Unaddressed Admail™

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 the requirements for the preparation of an Unaddressed Admail mailing for deposit to Canada Post.

1.2	What Is Mail Preparation for Unaddressed Admail?

Mail preparation is the process of bundling mail items securely, placing them in Canada Post supplied hardsided containers, Flexipack™ pouches, or Customer-supplied boxes pre-approved by Canada Post, and labelling the containers with the urban or rural delivery facility where the containers will be delivered.

1.3	Requirements for Unaddressed Admail

To qualify as Unaddressed Admail:

• the mail items must be mailed in Canada for delivery in Canada
• the mail items must meet all Canada Post requirements outlined in the Unaddressed Admail Agreement. Consult the Unaddressed Admail Customer Guide and other applicable documents outlined in the Unaddressed Admail Agreement (see section 1.4 “Information Sources”).

1.4	Information Sources

This Mail Preparation and Presortation Guide forms part of the Agreement, and all references to this 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^OM, householder counts, maps, the National Presortation Schematic (NPS), Delivery Modes, Electronic Shipping Tools (EST), and the mailing and distribution plans that are required to prepare Unaddressed Admail mailings.

2.1	The Postal Code

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.

For example, 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 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	Householder Counts

Information about the delivery areas served by Canada Post’s delivery offices is segmented into the number of houses, apartments, farms and business points of call that help Customers determine the number of items needed for their mailing.

The national database of Householder Counts is available on CD-ROM or by download from a secured Canada Post FTP site on a 12-month subscription basis, which includes monthly updates. Visit canadapost.ca/cpc2/addrm/hh/default-e.asp for Individual Householder Counts, which are available free of charge.

For information on Data Products, visit the Canada Post Address Management web page at canadapost.ca/am or send an email to data.product@canadapost.ca or contact a Canada Post Representative at 1.800.363.3459.

2.3

Maps

2.3.1

FSA Maps

The FSA Maps identify the specific geographic boundaries for every FSA in Canada. The maps will assist in determining sales territories, plan coverage for a direct mail campaign, or study new locations for a retail store or business. Visit canadapost.ca/cpc2/addrm/hh/default-e.asp to view the FSA Maps online.

2.3.2

Letter Carrier Walk Maps

Letter Carrier Walk Maps provide the actual routes (walks), covered by the Letter Carriers. This is particularly useful for targeting local neighbourhoods. This information can be easily transferred to the Unaddressed Admail Delivery Slip which provides delivery instructions to Canada Post, and ensures items are delivered to the specific target audience. An Unaddressed Admail Delivery Slip (ADS) is not required when the Business Desktop 2.0 version of EST is used. Refer to section 4.1.2.1 “Electronic Order (Electronic Shipping Tools [EST])” of “Unaddressed Admail™ – Customer Guide” for more information. Visit canadapost.ca/cpc2/addrm/hh/default-e.asp to view the Letter Carrier Walk Maps online.

2.4	National Presortation Schematic (Non-Lettermail)

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

The Non-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 as a consolidation tool for all Canada Post Communication products. The NPS has four levels of access:

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

Following the NPS levels of access is key to the consolidation of Unaddressed Admail (as shown in Figure 3).

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

2.5	Delivery Modes

A Delivery Mode refers to the methods of delivery. Examples of Delivery Modes are:

• Letter Carrier Route (LC)
• Call For (CF)
• Direct (DIR)
• General Delivery (GD)
• Rural Route (RR)
• Lock Boxes (PO Box)
• Suburban Services (SS)
• Motorized Route (MR).

2.6	Electronic Shipping Tools

EST is a free, fast and flexible way to prepare Orders (Statements of Mailing). Two (2) user platforms have been developed: the Online and the Desktop versions.

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

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

Unaddressed Admail mailings prepared using the “Fully Featured” or “Express Order Entry” versions of the Electronic Shipping Tools have access to Track a Mailing.

2.7	Mailing and Distribution Plans

Before preparing the mailing, a distribution plan is required when EST is used), or a mailing plan [for manual Orders (Statements of Mailing)]. These plans will guide the number of containers for each delivery facility and the labelling.

When preparing Orders (Statement of Mailings) using EST, a distribution plan will be generated, regardless of the number of destinations for the mailing.

When preparing Orders (Statements of Mailing) manually, a mailing plan must be prepared. Any format can be used as long as the following information is included:

• Customer name
• Customer account number
• Order (Statement of Mailing) serial number
• control number(s) of each Unaddressed Admail Delivery Slip (ADS) in the mailing (there may be more than one Unaddressed ADS for a Delivery Facility, depending on the nature of the mailing, see section 3.3 “Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3)” for more information)
• Postal Code of the Delivery Facility listed on each Unaddressed ADS
• volumes forwarded to each Delivery Facility.

An Unaddressed Admail Delivery Slip (ADS) is not required when the Business Desktop 2.0 version of EST is used. Refer to section 4.1.2.1 “Electronic Order (Electronic Shipping Tools [EST])” of “Unaddressed Admail™ – Customer Guide” for more information.

3

Steps for Preparing Unaddressed Admail

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Mail that has met all the requirements for Unaddressed Admail (see section 1.3 “Requirements for Unaddressed Admail”) goes through up to five steps for mail preparation:

1. Place the Mail Items in Equivalent-sized Bundles (Step 1).
2. Place the Bundles in Containers (Step 2).
3. Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3).
4. Label the Containers (Step 4) – Correct labelling ensures that mail is sent to the correct Delivery Facility.
5. Make Up and Label Monotainers and Pallets (Step 5) – Monotainers and pallets make it much easier to move the mail because it reduces the amount of handling and ensures the complete mailing arrives simultaneously at any one destination.

3.1	Place the Mail Items in Equivalent-sized Bundles (Step 1)

3.1.1

Bundling

A “bundle” describes a number of mail items secured together by double strapping (using elastic bands, string or plastic straps). Shrink wrapping is not permitted for Unaddressed Admail. The maximum thickness of a bundle is shown in Table 4.

Placing the mail in bundles in the following manner assists in distributing the mail to the correct Delivery Facility.

The mailing must be bundled in equal amounts of not more than 200 items in each bundle, not to exceed the thicknesses specified in Table 4. All bundles should contain equal quantities, except the last bundle of a mailing for each Delivery Facility, which may be smaller and is referred to as the Residue bundle.

For example:

• 1255 flyers are requested to be delivered to “Anytown” Delivery Facility
• The standard bundle size for the mailing is 200 items
• The mail for “Anytown” would be prepared in 6 bundles of 200 items and one Residue bundle of 55 items.
• (6 ¥ 200) + 55 items = 1,255 items.

3.1.2

Double-Strapping

Each bundle must be securely tied or banded (double-strapped) to prevent breaking open during handling or while in transit (as shown in Figure 4).

3.2	Place the Bundles in Containers (Step 2)

All items in a single mailing must be deposited in Canada Post supplied hardsided containers, Flexipack pouches, Customer-supplied containers (including boxes) pre-approved by Canada Post, or brick-piled (please refer to the Brick-piling Mail Preparation and Presortation Guide at canadapost.ca/mailpreparation).

Unaddressed Admail must be placed in one or more containers for each Delivery Facility.

The weight of each container (the container plus the mailing) must not exceed 22.7 kg (50 lb).

3.2.1

Types of Containers

Three (3) types of containers can be used for the movement of Unaddressed Admail through Canada Post’s mail distribution network:

• Canada Post supplied hardsided containers (lettertainers and flats tubs)
• Customer-supplied containers (including boxes) pre-approved by Canada Post
• Flexipack™ pouches

The supply of Canada Post equipment is dependent on conditions and availability. In instances where Canada Post equipment is not available, Canada Post pre-approved Customer-supplied containers (e.g.: hardsided containers) and/or pallets must be used.

When targeting multiple delivery facilities in a mailing, customers may vary the type of containers used (hardsided containers, boxes, Flexipack pouches or brick-piled pallets), provided the same type of container is used for each delivery facility.

3.2.1.1

Canada Post Supplied Hardsided Containers

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

1. Lettertainers (as shown in Figure 5) may be used for Standard and Oversize (O/S) Unaddressed Admail items.
2. Flats tubs (as shown in Figure 6) must be used for Oversize (O/S) Unaddressed Admail items only.

The maximum weight of a hardsided container (including the container and 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 5 lists the specifications for hardsided containers.

Hardsided Container Fill Requirements

The minimum fill requirement for hardsided containers is 80% of the container's capacity (except for the residue container).

To maximize the use of container fill, for uneven bundles, items can be placed width wise or length wise in the container. When preparing containers, ensure items do not exceed the maximum height.

3.2.1.2

Flexipack™ Pouches

Two (2) types of Flexipack pouches can be used for the movement of mail (as shown in Table 6):

• small Flexipack pouches (241558)
• large Flexipack pouches (241559).

3.2.1.3

Customer-supplied Containers

Canada Post must pre-approve the use of other containers. Such containers must, at minimum, meet the following guidelines:

• are sturdy, i.e., able to withstand normal handling during processing (sorting with other containers, transporting, opening, emptying, etc.)
• made from non-toxic and environmentally friendly materials
• have a ratio of length, width and height that is reasonable, that is, that the container can easily be handled and transported by Canada Post equipment
• have a maximum weight that does not exceed 22.7 kg (50 lb) for a box or a Customer-supplied container
• must be labelled to Canada Post requirements
• are disposable (since they cannot be returned)
• do not resemble containers that are commonly used for disposal or recycling (e.g., garbage bags, recycling bins)
• have removed any other labels containing addressing information.

3.3	Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3)

The Unaddressed Admail Delivery Slip (ADS), (as shown in Figure 7), serves to identify the mailing and is attached to the Residue bundle for each Delivery Facility. It includes the specific delivery instructions, including the selected Forward Sortation Area (FSA) and route numbers.

If the Order (Statement of Mailing) is submitted manually (instead of using EST) or the “Statement of Mailing (SOM) only” version of EST is used, the completed Unaddressed ADS for each Delivery Facility must be back stamped with the RVU stamp by the Receipt Verification Unit (RVU) or the office stamp by the Corporate Retail Counter, before the Customer attaches Part 3 to the Residue Bundle. Part 3 of the Unaddressed ADS is proof of payment by the Delivery Facility.

There are three (3) parts to the Unaddressed ADS:

• Part 1: Mailer copy – The Customer keeps the first page of the Unaddressed ADS for their files.
• Part 2: Attach to the Statement of Mailing – When the mailing is for 10 or fewer Delivery Facilities and EST is not used, the second page of the Unaddressed ADS must be stapled to the back of the SOM (see section 2.7 “Mailing and Distribution Plans” for more information). If a Manifest is used, Part 2 of the Unaddressed ADS for the files may also be kept.
• Part 3: Insert in the last container for each Delivery Facility – Attach the third page of the Unaddressed ADS to the Residue bundle, which is placed in the last container for each Delivery Facility. For example, if 40 containers are being sent to a Delivery Facility, the Residue bundle can be inserted with the Unaddressed ADS attached in the container labelled as 40 of 40.

3.4	Label the Containers (Step 4)

All containers must be labelled to their destination based on the Householder Counts available on CD-ROM or on the Canada Post website at canadapost.ca/cpc2/addrm/hh/default-e.asp or the NPS (Level 1 – Delivery Facility). If EST is used, container labels are generated automatically. Correct labelling of containers ensures that mail is directed to the correct Delivery Facility.

When using Canada Post hardsided containers, labels must be placed in the label holder before depositing at a Canada Post facility.

3.4.1

Label Information Requirements

Container labels must be bilingual and include the service name (Unaddressed Admail). The label serves to identify the Delivery Facility; the mailing; and the service requirements. The following information is required:

• Mailed by: Indicate the name and mailing address of the company preparing the mailing for deposit with Canada Post.
• Mailed on behalf of: The name and mailing address of the company that owns the mail piece.
• Delivery Facility: The name of the Canada Post Delivery Facility as defined in the Canada Post Householder counts information available on CD-ROM or on the Canada Post website at canadapost.ca/cpc2/addrm/hh/default-e.asp, or the NPS Level 1.
• Number of Containers: Indicate the number of containers going to the same Delivery Facility in the format provided (e.g., 2 of 3 means that the container is the second of three containers for the Delivery Facility).
• Delivery Start Date: Indicate the date that delivery is to begin.

3.4.2

Producing Labels

Depending on the Customer’s preference, there are three (3) options for producing labels. They can be:

• generated automatically when using the “Fully Featured” versions of the Electronic Shipping Tools (EST)
• prepared manually using Canada Post supplied labels or
• created using Canada Post supplied blank labels.

To order labels, contact the Canada Post Customer Relationship Network (1.888.550.6333 or 1.800.260.7678) and use the label form number to order labels. The label form numbers are listed in Table 7.

Self-adhesive labels can be affixed to Customer-supplied containers such as boxes.

3.4.3

Special Instructions for Producing Labels

Labels must fit (or be folded to fit) into label holders and be easily extracted from the label holders. For Customer-supplied containers, place labels in the same location on each container: on the top or the side of the container.

3.4.4

Customer-generated Label

If using the Unaddressed Admail Peel Off Label (#33-086-523 [as shown in Figure 8] or #33-086-691[as shown in Figure 9]), simply detach the tractor feed and insert the label into the label holder without removing the adhesive label from the protective backing (as shown in Figure 8).

Self-adhesive labels such as label 33-086-691 can be affixed to Customer-supplied containers such as boxes.

3.4.5

Labelling Hardsided Containers

The Unaddressed Admail label must be completed (Form # 33-086-523 or #33-086-691) and placed in the label holder for each container.

3.4.6

Labelling Customer-supplied Containers

The Unaddressed Admail adhesive label must be completed (Form # 33-086-523 or #33-086-691) and affixed to each container or Flexipack pouch. Place the label on the top or the side and in the same location of each container. For Flexipack pouches, affix the labels on the designated labelling area on each pouch.

3.5	Make Up and Label Monotainers and Pallets (Step 5)

Use of monotainers or pallets is optional for Unaddressed Admail, but Canada Post encourages the consolidation of Customer-supplied containers (including boxes), Flexipack pouches, or Canada Post supplied hardsided containers by using monotainers or pallets. (Monotainers are preferable for consolidating Flexipack pouches). When pallets are used to consolidate Flexipack pouches, Gaylord-type packaging must be used to stabilize the pallets.

A monotainer (as shown in Figure 10) 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.

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 pallet (also referred to as a skid) is a wooden platform used for the conveyance of Customer-supplied or Canada Post supplied hardsided containers.

Mailers may use Canada Post reusable plastic pallets as a shipping unit for the following services (based on availability):

• brick-piled Unaddressed Admail (refer to the Brick-piling Mail Preparation and Presortation Guide at canadapost.ca/mailpreparation)
• containerized Unaddressed Admail

Reusable plastic pallets meet all of the above requirements and are available free of charge with a minimum order of 40 pallets. Reusable plastic pallets have economic, environmental and handling advantages over wooden pallets.

Containers may be consolidated into monotainers or on pallets.

3.5.1

Using the NPS to Make up Monotainers and Pallets

If consolidation of Customer-supplied containers, Canada Post supplied hardsided containers or Flexipack pouches using pallets or monotainers is chosen, the following illustrations show how to use the NPS for container consolidation.

Containers may be consolidated into monotainers or onto pallets for all four levels of the NPS (as shown in Figure 11). Flexipack pouches may be consolidated into monotainers or onto pallets for level 1 of the NPS as shown in Table 9.

Nesting of Hardsided Containers without Lids

Customers preparing mailings in hardsided containers for a direct Urban Delivery Facility or a Rural Delivery Facility (both Level 1) monotainer may nest hardsided containers without lids. It is recommended that full monotainers be covered with cardboard to protect the load. When using pallets (Canada Post reusable plastic pallets or wooden pallets), lids must be used and nesting of hardsided containers is not acceptable.

Customers that have sufficient hardsided containers or Customer-supplied containers to fill a monotainer or pallet can make an Urban Delivery Facility or a Rural Delivery Facility (both Level 1) monotainer or pallet. Customers can also consolidate direct Urban or rural delivery facility containers using the National Presortation Schematic (NPS) to levels 1-4. Mailings may also be containerized using the NEW Unaddressed Admail Flexipack pouches, when they are deposited directly at a Delivery Installation and do not require transportation or when consolidated at the Delivery Facility Level 1 (NPS) and inducted at a RVU or a Retail Outlet. Figure 12 shows the label that would be produced when there are enough containers to fill a monotainer or pallet for K1P, K1R and K2P (see section 3.5.2 “Labelling Monotainers and Pallets” for more information).

If there are not enough containers to make an Urban Delivery Facility or a Rural Delivery Facility (both NPS Level 1) monotainer or pallet, 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 13).

If there are not enough containers to meet the minimum fill requirement of a monotainer or pallet, for City Consolidation, determine whether DCF Consolidation is permitted for the next level. If it is permitted in the NPS Routing Information, 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 with those for K0H (as shown in Figure 14).

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 an FCP (Level 4) monotainer or pallet. For example, consolidate all of the above with containers for K2S and K0A (as shown in Figure 15).

3.5.2

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), have white with black lettering and must include the following information (as shown in Figure 16):

• Service name (Unaddressed Admail)
• 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).

Figure 16 shows what information should be on a label for a monotainer or pallet.

Choose a font size large enough to use the entire label. The destination plant must be visibly larger than other information, including Customer information.

Each monotainer must have at least one (1) label [two (2) are recommended] and each pallet must have two (2) labels (see Figure 17).