide (see section 1.3 “Information Sources”).

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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2.1	Steps for Preparing Machineable Mail

Mail that has met all the necessary requirements (see section 1.2 “Requirements for Machineable Mail”) goes through up to five (5) steps of mail preparation:

1. Choose the Correct Type of Container (Step 1) – Use lettertainers for Standard and Short and Long (S/L) mail items. Use flats tubs for Oversize (O/S) mail items.
2. Place the Mail Properly in Containers (Step 2) – Proper placement helps ensure that Canada Post’s automated equipment functions smoothly.
3. Label the Containers (Step 3) – Correct labelling ensures that mail items are directed to the appropriate work centre within a Canada Post facility.
4. Make up and Label Monotainer and Pallet (Step 4) – Monotainers and pallets make it much easier to move the mail because it means the Customer and Canada Post handle one object instead of several.
5. Deposit the Mail (Step 5) – The mail must be deposited at an approved site accompanied by properly completed documentation.

2.2	Electronic Shipping Tools (EST)

In order to access Machineable 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.

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.

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.

To further assist, an import file functionality is available for all Machineable Mail products. The file helps consolidate line items by weight category and product article. The import of Machineable Mail files is only accepted using the Desktop version of the EST. Visit the Machineable Mail Import File guide at: canadapost.ca/mailpreparation.

A list of approved software providers is listed on the Canada Post website at canadapost.ca/presortationsoftware or Customers can obtain details on how to certify their file by contacting a Canada Post Customer Service Representative.

3

Choose the Correct Type of Container (Step 1)

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Canada Post uses two (2) types of hardsided containers for moving the mail: lettertainers and flats tubs. These containers have lids. If Machineable Mail items are deposited in monotainers, lids are optional.

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.

Standard or Short and Long (S/L) mail items should be placed in lettertainers (as shown in Figure 1). Oversize (O/S) mail items should be placed in flats tubs (as shown in Figure 2).

Other hardsided containers may be used if they meet the specifications in Table 3 and once prior approval from Canada Post has been received.

4

Place the Mail Properly in Containers (Step 2)

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4.1	Rules for Placing Mail in Containers

1. Place mail items in the container with the address and postal indicia (if applicable), all facing in the same direction.

2. Make use of all space available in the container.

3. Fill all containers to capacity; they must not weigh more than 22.7 kg (50 lb), (including the weight of the container and lid) when filled. Only the last container may be less than full since it will hold any mail items left over. If there is concern about the mail items jostling in a container that’s not full, bundle the mail items or place crumpled-up paper at the end to brace the mail items.
4. Make sure all containers have their lids, unless depositing in monotainers or arrangements with Canada Post have been made.
5. Ensure the items do not stick together as they may be damaged during processing or jam and/or damage the machinery.

5

Label the Containers (Step 3)

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5.1	Labelling Containers

Place labels in the label holders on containers before depositing the mailing.

Labelling individual containers is not required if all containers are placed in monotainers or on pallets (Canada Post requires labels for each monotainer or pallet indicating the destination mechanized plant). See section 6 “Make up and Label Monotainer and Pallet (Step 4)”.

5.2	Producing Container Labels

For labels that are either produced using Canada Post templates or 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.

5.2.1

Special Instructions

• print label on one (1) side only
• labels must fit into label holders (or sleeve on the side of the Canada Post container) 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
• if the mailing is deposited at the mechanized plant where it will be processed (for example, mail destined for Vancouver that is deposited at the Vancouver plant, see section 8.1 “Deposit Sites”), there is no need to enter the destination plant on the container tag.

Visit canadapost.ca/business/tools/pg/labels/default-e.asp to download container labels.

6

Make up and Label Monotainer and Pallet (Step 4)

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Canada Post encourages the consolidation of lettertainers and flats tubs by using pallets (also called skids) or monotainers. During peak periods (such as Christmas), the number of monotainers requested may not be available.

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.

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).

6.1	Labelling Monotainers and Pallets

Labelling monotainers and pallets ensures that mail items are 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 9):

• Service name (Publications Mail, Addressed Admail or Lettermail)
• Service option [e.g., Standard or Short and Long (S/L) Machineable or Oversize (O/S) Machineable]
• Destination plant (e.g., OTTAWA ON).

The font size should be large enough to fill the entire label, and be visibly predominant in bold type (as shown in Figure 9).

For Customers wishing to include other internal directives on the shipping containers, a 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 10).

7

Preparing Monotainers with Mixed Lettermail Services

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7.1	Mixing Lettermail Services

Customers with small numbers of remnant containers for different Lettermail service categories (e.g.
Standard (S/L) and Oversize (O/S) Presort Lettermail, Standard (S/L) and Oversize (O/S) Machineable Lettermail and Standard (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 (1) mixed monotainer is permissible per deposit and per Order (Statement of Mailing). If there are enough containers to make one (1) full mixed services monotainer, the monotainer must be filled to capacity before starting another mixed services monotainer
• the containers for each service must 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 11

• 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 the 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 (Statement of Mailing) 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”), Standard (S/L) items in Lettertainers can be placed on top of brick-piled mailings.

Figure 12 illustrates a few examples of what is acceptable and not acceptable as mixed Lettermail services monotainers.

7.1.1

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 13).

7.1.2

Labelling Containers within the Mixed Services Monotainers

All containers within the mixed Lettermail services monotainer must be properly labelled with the Lettermail service and option names. 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.

8

Deposit the Mail (Step 5)

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Except for monotainers, all containers being deposited must have their lids unless other arrangements have been made with Canada Post. Each mailing must be accompanied by all the required and properly completed documentation (see the appropriate Customer Guide listed under section 1.3 “Information Sources”).

8.1	Deposit Sites

Deposit Machineable Mail at one of the Canada Post approved sites listed in Table 5.