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Publications Mail™ – Customer Guide

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Last updated: 2014-04-04

Important Updates

Any description of change is provided for reference and convenience purposes only. The description of change does not form part of the Agreement between the Customer and Canada Post.

Customers should ensure they are using the most current version of the Customer Guide, including all amendments and other applicable documents, which are posted on the Canada Post website. See in particular, canadapost.ca/pmsupportdocuments for key support documents.

Important Updates:

Description of Change
Location
Revision v1.2
Posted on April 4, 2014
Effective on April 4, 2014
Updated Delivery Standards for Time Committed (National) from
4-12 to 2-10 business days.
Clarified that the downstream shipments option is only available when using EST 2.0.
Addition of Incentives.
Revision v1.1
Posted on February 24, 2014
Effective on February 24, 2014
Addition of CDC Level 3 to deposit location types.
Amendment v1.0
Posted on November 15, 2013
Effective on January 13, 2014
Changed all references to Change of Address (Mail Forwarding) requests to Mail Forwarding requests.
Throughout the document.
Clarified wrapping requirements for Publications Mail items containing sexually explicit material.
Introduced a non-transmitted Order surcharge.
Removed references to “Manual Order Processing Fee”.

Reminder of 2013 Updates:

Description of Change
Location
Revision v1.6
Posted on July 2, 2013
Effective on July 2, 2013
Introduced the Customized Postal Indicia.
Section 2.2.1.3 “Customized postal indicia”
Section 6.2 “General terms and conditions”
Clarified how to test the acceptability of enclosures within unwrapped Publications Mail.
Section 2.1.3.1 “General acceptance criteria for enclosures”
Revision v1.5
Posted on April 12, 2013
Effective on June 14, 2013
The 2D barcode label is now available through your SERP recognized presortation software.
Throughout document.
Introduced Letterflatainer (LFT) as an acceptable container.
Table 6: Letter Carrier Presort (LCP) – Short and Long (S/L) and Oversize (O/S)
Table 7: NDG Presort - Short and Long (S/L) and Oversize (O/S)
 
Posted on April 12, 2013
Effective on May 26, 2013
All references to “Redirection” have been changed to “Mail Forwarding”. All references to “Change of Address Notification (COAN)” have been changed to “Change of Address (Mail Forwarding) service”.
Section 1.4 “Delivery standards”
Section 1.5.1.1 “Mail Forwarding”
Revision v1.4
Posted on March 1, 2013
Effective on April 1, 2013
The “Subscription Driver Program” has been replaced with “Advertise Subscriptions”.
Section 1.5.2.1 “Advertise subscriptions”
Revision v1.3
Posted on February 1, 2013
Effective on February 1, 2013
The Smart Data™ Cleaner service has changed from an online environment to an offline environment to provide greater flexibility in meeting the unique data needs of our clients.
Section 1.5.1.2 “Undeliverable Publications Mail (uPM)”
Section 3.4 “Address Accuracy Program”
Revision v1.2
Posted on January 28, 2013
Effective on January 28, 2013
Removed “Names & Neighbourhood Direct” from the list of Canada Complete options. Business Direct has an added option to target only Home Offices.
Section 1.5.3 “Additional service”
NOTE:
This amendment updates the July 2, 2013 version 1.6 guide.

Please note that when there is an amendment or a revision to the document, the version number will be modified as follows:

  • an amendment increases the first digit in the version (e.g., version 2.0, 3.0)
  • a revision increases the second digit in the version (e.g., version 1.1, 1.2)
  • the version number restarts at 1.0 every January of a given year.

1

Service Overview

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1.1

The purpose of this Publications Mail Customer Guide

This Customer Guide has been designed to give customers detailed information needed to get the most from Canada Post’s Publications Mail service.

This Customer Guide forms part of the Agreement between the customer and Canada Post. It explains the qualifications and other Terms and Conditions under which this service is provided.

Customers should ensure they are using the most current version of the Customer Guide, including all amendments and other applicable documents, which are posted on the Canada Post website. See in particular, canadapost.ca/pmsupportdocuments for key support documents.

It is the customer’s obligation to meet all the requirements outlined in the Publications Mail Agreement.

NOTE:
Some words and expressions used in this document have a specific meaning. See Section 1 Definitions in the General Terms and Conditions for the definition of specific terms referenced throughout this document and this Agreement.

1.2

Publications Mail terminology

For the purpose of this Customer Guide, the following terms refer specifically to Publications Mail.

address carrier
(acceptable enclosure priced with the host publication)
separate enclosure (normally a single sheet or overcover used to provide the recipient’s address for delivery purposes), which is either attached to the outside of the publication or enclosed as an outsert with the host publication in a wrapper
may contain advertising or a promotional message and a response mechanism, such as a Business Reply Mail™ item
must not be personalized with more than the address block information (name and address) of the addressee. The address block information may include the keyline addressee account code (e.g., subscriber account number)
advertising brochure
(acceptable enclosure priced with the host publication)
a thin collection of unbound or stapled or press-pasted printed pages displaying a sampling of products or services for sale, which may include prices and item numbers
must not be perfect bound or similar to perfect bound
must not contain the word “CATALOGUE” or “CATALOG”
should not have an index or table of contents
see catalogue
advertorial
(acceptable enclosure priced with the host publication)
an advertising piece that is formatted to look like a newsletter or other host publication in order to attract a reader’s attention
must be clearly identified as “ADVERTISING”, “ADVERTORIAL” or “PROMOTIONAL” (or similar wording that makes it clear the item is an advertising piece) on the front page/cover, otherwise it will be treated as a co-packaged publication and priced accordingly
annual or one-time publication
(acceptable enclosure priced with the host publication)
an enclosed publication (newspaper, magazine or newsletter) published at a frequency of less than twice a year
it is clearly identified on the cover or in the masthead, with the words “ANNUAL PUBLICATION” or “ONE-TIME PUBLICATION” (or similar wording)
otherwise, it may be considered as co-packaged and priced accordingly
back issue
(acceptable enclosure priced with the host publication)
previously published copy/issue of the host publication
a back issue may be individually addressed as a host publication or enclosed and priced with a host publication
two or more back issues of a host publication may be sent as a Bundle of Unaddressed Copies
base price
the price corresponding to the base weight
base weight
the initial weight step for pricing purposes, i.e., up to 50 grams for Machineable Short and Long (S/L); up to 100 grams for Machineable Oversize (O/S) and NDG; and up to 200 grams for LCP
basic identifying information
the descriptive information about the publication required for proof of payment and processing, including for the return of undeliverable Publications Mail items
beauty seal
(acceptable enclosure priced with the host publication)
less than a single use of a cosmetic product sealed and attached to a page or to another acceptable enclosure in a way that does not substantially increase the thickness of the page or the enclosure
the cosmetic product is considered less than a single use if the seal can be lifted from the page, therefore considered as a beauty seal; if the sachet/packet can be removed from the page this is considered a single use or more, and therefore, considered and priced as a Sample
book
(not an acceptable host publication, but may be sent as an enclosure by co-packaging)
a collection of printed or manuscript pages sewn or glued together along one side and bound between rigid boards or flexible covers, which is published or intended for publication
published books normally contain an International Standard Book Number (ISBN)
booklet
(acceptable enclosure priced with the host publication)
a thin collection of unbound or bound printed pages between flexible covers whose content is related to the editorial content of the host publication
booklets must not adversely affect the ease of handling of the item
booklets cannot be a book, handbook or manual as defined in this section
bound
pages that are sewn, stapled or glued together
Bundle of Unaddressed Copies
two or more copies of the same host publication (and any enclosure) wrapped or tied together in a bundle for delivery to a news dealer or other bulk receiver at a single address
two or more back issues of a host publication may be sent as a Bundle of Unaddressed Copies
Business Reply Mail™ cards or envelopes
(acceptable enclosure priced with the host publication)
may be a Domestic or International reply card or envelope
a Business Reply Mail™ item (card or envelope), provided the Customer has entered into an appropriate Agreement with Canada Post for Business Reply Mail
buyer’s guide
(acceptable as a host publication and an enclosure priced with the host publication)
also referred to as source guide
by-law
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
a law enacted by a legislature or made by a local authority to regulate its own affairs
catalogue
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
bound printed matter containing a listing of items arranged in alphabetical or systematic order with details of products or services for sale and which may include prices and item numbers
catalogues typically contain an index or table of contents and/or the word “CATALOGUE” or “CATALOG”
also see advertising brochure
clear-wrapped
completely enclosed in a secure plastic wrapper, which is transparent or has a transparent window clearly displaying the required addressing and identifying information.
co-packaging
the inclusion of an item of Addressed Admail™ or Lettermail™ within a Publications Mail item, or two or more different host publications, including any acceptable enclosure(s), being sent to the same recipient within a single Publications Mail item
date calendars
(acceptable enclosure priced with the host publication)
date calendars containing editorial and/or advertising (appointment/date booklets or their refills may qualify as Samples and Promotional/Novelty items)
directory
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
printed matter of bound or spiral-bound pages comprised of an alphabetical or classified listing of names, addresses and/or other data, usually with an index and often with page tabs
a source guide or buyer’s guide is a type of directory that may qualify as an acceptable enclosure under specific conditions (see source guide)
double issue
(acceptable enclosure priced with the host publication)
two issues of a host publication bound together as one volume
enclosure
an insert or outsert that is included (attached or enclosed) with the host publication
enclosures must not adversely affect the ease of handling of the mail item
an enclosure is typically not part of the page count of the host publication
Customers often use an enclosure to increase their subscriber base and to generate new leads and advertising revenue
extra edition/issue
(acceptable as a host publication and an enclosure priced with the host publication)
a separate issue of the host publication that may or may not be published within the normal frequency of the host publication
handbook or manual
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
a book of reference or a guidebook that provides specific detailed information or instructions on a particular subject for use by a practitioner or operator
host publication
a newspaper, magazine or newsletter that is mailed as the primary Publications Mail item under a valid Agreement number
insert
editorial and/or advertising printed matter or promotional material enclosed within, or attached to, the pages or covers of a host publication
item
see Publications Mail item in this section
magalogue
(acceptable as a host publication or an enclosure by co-packaging)
a printed publication that combines the style, format and layout of a magazine and a catalogue in order to sell, promote or present products or services. It may include informative articles, pictures and product descriptions in the style of a magazine.
manual
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
see handbook in this section
maps and posters
(acceptable enclosure priced with the host publication)
generally made of paper or paper-like material
masthead
the part of the editorial space of a publication where staff members are identified as well as information, such as subscription rates, frequency and place of publication
minutes of meetings
(not an acceptable host publication but may be an acceptable enclosure priced with the host publication)
informal document outlining what transpired at a meeting
multiple Samples and Promotional/Novelty Items
(acceptable enclosure, priced and weighed separately from the host publication)
two or more Samples and Promotional/Novelty Items mounted on the same backing or packaged together as a chargeable enclosure, which may be separated from the host publication
one-time publication
(acceptable enclosure priced with the host publication)
also referred to as annual publication
opaque-wrapped
completely enclosed in a secure non-transparent envelope or plastic wrapper
origin-destination table
the table within Letter Carrier Presort software which identifies distance-based pricing structure
it is based on the National Presortation Schematic
outsert
editorial and/or advertising printed matter or promotional material enclosed with, but not attached to, a host publication in a wrapper or envelope
page
one side of a printed sheet or leaf
personalized
a personalized enclosure can only be accepted in Publications Mail as co-packaged Addressed Admail or Lettermail, if applicable, with the exception of a renewal notice
personalized is defined as containing the name of the addressee (person the item is being sent to) plus an additional piece of information (or more) relating to that individual
types of personalization include: address, unique membership number, account balance, points record, financial information, purchase history
address carriers must not be personalized with more than the address block information (name and address) of the addressee. The address block can include the keyline addressee account code (e.g., subscriber account number)
if personalized editorial content is part of the page count of the host publication, it is then considered an integral part of the publication itself and not an enclosure, therefore would be priced with the host publication
phantom price
the base price for the service option that is applied to the difference between the actual volume and the minimum volume required within a mailing
Promotional/Novelty Item
(acceptable enclosure, priced and weighed separately from the host publication)
a non-personalized item used to promote a brand name, a product or a service
a Promotional/Novelty Item may be an actual product provided that it is intended as a trial to be used, displayed or worn by the reader of the publication
if more than one identical paper or paper-like promotional item (e.g., brochures, maps) is enclosed with one host publication, then the Samples and Promotional/Novelty price will be applied to the collection of those items
some examples of Promotional/Novelty Items include: small articles of clothing, pens, date booklets and souvenirs
proxy
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
an official document used to authorize one person to act for another
a document providing authority/power to act for another specifically for voting purposes
Publications Mail item
the individually addressed mail piece under a valid Publications Mail Agreement, whether it is an unwrapped single copy, a wrapped host publication with an enclosure or a Bundle of Unaddressed Copies
renewal notice
(acceptable enclosure priced with the host publication)
printed notification, which may be personalized, to a subscriber about the status of the subscription and options for renewal of the host publication
renewal notices may also contain subscription offers for the host publication or other publications or may be for renewal of request subscriptions
report
(acceptable enclosure priced with the host publication only if it relates to the content of the host publication, otherwise it may be sent as an enclosure by co-packaging)
a printed document that describes the findings of some individual or group on a single subject
repositionable notes
(acceptable enclosure priced with the host publication)
adhesive repositionable notes can be adhered to a publication or its enclosures up to a maximum of three layers, otherwise the repositionable notes may be treated and priced as Samples and Promotional/Novelty Items. Visit canadapost.ca/postalstandards for more information.
ride-along publication
(acceptable enclosure priced with the host publication)
a complimentary, promotional copy of another title or the same title (a separate newspaper, magazine or newsletter that has not been requested) per mailing up to six times in a calendar year with the intention of building subscription levels (such as enclosing a Business Reply Mail item for the ride-along title)
must be clearly identified on the cover or on a separate sheet, card or overcover with the words “COMPLIMENTARY” or “FREE ISSUE/COPY” (or similar wording)
Sample
(acceptable enclosure, priced and weighed separately from the host publication)
trial or trial-sized item or specimen intended to indicate the nature of the product
may be an actual product provided that it is intended as a trial to be used, displayed or worn by the reader of the publication
scent strips and beauty seals are not considered Samples and are priced and weighed with the host publication some examples of Samples include: food, personal care items and household products
scent strip
(acceptable enclosure priced with the host publication)
a portion of a page or of an acceptable enclosure that is impregnated with a fragrance (less than a single use) in such a way that the scent cannot be released during normal postal handling
source guide
(also referred to as a buyer’s guide – acceptable enclosure priced with the host publication or acceptable as a host publication)
a special annual edition/issue of the host publication provided as an editorial service to the specific market served by the host publication and included in its annual editorial schedule
a source guide that is available to “members only” or available as part of a membership package is considered fulfilment, therefore priced as a co-packaged item
it is comprised of printed matter of bound pages whose format is similar to the host publication, including a cover that is prominently “branded” with the title logo of the host publication and the words “SOURCE GUIDE” or “BUYER’S GUIDE”
may contain an alphabetical or classified listing of names, addresses and/or other data, and must contain editorial and advertising relating to the host publication
a source guide or buyer’s guide may be enclosed with, or be a regular issue of, the host publication
magazine and tabloid formats may be combined as long as the host publication and enclosure(s) are of similar dimension to ensure ease of handling of the item
spiral binding may be accepted as long as it is wrapped or overcovered (to appear perfect bound) to ensure ease of handling
special edition/issue
(acceptable as a host publication or an enclosure priced with the host publication)
a separate issue of the host publication published outside the regular frequency of the host publication
supplemental (supplementary) mailing
an additional mailing of the current issue of a publication usually sent between regular issues for late renewals, new subscribers or non-subscribers
survey
(acceptable enclosure priced with the host publication only if in whole or in part it relates to the editorial or advertising content of the host publication and is not personalized, otherwise it may be sent as an enclosure by co-packaging)
a questionnaire that seeks to gather information or opinions
transcript of proceedings
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
formal records of institutional meetings or formal proceedings
voting ballot
(not an acceptable host publication but may be sent as an enclosure by co-packaging)
an official document used to cast or register a secret vote (blank generic nomination, registration, entry or similar type forms are not considered voting ballots and are acceptable enclosures)
wrapper
plastic or paper covering (e.g., polybag or envelope) that allows secure enclosure of promotional and/or editorial materials along with the host publication

1.3

What is Publications Mail?

A Publications Mail item is a newspaper, newsletter or magazine, including all acceptable enclosures and any wrapping, which:

  • is generally produced for the purpose of public dissemination of news and information; and
  • meets the requirements outlined in this Agreement.

When customers use Publications Mail they are assured access to every address across the country. Our sales and service team can respond quickly to customers’ concerns and questions because they understand the industry. We consult regularly with customers, and conduct research in the marketplace to stay on top of industry trends and developments. When it comes to delivering periodicals, Canada Post is the distributor of choice and Publications Mail is the preferred service in Canada.

1.3.1

Publications Mail qualifying criteria

To qualify for the Publications Mail service, mail items must be:

  • mailed in Canada and addressed to a subscriber, non-subscriber or news dealer anywhere in Canada
  • published and mailed at a regular frequency of at least twice a year, with an intent to publish and mail issues indefinitely with continuity from issue to issue. Newly-launched publications may qualify as Publications Mail even though the frequency of publication is undetermined. If the intent is to publish issues indefinitely with continuity from issue to issue at least twice within a twelve-month period, then the publication qualifies as Publications Mail, providing that all other requirements are also met
  • individual copies or Bundle of Unaddressed Copies
  • mailed under a valid Agreement number
  • within the minimum and maximum dimensions established by Canada Post, and

properly prepared and/or presorted in accordance with the applicable Mail Preparation and Presortation Guides. Visit canadapost.ca/mailpreparation for more information.

1.3.2

What is acceptable as a Publications Mail host?

A Publications Mail host includes:

  • newspapers in print form containing news, articles of opinion, features and usually advertising in a bound or unbound broadsheet or tabloid format (newspapers are usually printed and distributed daily or weekly)
  • magazines (including magalogues) in print form containing miscellaneous information, such as news, articles, features and usually advertising
  • newsletters in print form, non-promotional in nature, containing news or information of interest to a membership, special interest group or association and are usually in the form of printed sheets, pamphlets or small newspapers (newsletters may include some advertising).

1.3.3

What is unacceptable as a Publications Mail host?

The following are examples of items that do not qualify as a host publication:

  • minutes of meetings
  • surveys
  • reports
  • books, recipe books (recipe magazines are acceptable), handbooks, manuals or any amendments or revisions to them in the form of replacement pages
  • catalogues (magalogues are acceptable as a host, see section 1.2 Publications Mail terminology)
  • business, commercial, technical, stock listings
  • street, telephone or other directories
  • transcripts of proceedings
  • by-laws
  • annual, quarterly or other regular-frequency reports on financial performance
  • invoices
  • proxies or voting ballots
  • non-mailable matter (see section 2.1.4 Non-mailable matter).

For definitions, see section 1.2 Publications Mail terminology.

If an item or any of its components is tendered as Publications Mail and does not qualify for Canada Post’s Publications Mail service, then the process outlined in the General Terms and Conditions applies. See the General Terms and Conditions component of this Customer Guide for more information.

Dangerous substances or articles prohibited by law are not acceptable as Publications Mail. For more information on unacceptable items, visit Non-mailable Matter at canadapost.ca/postalguide for more information.

Commingling 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). Enclosing ride-along publications, back issues and co-packaged items with a host publication is not considered commingling. See “Ownership of Mail” in section 6.2 General terms and conditions.

1.4

Delivery standards

Delivery standards are estimates of how long it will take for the mail to be delivered from the point of deposit to the destination points. These delivery standards are not guaranteed.

A general overview of the Publications Mail delivery standards is as follows:

 
General
Time-Committed
Local
3 business days
2 business days
Within a Province
4-5 business days
3-4 business days
National
4-13 business days
2-10 business days
NOTE 1:
Delivery standards are calculated from the day of deposit (day 0) plus the number of business days required for delivery. The number of days excludes the day of mailing, weekends and statutory holidays. Weekend and statutory holiday deposits are considered deposited on the following business day.
2:
These delivery standards do not apply to forwarded or returned items.
3:
Delivery standards for items deposited at Canada Post locations are subject to cut-off times. Mail deposited after the cut-off time is considered as being deposited on the next business day. Visit canadapost.ca/cutofftimes for current cut-off information for select deposit locations.
4:
Delivery standards are subject to change without notice.

For more information, visit Delivery Standards in section 2.2 Publications Mail™ of the Canada Postal Guide.

1.4.1

Time-committed Publications Mail

Time-committed Publications Mail delivery standards are available to customers with frequent mailings, if the following criteria are met:

  • Time-committed Publications Mail mailings must be deposited a minimum of 20 times per year, and either be:
  • presorted by Letter Carrier Presort (LCP) or NDG Presort with a minimum of 40% of each mailing being presorted direct to Delivery Facility bundles/groupings, or
  • prepared as Machineable Publications Mail
  • mailers must use the Time-committed “J” labels/tags on all containers
  • mailers must use the Electronic Shipping Tools (EST) to create the Order (Statement of Mailing).

The mailing must also meet all other requirements for Publications Mail. Failure to adhere to the criteria as stated above may result in your mailing not following the Time-committed delivery standards.

1.5

Service features and options

1.5.1

Features

A feature is provided as part of the basic service.

1.5.1.1
Mail Forwarding

Publications Mail items that cannot be delivered as originally addressed because the addressee has moved will be forwarded to the addressee at no extra charge while there is a Mail Forwarding request in effect.

Mail bearing the name of the addressee followed by the words “OR OCCUPANT” or similar wording, or mail bearing a non-personalized descriptor, including “OCCUPANT”, will not be forwarded. In such cases, the item will be delivered to the original destination address.

1.5.1.2
Undeliverable Publications Mail (uPM)

Publications Mail items are treated as undeliverable mail if:

  • the item does not bear a complete and valid address
  • the item is addressed to a non-existent address
  • the item is refused by the addressee
  • delivery is prohibited by law
  • the item cannot otherwise be delivered to the address.

The customer may elect to either:

  1. receive an undeliverable Publications Mail data report electronically, or
  2. have the entire undeliverable Publications Mail item (including Bundles of Unaddressed Copies) returned by mail.

For more information, consult the Undeliverable Mail section of the Canada Postal Guide.

Undeliverable Publications Mail electronic data report
If the customer elects to receive the undeliverable Publications Mail electronic data report, Canada Post, acting on behalf of the customer, will:

  • create an electronic data report based on the address label information, publication issue and title from each undeliverable Publications Mail item [e.g., name, address, city, province, Postal CodeOM, the “keyline” addressee account code (if applicable), publication issue and title]
  • send an email, on a weekly basis, to the customer-supplied email address(es) that is linked to the Identifying information for Publications Mail items printed on the publication. The email will contain a link where an electronic data report for each title containing the applicable address(es) and related information can be accessed through a secure managed file transfer service, and
  • arrange for the undeliverable publication item to be disposed of or recycled at its discretion.

The uPM processing fee specified on the Publications Mail Price Sheet will be applied for each undeliverable Publications Mail item to the agreement owner as identified by the Publications Mail Agreement number printed on the publication.

NOTE 1:
Customers should place the basic identifying information on or near the address label of the Publications Mail item to assist in accurate and efficient data processing (see section 2.2.1.1 Basic identifying information).
2:
Customers should place the “keyline” addressee account code directly above the addressee's name on the address label for optimum data capture. The “keyline” should be clearly identifiable.
3:
Customers may provide up to three email addresses with the understanding that the weekly reports will be sent to all email addresses.

Canada Post encourages customers to use the Smart Data™ Cleaner service to clean and standardize their address lists while removing addresses that are undeliverable, duplicated, incorrect, or have requested to not be contacted. For more information visit canadapost.ca/smartdatacleaner.

Undeliverable Publications Mail returned by mail
If the customer does not choose to receive the undeliverable Publications Mail electronic data report, the undeliverable publications (including Bundles of Unaddressed Copies) will be returned by mail. Canada Post, acting on behalf of the customer, will return the undeliverable Publications Mail items to the Canadian return address as identified on or in the publication as specified below.

Canadian return address
If the return by mail option has been chosen, a Canadian return address to which the undeliverable publications are to be returned must appear as illustrated in the following example and must also contrast with the background for legibility:

RETURN UNDELIVERABLE ITEMS TO MY COMPANY/DEPARTMENT
123 MY ADDRESS ST
MYCITY ON  M9M 9M9

For non-machineable unwrapped Publications Mail items, the Canadian return address must be located in one of the following locations:

  • on one of the first five pages of the host publication
  • on the first page of the table of contents of the host publication
  • in the masthead of the host publication
  • on a clearly identifiable insert card securely enclosed in the host publication
  • on the outside of the host publication.

For non-machineable opaque-wrapped, clear-wrapped Publications Mail items and Bundles of Unaddressed Copies, the Canadian return address:

  • must be clearly visible on or through the outside of the wrapper/bundle (can be on an address carrier which is clearly visible through a polybag).
NOTE:
The Canadian return address does not need to be duplicated on or in the enclosed host publication if it is visible on or through the outside of the wrapper or envelope.

For Machineable Mail the Canadian return address must be printed in the areas as set out in the applicable Machineable Postal Standardsguide found on the Canada Post website at canadapost.ca/postalstandards.

The uPM processing fee plus the applicable postage as specified on the Publications Mail Price Sheet will be applied to each returned undeliverable Publications Mail item to the account of the agreement owner as identified by the Publications Mail Agreement number printed on the publication.

NOTE:
For undeliverable Bundles of Unaddressed Copies, the bundle is considered one undeliverable Publications Mail item.

1.5.2

Options

An option is a service enhancement that is not provided automatically as part of the basic service.

The following options are available for the Publications Mail service:

1.5.2.1
Advertise subscriptions

Magazines Canada, in partnership with Canada Post, offers Canadian publishers an opportunity to advertise subscriptions to their print or digital magazines on the Genuine Canadian Magazine website. This initiative is open to Magazines Canada members. To become a member of Magazines Canada and participate in the program, please visit magazinescanada.ca/membership/join. Visit the Genuine Canadian Magazine website at magazinescanada.ca/consumer to browse over 375 Canadian magazines on offer.

2

Content, Format and Physical Characteristics

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To be eligible to use the Publications Mail service, the items mailed must meet the criteria specified for the Publications Mail service and must be prepared for mailing in such a manner as to prevent loss or damage to any item and permit easy verification of each item. See Section 5 Criteria for Qualification in the General Terms and Conditions.

Items submitted as Publications Mail that do not meet the content, format and physical characteristics specified for the Publications Mail service and the various mail preparation and other requirements outlined in this Agreement, may be subject to price adjustments and/or surcharges or may not qualify for Publications Mail services and prices. See Section 6 Surcharges in the General Terms and Conditions. Visit canadapost.ca/surcharges for additional information on surcharges.

2.1

Content

A Publications Mail item, including all enclosures (inserts and outserts), must be produced with less than 70% space devoted to advertising in more than 50% of the issues in any 12-month period (advertising and editorial content must be distinguishable from one another). For example, seven out of 12 monthly issues must each contain more than 30% editorial content, including enclosures.

Ensure each item, including any sample(s), is mailable and consider the following:

  1. If it contains a scented item, it is to be sealed in such a manner that prevents the scent from escaping. Similarly, liquids and powders must be appropriately packaged. However, if it contains a scented item produced using micro-encapsulated scent infused ink/lacquers, it does not need to be sealed provided the scented patch is covered or contained within the mailed item.
  2. If it contains a common allergen item such as peanuts, sesame seeds, tree nuts (e.g. almonds, walnuts) or eggs, it is to be packaged properly and labelled to minimize the potential for allergic reactions.

Visit ABCs of Mailing and Non-mailable Matter in the Canada Postal Guide for more information.

The entire Publications Mail item including all enclosures and wrapping must not exceed the maximum size and weight (outlined in section 2.3 Physical characteristics), or individually or in aggregate adversely affect the ease of handling of the item.

2.1.1

Double issues, extra editions and back issues

Double, extra and special editions/issues are considered as one issue of the host publication provided that these copies are clearly “branded” with the title logo of the current host publication identified in the Publications Mail Agreement. Extra and special editions may be enclosed and priced with a current issue of the host publication or mailed as separate host publications. A back issue may be enclosed and priced with a current copy of the host publication or it may be mailed separately as a host publication. Two or more back issues of a host publication may be sent as a Bundle of Unaddressed Copies. For definitions, see section 1.2 Publications Mail terminology.

2.1.2

Publications produced in more than one language

Publications produced in more than one language, even if they are a direct translation, are considered separate host publications (unless they are bound together under one cover) and therefore must be co-packaged.

2.1.3

Enclosures

An enclosure is an insert or outsert that is included (attached or enclosed) with the host publication. Customers often use an enclosure to increase their subscriber base, generate new leads and advertising revenue.

2.1.3.1
General acceptance criteria for enclosures

Typically, enclosures will not be part of the host publication’s page count. In addition to the general Publications Mail requirements, in order for enclosures to be accepted by Canada Post, customers must ensure their enclosures:

  • will not individually or in aggregate affect the ease of handling (e.g., acceptance, transportation, processing and delivery) of the item, for instance:
  • they do not cover the destination address and identifying information for Publications Mail items (see section 2.2.1 Identifying information for Publications Mail items)
  • the item, including all enclosures, must be foldable in order to fit into mail receptacles, and
  • the presorted bundles, including all enclosures, must be properly secured and faced so that the items remain as flat as possible and can be easily stacked
  • are enclosed with the host publication (if unwrapped) in such a way that they cannot become separated during the normal postal handling of mail. If the enclosures separate during the normal postal handling of the mail, the enclosures will not be delivered and will be recycled or disposed of in accordance with Canada Post’s applicable policy
NOTE:
In order to confirm that an enclosure is an integral part of the unwrapped host publication, a “pinch test” must be performed. Place the middle of the item’s fold (or spine) in the palm of your hand, between your thumb and fingers. Grasp the item tightly, and shake it back and forth (horizontally) with its open end facing downward.
  • are sealed in such a manner that prevents any scent from escaping, if they contain a scented item. Similarly, liquids and powders must be appropriately packaged. However, if it contains a scented item produced using micro-encapsulated scent infused ink/lacquers, it does not need to be sealed provided the scented patch is covered or contained within the mailed item
  • are packaged properly, if they contain a common allergen item such as peanuts, sesame seeds, tree nuts (e.g. almonds, walnuts) or eggs, and are labelled to minimize the potential for allergic reactions
  • are not a commingling of paid or free subscriber copies of another publication unless the enclosure is a ride-along publication or a co-packaged publication (see section 1.3.3 What is unacceptable as a Publications Mail host?)
  • do not bear a Postal Indicia for another product or basic identifying information for another Publications Mail item that is visible on the outside of the Publications Mail item.

The total item including all enclosures and wrapping must not exceed the maximum size and weight dimensions (see Table 1: Size and weight - machineable category), or individually or in aggregate affect the ease of handling of the item.

There are two main types of enclosures:

2.1.3.2
Acceptable enclosures – priced with the host publication

Advertising or editorial enclosures which meet these criteria and are composed of paper or other material with the general characteristics of paper, may be enclosed without additional postage, other than for the additional weight of the enclosure (if applicable).

Business Reply Mail™ items
A Business Reply Mail™ item (card or envelope) may be included as part of a Publications Mail item, provided the customer has entered into an appropriate Agreement with Canada Post for Business Reply Mail. The Business Reply Mail item must be inside or inserted in the Publications Mail item in order to cover the Business Reply Mail design elements, including the indicia, and the specific Business Reply Mail address. This will avoid confusion and ensure efficient induction, processing and delivery of the Publications Mail item. Visit canadapost.ca/brmsupportdocuments for more information.

Video in print/digital advertising
Video in Print advertising is a video embedded in a page, card or printed/non-printed matter displaying advertising. Video in print/digital advertising is considered as an acceptable enclosure priced with the host publication and must meet the requirements as set out in the applicable Postal Standards Guide.

Ride-along publications
A host newspaper, magazine or newsletter may carry one ride-along publication per mailing up to six times in a calendar year with the intention of building subscription levels of the ride-along title.

In addition, the ride-along publication:

  • is priced with the host publication on the same Order (Statement of Mailing)
  • must be clearly identified on the cover or on a separate sheet, card or overcover with the words “COMPLIMENTARY” or “FREE ISSUE/COPY” (or similar wording), and
  • must include a call-to-action for subscription, such as a Business Reply Mail item, otherwise it may be treated as a co-packaged publication and priced accordingly.

Samples and Promotional/Novelty Items included in the ride-along publication are priced, weighed and counted separately from the ride-along publication in which they are enclosed.

Publications produced at a frequency of less than twice a year
An enclosed publication (newspaper, magazine or newsletter) published at a frequency of less than twice a year, may qualify as an acceptable enclosure priced with the host publication, provided that:

  • it is clearly identified on the cover or in the masthead, with the words “ANNUAL PUBLICATION” or “ONE-TIME PUBLICATION” (or similar wording), and
  • it meets all other criteria to be considered a Publications Mail item.

Otherwise, it may be considered as co-packaged and priced accordingly.

For some examples of acceptable enclosures that may accompany a host publication, please refer to section 1.2 Publications Mail terminology).

2.1.3.3
Acceptable enclosures – priced separately from the host publication

Samples and Promotional/Novelty Items
A Sample and Promotional/Novelty Item is a non-personalized trial or trial-sized item or specimen intended to indicate the nature of the product or a non-personalized item used to promote a brand name, product or service. It may be an actual product provided that they are intended as a trial to be used, displayed or worn by the reader of the publication.

Some examples of a Sample or Promotional/Novelty Item are:

  • food
  • household products
  • small articles of clothing
  • pens
  • trinkets
  • souvenirs
  • personal care items and cosmetics (beauty seal and scent strips are not considered as a Sample, therefore would be priced with the host publication - see section 1.2 Publications Mail terminology)
  • a non-personalized promotional and/or non-promotional audio cassette tape
  • compact disc (CD) or Digital Video Disc (DVD) may be accepted as a Sample or Promotional/Novelty Item (CDs and DVDs are not acceptable in hard jewel cases)
  • usable paper-like items such as date booklets and pads of paper.
NOTE:
Up to three layers of repositionable notes may be applied to a host publication or enclosure and would be priced with the host - see section 1.2 Publications Mail terminology.

Multiple Samples or Promotional/Novelty Items
Two or more Samples or Promotional/Novelty Items mounted on the same backing or packaged together may be considered multiple Samples or Promotional/Novelty Items.

If more than one identical paper or paper-like promotional item (e.g., brochures, maps) is enclosed with one host publication, then the multiple Sample and Promotional/Novelty Item price will be applied to those items.

In order for a single or multiple Sample or Promotional/Novelty Item to qualify as a Publications Mail enclosure with additional postage, it must meet all the requirements below:

Samples or Promotional/Novelty Items that do not meet the requirements may be subject to additional charges or may require additional mail preparation.

In addition:
The price for Samples and Promotional/Novelty Items is based on the total weight, including backing and/or packaging. Prices for Samples and Promotional/Novelty Items can be found on the Publications Mail Price Sheet.

Samples and Promotional/Novelty Items are weighed, counted, and priced separately from the host publication in which they are enclosed. They are not considered part of the publication when measuring the advertising to editorial ratio of the Publications Mail item.

Samples and Promotional/Novelty Items included in the ride-along publication are priced, weighed and counted separately from the ride-along publication in which they are enclosed.

Co-packaged items
Co-packaging provides a convenient way for customers to reach their target audience with an effective array of messages or materials.

Co-packaged items are enclosures that are weighed and priced as if they were mailed separately (including when they are mailed as part of a Bundle of Unaddressed Copies). The wrapper is weighed as part of the host publication.

Co-packaged items must be entered on separate Orders (Statements of Mailing) and meet the other applicable requirements.

The following must not be visible on the outside of the Publications Mail item:

  • a Postal Indicia for another product
  • the basic identifying information appearing on a co-packaged publication.

Co-packaged Lettermail or Addressed Admail
If an item or any of its components does not meet the requirements of Publications Mail but meets the requirements of Lettermail or Addressed Admail, it may be enclosed within a Publications Mail item but it will be priced as a separate item.

In such cases:

  • a separate Order (Statement of Mailing) must be completed using the Electronic Shipping Tool (EST) for the enclosed Lettermail or Addressed Admail items as if they were mailed separately. The Co-packaged in Publications Mail piece (Co-packaged enclosure in Publications Mail) option must be selected on the Order (Statement of Mailing)
  • the wrapper is weighed as part of the host publication
  • there is no minimum volume requirement for a co-packaged Addressed Admail or Lettermail item
  • the co-packaged item is priced according to its weight regardless of its size or format
  • Publications Mail delivery standards apply
  • the co-packaged Lettermail or Addressed Admail items must not bear a Postal Indicia visible on the outside of the Publications Mail item.

Any Bundles of Unaddressed Copies containing a Lettermail and/or Addressed Admail item co-packaged with a host publication is entered on the Publications Mail Order (Statement of Mailing) as Bundles of Unaddressed Copies.

The following are examples of enclosures that would be considered as either an Addressed Admail or Lettermail co-packaged item (this list is not meant to be exhaustive):

  • personalized enclosure (containing the name of the addressee plus one or more other piece of information relating to that individual such as an address, unique membership number, account balance, points record, financial information).
NOTE 1:
A renewal notice relating to the host publication may be personalized and would not be considered a co-packaged enclosure, therefore priced with the host publication.
2:
An address carrier personalized with more than the address block information (name, address, keyline account code) of the addressee is considered a co-packaged enclosure.
3:
If personalized editorial content is part of the page count of the host publication, it is then considered as an integral part of the publication itself and not an enclosure, therefore, it would be priced with the host publication.
  • handbooks, manuals or any amendments or revisions to them in the form of replacement pages
  • catalogues (advertising brochures are priced with the host - see section 1.2 Publications Mail terminology)
  • business, commercial, technical or stock listings (source/buyer's guides are priced with the host - see section 1.2 Publications Mail terminology)
  • street, telephone or other directories (source/buyer's guides are priced with the host - see section 1.2 Publications Mail terminology)
  • transcripts of formal proceedings (minutes of meetings are priced with the host - see section 1.2 Publications Mail terminology)
  • by-laws (a law enacted by a legislature or made by a local authority to regulate its own affairs)
  • annual, quarterly or other regular-frequency reports on financial performance
  • books (booklets are priced with the host - see section 1.2 Publications Mail terminology)
  • surveys that do not relate to the content of the host publication
  • invoices (renewal notices are priced with the host - see section 1.2 Publications Mail terminology)
  • proxies (an official document used to authorize one person to act for another)
  • voting ballots (blank generic nomination, registration, entry or similar type forms are not considered voting ballots and are acceptable enclosures that would be priced with the host)
  • reports that do not relate to the content of the host publication.

Co-packaged Publications Mail
Co-packaged Publications Mail consists of two or more host publications being mailed to the same recipient and that are packaged together for convenience. Generally, a second publication enclosed in a Publications Mail item that would qualify as a separate host publication should be co-packaged, unless it qualifies as a ride-along publication, back issue, advertorial or one-time publication which would be priced with the host publication (see section 1.2 Publications Mail terminology).

Publications produced in more than one language (even if they are a direct translation) are considered separate host publications and therefore must be co-packaged (unless they are bound together under one cover).

In such cases:

  • a separate Order (Statement of Mailing) must be completed using the Electronic Shipping Tool (EST) for the enclosed publication as if it were mailed separately. The Co-packaged in Pubs Mail piece (Co-packaged enclosure in Pubs Mail) option must be selected on the Order (Statement of Mailing)
  • the co-packaged publication will be priced as a separate item (not including the weight of the wrapper, which is considered part of the host publication)
  • there is no minimum volume requirement for a co-packaged Publications Mail item.

When two or more publications are co-packaged within Bundles of Unaddressed Copies, each different publication title is weighed and priced as separate Bundles of Unaddressed Copies and entered on separate Orders (Statements of Mailing).

2.1.4

Non-mailable matter

Generally, non-mailable matter means any item that:

  • is prohibited by law (e.g., illegal, obscene, fraudulent)
NOTE:
If a Publications Mail item contains sexually explicit material, and is:
  • solicited, then the item must be mailed in opaque wrapping
  • unsolicited, then the item must be mailed in opaque wrapping with the words “adult material” or similar wording.
  • is non-mailable due to the fact that it fails to meet certain physical characteristics (see section section 2.3) or marking requirements (see section 2.2.3)
  • contains products or substances that could:
  • cause injury to those handling the mail
  • cause damage to postal equipment or other items
  • cause entrapment of other items.

Any item bearing a modified postage stamp in contravention of section 52, or bearing a word or mark in contravention of section 58, of the Canada Post Corporation Act is also non-mailable matter. Dangerous substances or articles prohibited by law are not acceptable as Publications Mail.

It is the customer’s obligation to ensure an item does not constitute non-mailable matter (further to Canada Post’s Non-mailable Matter Regulations) and is otherwise acceptable for mailing. For information on how non-compliant items will be handled, refer to the Publications Mail Terms and Conditions.

Visit Non-mailable Matter in the Canada Postal Guide for more information.

2.1.4.1
Solicitations by mail

Solicitations (offers) having the general appearance of a bill, invoice, or statement of account where there is no obligation to make a payment in relation to the offer unless accepted, must adhere to the regulatory obligations detailing wording and format requirements. For the official requirements of the Solicitations by Mail Regulations made under the Canada Post Corporation Act, go to http://laws.justice.gc.ca/en/showtdm/cr/C.R.C.-c.1295.

2.2

Format

Publications Mail requirements include the identifying information, location and printing of destination addresses and the use of markings.

2.2.1

Identifying information for Publications Mail items

Identifying information is required for proof of payment, processing, including handling of undeliverable Publications Mail items.

The identifying information must contain the Publications Mail Agreement number and must appear in the form of:

2.2.1.1
Basic identifying information

The basic identifying information must be indicated as follows in minimum 6-point font:

Figure 1: Example of basic identifying information
NOTE:
It is highly recommended to place the basic identifying information on or near the address label to ensure the most efficient processing of undeliverable address information.

The Basic Identifying Information must be clearly visible in one of the following locations on the outside of the Publications Mail item:

For Non-machineable (LCP or NDG Presort) Publications Mail:

  • on the cover (front, back or spine if perfect bound) of a magazine
  • on the front or back page of a newspaper or newsletter
  • on the address label or address carrier (destination address font size minimum is 2 mm).

For Machineable Publications Mail:

For further information on the location of the basic identifying information, visit the applicable Machineable Postal Standards guide at canadapost.ca/postalstandards.

2.2.1.2
Postal Indicia

If postal indicia is used, it must meet the requirements outlined at canadapost.ca/indicia.

2.2.1.3
Customized Postal Indicia

Customized Postal Indicia gives commercial customers the opportunity to leverage the upper-right corner of an envelope for marketing purposes.

Customized Postal Indicia must be created using Canada Post-supplied artwork. Visit canadapost.ca/indicia for the requirements, artwork and the specifications.

2.2.2

Addressing

Each Publications Mail item must be addressed to a specific individual or company name or to a non-personalized descriptor, including “OCCUPANT” or similar wording. Each item must include the complete mailing address, including the valid Postal CodeOM for that address.

The destination address format and location must be in accordance with the Addressing Guidelines of the Canada Postal Guide and the specifications set out in the applicable Postal Standards Guide.

If address labels are used, they must be placed firmly on the envelope, plastic wrap, insert or card where the address can be easily read. The address labels should be light in colour (e.g., white, pale yellow or beige). Customers must use high-quality glue on the labels so they do not come off the item during mailing.

2.2.3

Markings

Customers may use the “Delivered by” logo on items delivered by Canada Post with the prior written consent of the Director, Marketing and Brand or her/his designate. They can be contacted at info.brand@canadapost.ca. Visit canadapost.ca/logo for available artwork.

Customers with a Standing Offer Agreement may use Canada Post Postal Indicia on items delivered by Canada Post without prior authorization. Visit canadapost.ca/indicia for the requirements, artwork and the specifications.

Any use by the customer must then be only in strict accordance with the consent granted. Any unauthorized use is an offence under the Canada Post Corporation Act and Regulations as well as being an infringement of Canada Post's trade-marks and official marks.

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

  • any design likely to be mistaken for a postage stamp, meter impression, service label or any other mark suggesting that postage has been paid
  • any label or endorsement implying that it will be given special handling, delivered faster or be provided with any service that has not been purchased by the customer. (However, customers may include labels on items that are directed to the addressee as an instruction that is clearly related only to the enclosure and would not otherwise result in the item being non-mailable matter. Examples of acceptable wording include “URGENT”, “RUSH” and “IMPORTANT COMMUNICATION ENCLOSED”) and
  • any facsimile of any label, endorsement or marking used by Canada Post that might cause confusion so as to affect its handling, e.g., confusion as to the service the customer has paid for.

Certain barcodes are acceptable on the exterior or outer wrappings of Publications Mail items. Customers can refer to the applicable Postal Standards Guide for a list of acceptable barcodes. Customers are requested to seek authorization for the use of barcodes not listed in the applicable Postal Standards Guide prior to mailing by contacting the Commercial Service Network at 1-866-757-5480.

It is the customer’s obligation to obtain approval for any proposed endorsement or other markings from Canada Post prior to printing.

NOTE:
In no event may third parties use or replicate the tagline “From anywhere… to anyone™”. This tagline is Canada Post’s corporate tagline and is reserved for the exclusive use of Canada Post. No third parties will be granted permission to use or replicate this tagline or permitted to create a “spin-off” of this tagline.

2.3

Physical characteristics

Each Publications Mail item, including the host publication, wrapper and all enclosures, must meet the applicable size and weight specifications as outlined below.

NOTE 1:
The metric unit is the official measure. Imperial equivalents are provided for reference and convenience only.
2:
The longest dimension is the “length”, the second longest is the “width”.
3:
A Short and Long (S/L) item becomes Oversize (O/S) when it exceeds any one of the maximum dimensions including length, width, thickness, and/or weight.
Table 1: Size and weight - machineable category
Machineable Mail (MM)
Length
Width
Thickness
Aspect Ratio*
Weight
Short and Long (S/L)
min.
140 mm
(5.6 in)
90 mm
(3.6 in)
0.18 mm
(0.007 in)
1.3
3 g
(0.11 oz)
max.
245 mm
(9.6 in)
156 mm
(6.1 in)
5 mm
(0.2 in)
2.6
50 g
(1.75 oz)
Oversize (O/S)
min.
140 mm
(5.6 in)
90 mm
(3.6 in)
0.5 mm
(0.02 in)
N/A
10 g
(0.4 oz)
max.
380 mm
(14.9 in)
270 mm
(10.6 in)
20 mm
(0.8 in)
N/A
500 g
(17.64 oz)
*
Aspect ratio is the ratio of length to width.
NOTE:
All Machineable Publications Mail items must be rectangular in shape.
Table 2: Size and weight - non-machineable category
Letter Carrier Presort (LCP)
and NDG Presort
Length
Width
Thickness
Weight
Short and Long (S/L)
min.
100 mm
(3.9 in)
70 mm
(2.8 in)
0.18 mm
(0.007 in)
N/A
max.
245 mm
(9.6 in)
156 mm
(6.1 in)
5 mm
(0.2 in)
100 g
(3.5 oz)
Oversize (O/S)
min.
100 mm
(3.9 in)
70 mm
(2.8 in)
0.18 mm
(0.007 in)
N/A
max.
600 mm
(23.6 in)
600 mm
(23.6 in)
200 mm
(7.9 in)
1.36 kg
(3 lbs)
Table 3: Size and weight - Bundles of Unaddressed Copies
Bundles of Unaddressed Copies
(including all enclosures and wrapping)
Length
Width
Thickness
Weight
per bundle
min.
140 mm
(5.6 in)
90 mm
(3.6 in)
0.36 mm
(0.014 in)
N/A
max.
600 mm
(23.6 in)
600 mm
(23.6 in)
600 mm
(23.6 in)
22.7 kg
(50 lbs)
NOTE:
Length + girth must not exceed 2.0 m.
Table 4: Size and weight - Samples and Promotional/Novelty Items
Samples and
Promotional/Novelty Items*
Length
Width
Thickness
Weight
per item
min.
N/A
N/A
N/A
N/A
max.
270 mm
(10.6 in)
270 mm
(10.6 in)
20 mm
(0.8 in)
250 g
(8.8 oz)
*
For convenience, the most current domestic mail item sizing template (part no. CPO 8129 – 2005-01- 21) should be used to measure the maximum thickness, width and length of a Sample or Promotional/Novelty Item. The item should pass freely through the 20 mm slot in either direction.

2.4

Publications Mail categories

The Publications Mail service is available in two categories: Machineable and Non-machineable.

Machineable mailings are either partially or fully processed through Canada Post’s automated equipment. Machineable mail items must meet the requirements outlined in the applicable Machineable Postal Standards guide.

One mail preparation option is available within the Machineable category:

  • Machineable Mail (MM) - available for Short and Long (S/L) and Oversize (O/S) mail items

Non-machineable mailings are either partially or fully processed manually by Canada Post employees. Non-machineable mail items must meet the requirements outlined in the Non-machineable Publications Mail Postal Standards guide.

Two mail preparation options are available within the Non-machineable category:

  • Letter Carrier Presort (LCP) - available for Short and Long (S/L) and Oversize (O/S) mail items
  • NDG Presort - available for Short and Long (S/L) and Oversize (O/S) mail items.

3

Preparing the Mailing

  to top of page

Proper mail preparation is important to ensure that Publications Mail items are processed and delivered efficiently. Adjustments and/or surcharges may be applied to improperly prepared mailings.

3.1

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 placing items in an address-based order, grouping and containerizing the items based on a common destination.

Individually Addressed Copies

Both Machineable and Non-machineable mail preparation options are available for individually addressed Publications Mail.

All copies in each issue being mailed must be included on a single Order (Statement of Mailing), with the exception of supplemental mailings for late renewals, new subscribers or non-subscribers, which may be made on separate Orders (Statements of Mailing) between issues (subject to minimum volume requirements).

If variations in enclosures within an issue or edition require separate presortation, LCP must be used. In this case, all of the variations must be combined on one Order (Statement of Mailing) and a Mailing Summary must be provided for each variation. A weighted average weight per item calculation may be used. The minimum volume requirement applies to the entire Order (Statement of Mailing) for presorted Publications Mail.

Under no circumstances are issues to be split on separate Orders (Statements of Mailing) for the purpose of circumventing mailing requirements.

Visit canadapost.ca/mailpreparation for more information on mail preparation and presortation.

Canada Post may choose to machine a small portion of non-machineable mailings in order to meet established delivery standards. For example, the “residue” component of a non-machineable mailing, mail that is incorrectly prepared, or loose mail.

Bundles of Unaddressed Copies

No presortation is required for Bundles of Unaddressed Copies. Mail preparation includes proper wrapping and addressing. Bundles of Unaddressed Copies must:

  • be segregated from individually addressed items at the time of deposit to facilitate their processing
  • bear the notation “DIRECT BUNDLE TO THIS ADDRESS” on or near the address label (otherwise the Bundles of Unaddressed Copies may not be accepted).

3.2

Summary of options and key requirements

3.2.1

Machineable category

3.2.1.1
Machine readability requirements and evaluation of samples

Items prepared and submitted within the Machineable category of Publications Mail must meet certain requirements, including machineability and readability of items.

Our Machineable Postal Standards guides include both machineability and readability requirements.

Our machineability requirements ensure that your mail items can be processed through Canada Post’s automated equipment without damage to them or to the equipment. These requirements include size and weight, aspect ratio as well as elements of the mail item’s construction (such as it’s strength, flexibility and sealing).

Our readability requirements ensure that Canada Post’s automated equipment can find and read the address on each of your mail items. These requirements include the location and printing of addresses and postage. Quiet zones on the front and back of your mail items, and their paper quality (such as opacity, luminescence, reflectance, ink absorbency and coating).

Short and Long (S/L) Machineable Mail (MM) mailings with read rate level of less than 95% and Oversize (O/S) Machineable Mail (MM) mailings with read rate levels of less than 85% are subject to the mailing being refused, a price adjustment and/or surcharge. Visit canadapost.ca/surcharges for information on surcharges.

To reduce the risk of price adjustments and/or surcharges and permit efficient mail processing through Canada Post’s automated processing equipment it is recommended that customers use Canada Post’s free evaluation service to test the machineability/readability of their items. The customer remains responsible to meet all applicable requirements.

Customers wishing to have their items assessed for machineability and readability should contact a Commercial Service Network (CSN) representative at 1-866-757-5480. Once the customer has contacted the CSN, they may have their mail assessed by:

  • submitting an electronic version of their mail item for a visual assessment of the mail item’s elements
  • submitting 200 samples of the final version for testing on machineability and obtaining read rates.

Visit canadapost.ca/postalstandards for detailed requirements for Machineable Publications Mail items.

3.2.1.2
Machineable Mail (MM) mail preparation option

The Machineable Mail (MM) option is available for Short and Long (S/L) and Oversize (O/S) items.

Machineable Mail (MM) is mail that is prepared in such a way that it can be processed through Canada Post’s automated mail processing equipment.

Mail presortation is not required for Machineable Mail.

The specifications for preparing Machineable Mail mailings are outlined in the Mail Preparation and Presortation Guide – Machineable Mail at canadapost.ca/mailpreparation.

Table 5: Machineable Mail (MM) - Short and Long (S/L) and Oversize (O/S)
KEY REQUIREMENTS
Mail Item Requirements
  • Weight:
  • Short and Long (S/L): up to 50 g
  • Oversize (O/S): up to 100 g, over 100 g up to 500 g
  • Machine Readability target:
  • Short and Long (S/L): 95%
  • Oversize (O/S): 85%
Mail Preparation and Presortation Requirements
  • Presortation software: not required
  • Container type:
  • Short and Long (S/L): lettertainers with lids and letterflatainers (LFTs)
  • Oversize (O/S): flats tubs with lids
  • Labelling containers: required unless containers are in a shipping unit and the shipping unit is clearly labelled (2D barcoded labels are optional)
Deposit Requirements
  • Machineable Mail Import File: optional
  • Electronic Shipping Tools (EST): required, otherwise NDG prices will apply
  • Minimum volume per deposit: 1,000 items (phantom pricing is available)
  • Sample of mail item at time of induction: mandatory
  • Address Accuracy: required for over 5,000 items
  • Machineable Mail (MM) may be included on the same Order (Statement of Mailing) as Letter Carrier Presort (LCP) or NDG Presort
  • Must meet all mail preparation requirements as set out in the Mail Preparation and Presortation Guide – Machineable Mail

3.2.2

Non-machineable category

3.2.2.1
Letter Carrier Presort (LCP) mail preparation option

The Letter Carrier Presort (LCP) option is available for Short and Long (S/L) and Oversize (O/S) items.

The Letter Carrier Presort (LCP) option allows customers to presort items directly to specific letter carrier routes or other delivery modes according to the National Presortation Schematic (NPS), using the Software Evaluation and Recognition Program (SERP) presortation software [see section 3.3 Software Evaluation and Recognition Program (SERP)] recognized by Canada Post for Local, Regional and National distribution.

Under the LCP option, mail is prepared and presorted in such a way so as to enable Canada Post to bypass certain levels of processing. This option is a further refinement of mail presortation beyond the NDG Presort option.

The specifications for preparing Letter Carrier Presort mailings are outlined in the Mail Preparation and Presortation Guide - Letter Carrier Presort at canadapost.ca/mailpreparation.

Table 6: Letter Carrier Presort (LCP) – Short and Long (S/L) and Oversize (O/S)
Key Requirements
Mail Item Requirements
  • Weight:
  • Short and Long (S/L): up to 100 g
  • Oversize (O/S): up to 200 g, over 200 g up to 500 g, over 500 g up to 1.36 kg
Mail Preparation and Presortation Requirements
  • Presortation software: required
  • Delivery Mode Code (DMC): current version required
  • Grouping levels: DMD, DF, DCF, FCP and Residue
  • Minimum number of items per grouping: 6
  • Separation of groupings: bundling, separator cards or edgemarking
  • Labelling groupings: DCF, FCP and Residue groupings (Optional Endorsement Line (OEL) is also available)
  • Container levels: DF, City, DCF, FCP & Residue
  • Container type: lettertainers, letterflatainers (LFTs) and flats tubs & customer-supplied containers
  • Labelling containers: mandatory 2D barcoded labels
  • Shipping unit levels: DF, City, DCF, FCP & Residue
  • Labelling shipping units: required if using shipping units
Deposit Requirements
  • Presort Mailing Plan Import Program: mandatory
  • Electronic Shipping Tools (EST): required, otherwise NDG Presort prices will apply
  • Minimum volume per deposit: 1,000 items (phantom pricing is available)
  • Sample of mail item at time of induction: mandatory
  • Address Accuracy: required for over 5,000 items
  • LCP may be included on the same Order (Statement of Mailing) as Machineable Mail (MM) but not on the same Order (Statement of Mailing) as NDG Presort
  • Must meet the mail preparation and presortation requirements as set out in the Mail Preparation and Presortation Guide – Letter Carrier Presort.
3.2.2.2
NDG Presort mail preparation option

The NDG Presort option is available for Short and Long (S/L) and Oversize (O/S) items.

The NDG Presort option is the basic mail presortation option that allows customers to presort items by Postal CodeOM sequence and group them according to the National Presortation Schematic (NPS). Presortation software is not required. Visit canadapost.ca/nps for more information.

Mail is prepared and presorted in such a way to enable Canada Post to bypass certain levels of processing. NDG Presort mailings must be presorted in accordance with the National Presortation Schematic (NPS) and prepared as outlined in the Mail Preparation and Presortation Guide - NDG Presort found at canadapost.ca/mailpreparation.

Table 7: NDG Presort - Short and Long (S/L) and Oversize (O/S)
Key Requirements
Mail Item Requirements
  • Weight:
  • Short and Long (S/L): up to 100 g
  • Oversize (O/S): up to 100 g, over 100 g up to 500 g, over 500 g up to 1.36 kg
Mail Preparation and Presortation Requirements
  • Grouping levels: DF, DCF, FCP and Residue
  • Minimum number of items per grouping: 6
  • Separation of groupings: bundling
  • Labelling groupings: DF, DCF, FCP and Residue
  • Container levels: DF, City, DCF, FCP and Residue
  • Container type: lettertainers, letterflatainers (LFTs) and flats tubs & customer-supplied containers
  • Labelling containers: required (2D barcoded labels are optional)
  • Shipping unit levels: DF, City, DCF, FCP and Residue
  • Labelling shipping units: required if using shipping units
Deposit Requirements
  • Electronic Shipping Tools (EST): required
  • Minimum of 50 items per Order (Statement of Mailing) for mailings comprised of NDG National items (phantom pricing is available at the NDG National base price)
  • No minimum volume requirement for mailings containing qualified NDG Regional and/or Local Rural items [even if some NDG National items are included on the Order (Statement of Mailing)]
  • Sample of mail item at time of induction: mandatory
  • Address Accuracy: required for over 5,000 items
  • NDG Presort may be included on the same Order (Statement of Mailing) as Machineable Mail (MM) but not on the same Order (Statement of Mailing) as LCP
  • Must meet the mail preparation and presortation requirements as set out in the Mail Preparation and Presortation Guide – NDG Presort.
3.2.2.3
Bundles of Unaddressed Copies

Bundles of Unaddressed Copies can be used when two or more copies of the same host publication and any enclosures are wrapped or tied together in a bundle for delivery to a news dealer or other bulk receiver at a single address.

Table 8: Bundles of Unaddressed Copies
Key Requirements
  • May be included on the same Order (Statement of Mailing) as Machineable, LCP or NDG
  • No minimum volume is required
  • Presortation is not required
  • Must bear the notation “DIRECT BUNDLE TO THIS ADDRESS” on or near the address label (otherwise the Bundles of Unaddressed Copies will not be accepted)
  • Must be segregated from individually addressed copies when deposited in order to expedite processing
  • Two or more back issues of a host publication may be sent as a Bundle of Unaddressed Copies.

3.3

Software Evaluation and Recognition Program (SERP)

Our Software Evaluation and Recognition Program (SERP) evaluates the accuracy of presortation software programs. SERP is open to all in-house or commercial software developers who want their software to be recognized by Canada Post. SERP software is used in the preparation of Letter Carrier Presort (LCP) mailings.

The following functionalities are available through the Software Evaluation and Recognition Program (SERP):

  • Presort Mailing Plan Import Program [mandatory for Letter Carrier Presort (LCP) mailings]
  • Machineable Mail Import File [optional for Machineable Mail (MM) mailings].

Visit canadapost.ca/presortationsoftware for more information on how to have your software evaluated by Canada Post or for a list of recognized presortation software vendors.

Presort Mailing Plan Import Program:
It is mandatory to use the Presort Mailing Plan Import Program for Letter Carrier Presort (LCP) mailings.

This import functionality allows customers to import their Mailing Plans directly into the Electronic Shipping Tools, both the EST 2.0 and the EST Online versions. Software vendors provide the Mailing Plan in one of two approved file formats:

  1. Extensible Mark-up Language (XML);
  2. Comma Separated Value (CSV).

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

Machineable Mail Import File functionality:
An optional import file functionality is available through the Software Evaluation and Recognition Program (SERP) for Machineable Mail (MM).

This file helps customers consolidate their line items by weight category and product article into the Electronic Shipping Tools (EST). The import of Machineable Mail files is only available using the EST 2.0 version. The file is only accepted in the following format:

  • Comma Separated Value (CSV) format.

Refer to the Machineable Mail Import File" guide at canadapost.ca/mailpreparation for more information.

Mail tracking:
Customers can track their containers of Letter Carrier Presort (LCP) mail through the Business segment of the Canada Post website at canadapost.ca/obc under “Advanced Tracking”.

This tracking option allows customers to view:

  • the container deposit dates (planned and actual), and
  • the expected container destination processing dates based on the actual dates and locations the containers were deposited.

For more information on Track by Order (Statement of Mailing) for Publications Mail, visit canadapost.ca/cpo/mc/business/productsservices/marketing/publicationsmail.jsf or contact a Canada Post representative.

3.3.1

Delivery Mode Code (DMC)

On a regular basis, Canada Post produces data files containing Delivery Mode Codes (DMC) for all urban mailing addresses. The application of these codes enables customers using Letter Carrier Presort (LCP) to associate the mail to a specific type of delivery and delivery route.

An integral part of the Delivery Mode Code (DMC) is the Delivery Mode Audit Code (DMAC). It is the visible reference on the item that identifies the version of data used for mail presortation. The use of an outdated Delivery Mode Audit Codes (DMAC) for Letter Carrier Presort (LCP) mailings could result in inefficient delivery of the mail and is subject to a price adjustment as defined by Canada Post.

The location of the Delivery Mode Code (DMC) and the Delivery Mode Audit Code (DMAC) must comply with the requirements outlined in the applicable Mail Preparation and Presortation Guide.

Visit canadapost.ca/mailpreparation for information on requirements related to the Delivery Mode Code (DMC).

3.4

Address Accuracy Program

Address Accuracy is a program designed to improve delivery by encouraging customers to accurately address mail. Every item must be addressed to a specific individual or company, or to a non-personalized descriptor, such as “OCCUPANT” or similar wording. Each item must have a complete mailing address, including any required suite or unit information as well as the valid Postal CodeOM for that address. If the mailing address is not complete, the mail may be delayed or deemed undeliverable.

Consistent and accurate addressing eliminates the need for extra handling and/or redelivery. For customers, this translates into a more efficient service and lower costs. Accurate addressing helps ensure the mail is delivered on time, every time.

Participation in the Address Accuracy Program is mandatory for all Publications Mail mailings greater than 5,000 items.

The standard for Address Accuracy is 95%. This means that 95% of the addresses on the customer’s database are determined to be valid when compared to the Canada Post database. This is done by using Canada Post-recognized software that performs address validation and/or address validation and correction or by using a mail service provider who offers this service. If the percentage on the Statement of Accuracy (SOA) produced by the software is less than 95%, an adjustment will be applied to the mailing.

Adjustments are calculated as follows:

 
Volume of Mail x (95% minus customer’s Actual Address Accuracy %) x $0.05 = Total Adjustment

For example, on a mailing of 12,000 items with an Address Accuracy rate of 91%, the adjustment would be:

 
12,000 x (95%-91%) x $0.05 = $24.00 adjustment added to the cost of the mailing
NOTE:
The above calculation is used for illustration purposes only.

Canada Post encourages customers to use the Smart Data™ Cleaner service to clean and standardize their address lists while removing addresses that are undeliverable, duplicated, incorrect, or have requested to not be contacted. For more information visit canadapost.ca/smartdatacleaner.

A Statement of Accuracy (SOA) is used to report the percentage of accurate addresses on a mailing list. The SOA must be generated a minimum of once a year but is encouraged more frequently to help reduce the number of undeliverable mail items. A Statement of Accuracy (SOA) includes the following information:

Statement of Accuracy (SOA)
  1. Customer Name and Address
  • The customer’s company name and mailing address.
  1. Canada Post Customer Number
  • The customer’s seven-digit number found on their Canada Post contract.
  1. Total Number of Records Processed
  • The total number of records (or addresses) included in the evaluation, which must be equal to or greater than the number of items being deposited.
  1. Address Accuracy Level
  • The Address Accuracy level indicates the percentage of accurate urban and rural addresses. This percentage is always calculated to one decimal place.
4.1 Questionable Apartment Addresses
  • If a mailing address does not have a unit number and there are no unit numbers available in the Canada Post database, the address is recognized as Valid but reported as Questionable.
4.2 Questionable Rural Addresses
  • If the mailing address is recognized as Valid based solely on the Postal CodeOM, the address is reported as Questionable. In order to be complete, rural addresses must include delivery mode (e.g. RR), civic/street range or PO Box.
  1. Address Accuracy Expiry Date:
    yyyy/mm/dd
  • The expiry date of the Address Accuracy percentage is always one year from the date the SOA was produced.
  1. Software Company Name and Software Version
  • The name of the software company used to evaluate the database and the software version, are required. Only current versions produced by recognized software vendors are accepted.
  1. Canada Post Address Data Used: yyyy/mm/dd
  • The effective date of the Address Data used (current version required).

Customers must record their Address Accuracy percentage and expiry date obtained from their Statement of Accuracy (SOA) on their Order (Statement of Mailing). Failure to record the Address Accuracy percentage and expiry date on the Order (Statement of Mailing) will result in the application of an adjustment to the cost of the mailing using 56% as the customer’s Address Accuracy percentage.

Customers are requested to keep a valid copy of the Statement of Accuracy (SOA) on file in the event that Canada Post requests a copy.

More information on the Address Accuracy Program can be found at canadapost.ca/am or from a Canada Post representative.

4

Depositing the Mailing

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Publications Mail must be deposited in accordance with the requirements set out in the Agreement and its supporting documentation.

If Publications Mail items are deposited under a particular preparation option [Non-machineable (LCP or NDG Presort) or Machineable Mail (MM)] and do not meet the requirements for that option, the customer may choose:

  • to pay a surcharge, if applicable
  • to re-work the mailing so as to meet the requirement
  • to have the mail processed using another option, if the items qualify or
  • to use another appropriate Canada Post service.

4.1

Prior to depositing

4.1.1

Provide a sample

To confirm that the items meet Canada Post’s specifications for Publications Mail, one representative sample of each item, including all enclosures, attachments and wrappings, identical to the item being mailed must be provided for each variation (weight, size, content).

Customers are encouraged to have their mail items verified for compliance with the Publications Mail content definition and physical specifications prior to depositing their mailing by contacting a Commercial Service Network (CSN) representative at 1-866-757-5480.

4.1.2

Scheduling

Deposits to Canada Post's processing plants are governed by pre-arranged local requirements. These requirements include, but are not limited to, advance notification, scheduling and work content.

Customers may be requested to provide a mailing plan and/or deposit schedule that includes details of the mailing (such as volume, time, day of deposit, etc.). This information will help efficient deposit and processing of customers' mailings.

4.1.3

Creating an Order (Statement of Mailing)

An Order (Statement of Mailing) must be properly completed and transmitted electronically using the Electronic Shipping Tools (EST). Non-transmitted Orders (Statements of Mailing) may be subject to a surcharge. Visit canadapost.ca/surcharges for additional information.

The use of the EST to prepare and transmit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable Mail (MM) prices. Manually prepared Orders (Statements of Mailing) will be priced at the applicable NDG Presort National price in effect at the time of mailing.

Letter Carrier Presort (LCP) and NDG Presort may not be included together on the same Order (Statement of Mailing).

4.1.3.1
Electronic Shipping Tools (EST)

Customers have the option of using either the EST Online version or the EST 2.0 version of the Electronic Shipping Tools (EST). The EST 2.0 can be downloaded to prepare and transmit Orders (Statements of Mailing).

The 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 segment of the website to access the EST. For technical enquiries, customers can call the Technical Help Line at
1-866-511-0546.

4.1.4

Mailing Summary and Mailing Details

The Mailing Summary includes general information regarding the customer and the presortation software used for mailing. The Mailing Details document includes a detailed breakdown of the mail preparation and presortation information.

Canada Post and the SERP (Software Evaluation and Recognition Program) vendors have developed a file import functionality, the Presort Mailing Plan Import Program, which reduces the amount of data that the customer needs to enter when preparing Orders (Statements of Mailing).

The functionality allows customers to import their Mailing Plans directly into the Electronic Shipping Tools, using both the EST 2.0 and the EST Online version. The SERP software will also generate the hard copy Mailing Summary and Mailing Details reports which will only be required upon request by Canada Post.

Visit canadapost.ca/presortationsoftware for a list of recognized presortation software vendors.

4.1.5

Partial mailings and downstream shipments

If a Publications Mail mailing is inducted in more than one deposit, the total mailing cost must be declared on the Order (Statement of Mailing) for the entire mailing accompanying the first portion of the mailing. The customer will be invoiced for the total mailing as declared on the Order (Statement of Mailing).

NOTE 1:
For Non-machineable mail (LCP or NDG Presort), the minimum volume requirement (1,000 items for LCP or 50 items for NDG Presort) applies to the entire Order (Statement of Mailing) and not to the partial or downstream shipments.
2:
For Machineable Publications Mail, each partial mailing must meet the minimum volume requirement of 1,000 items.
4.1.5.1
Partial mailings
  • the customer must select the Partial Mailing option if using the EST or check the appropriate box on the manual Order (Statement of Mailing)
  • the Order (Statement of Mailing), along with one representative sample of each item, must be deposited with the first partial mailing
  • each subsequent individual partial mailing must be accompanied by the applicable copy of the Order (Statement of Mailing) for the declared deposit location identified on the Order (Statement of Mailing)
  • all partial mailings within an Order (Statement of Mailing) must be deposited in full no later than 15 business days from the first deposit date.
4.1.5.2
Downstream shipments
  • the customer must select the Downstream Mailing option when using the EST 2.0 (not available when using the EST online) or check the appropriate box on the manual Order (Statement of Mailing)
  • the Order (Statement of Mailing), along with one representative sample of each item, must be deposited with the primary mailing as indicated in the “Outlet” field of the Order (Statement of Mailing)
  • the copy of the Order (Statement of Mailing) for the declared deposit location identified on the Order (Statement of Mailing) must accompany each subsequent individual downstream shipment
  • the downstream deposit location is considered the origin for Local, Regional and National designations for LCP mailings.

4.1.6

Weighted average weight

A mailing may be comprised of items of varying weights (including items above and below the base weight). In such cases, the customer may choose to enter information on the Order (Statement of Mailing) using the weighted average weight per item.

Separate average weights can either be calculated by the EST 2.0 or manually entered on the Order (Statement of Mailing) for the following weight categories:

Mail Preparation Categories
Weight Categories
Non-machineable
Category
LCP Presort
0 to 200 g
Over 200 g up to 500 g
Over 500 g up to 1.36 kg
NDG Presort
0 to 100 g
Over 100 g up to 500 g
Over 500 g up to 1.36 kg
Machineable
Category
Short and Long
(S/L)
0 to 50 g
N/A
N/A
Oversize
(O/S)
0 to 100 g
Over 100 g up to 500 g
N/A
NOTE:
Customers accessing the LCP presortation option must enter price calculations on the Order (Statement of Mailing) for each sortation level.

When customers enter the individual weights in the EST 2.0, the application determines the appropriate weight bands. In the Order (Statement of Mailing) one line is created for each weight band with the proper quantity and average weight. The Order (Statement of Mailing) displays both the actual weight and the calculated average weight. Customers still have the option to enter an average weight.

Refer to the following two examples:

Example 1 – A customer has a mailing of 2,500 items of NDG National. All items weigh more than 100 g. However, a portion of the mailing is at 155 g and the remainder is at 160 g. The formula to calculate the weighted average weight is:

Weighted average weight = Total weight of all items divided by total number of items.

Table 9: Weighted average weight calculation
NDG National
Presort
A
B
C
D
Number of
Items
Weight per
Item
Total
Weight
Total (C) Divided by Total (A)
= Weighted Average Weight
 
500
155 g
77,500 g
 
 
2,000
160 g
320,000 g
 
TOTAL
2,500
 
397,500 g
159.0 g

In this example, since all items in the mailing weigh more than 100 g but less than 500 g, the average weight per item calculation can be used and entered on the Order (Statement of Mailing) for pricing purposes. (The same approach would be used in cases where an NDG Presort mailing has items with different weights but all items weigh 100 g or less, all items weigh more than 100 g but less than 500 g, or all items weigh more than 500 g.)

Example 2 – A customer has a mailing of 5,000 items of NDG National. The mailing is comprised of various weights above and below 100 g but less than 500 g. In this example, two calculations of average weight must be completed and entered separately on the Order (Statement of Mailing) for pricing purposes: one entry for that portion of the mailing at 100 g or less and one entry for the portion over 100 g but under 500 g.

Table 10: Weighted average weight calculation – under 100 g
NDG National
Presort
A
B
C
D
Number of
Items
Weight per
Item
Total
Weight
Total (C) Divided by Total (A)
= Weighted Average Weight
 
1,500
30 g
45,000 g
 
 
500
45 g
22,500 g
 
TOTAL
2,000
 
67,500 g
33.75 g
Table 11: Weighted average weight calculation – over 100 g but Under 500 g
NDG National
Presort
A
B
C
D
Number of
Items
Weight per
Item
Total
Weight
Total (C) Divided by Total (A)
= Weighted Average Weight
 
1,000
155 g
155,000 g
 
 
2,000
160 g
320,000 g
 
TOTAL
3,000
 
475,000 g
158.33 g

4.2

At the time of deposit

4.2.1

Required at the time of deposit

Each Publications Mail Order (Statement of Mailing) must be accompanied by:

  • two printed copies of the electronically prepared and transmitted Order (Statement of Mailing) or the original of a manually prepared Order (Statement of Mailing)
  • sample(s) of the item, including all enclosures, attachments and wrapping, identical to the item being mailed. Each deposit of Letter Carrier Presort (LCP) mail must include the exportable file of Mailing Plans generated and imported into the EST.
NOTE:
The Mailing Details may be required if requested by Canada Post.

4.2.2

Where to deposit

Canada Post facilities are designed to ensure that your mail is handled efficiently to avoid unnecessary delays.

All items must be deposited with an authorized representative at the deposit location selected on the Order (Statement of Mailing). Items cannot be deposited into street letter boxes or other mail receptacles.

Daily maximum volumes of mail have been implemented for certain types of deposit locations.

A look-up tool called Find a Deposit Location is available at canadapost.ca/depositlocations to help you identify the right deposit location for your mailing based on Postal CodeOM, mail type and quantity. In addition, this tool will provide further information such as the deposit location address and hours of deposit.

NOTE:
Items deposited after the deposit location cut-off times are considered as being deposited on the next business day. Visit canadapost.ca/cutofftimes for a list of select deposit location cut-off times.
4.2.2.1
Deposit location types

We have assessed the capabilities of our deposit locations to ensure they are properly equipped and capable of handling your mail efficiently and on time. The type of mail and the volume which can be accepted in each of these facilities have been defined into the following Deposit Location Types:

  • Receipt Verification Units (RVUs) accept all products and all volumes with the exception of machineable mail (i.e.: mail prepared in accordance with the Machineable Mail Specifications). Not all RVUs are approved to accept all types of Machineable Mail. This list of approved induction locations for Machineable Mail can be found at canadapost.ca/cutofftimes.
  • Commercial Deposit Centres (CDCs) are facilities that are equipped to accept, verify, and process commercial mailings. Commercial mailings deposited at a CDC will continue to be processed at a Canada Post mail processing plant. These deposit locations can accept up to the equivalent of 2 shipping units (monotainers/pallets) CDC Level 1, 3 shipping units (monotainers/pallets) CDC Level 2 or 7 shipping units (monotainers/pallets) CDC Level 3 – of commercial mail per day per customer with the exception of Machineable Mail (customers exceeding these volumes will be referred to the nearest RVU).
  • Corporate Post Offices accept all commercial products except Machineable Mail. These deposit locations can accept up to the equivalent of five containers (Corporate Post Office Level 1) or 12 containers (Corporate Post Office Level 2) – of commercial mail per day per customer with the exception of Machineable Mail (customers exceeding these volumes will be referred to the nearest CDC or RVU).
  • Delivery Facilities that have not been designated as CDCs will not accept commercial mailings, except Unaddressed Admail for local delivery (to a maximum of full coverage for that Delivery facility).

Refer to the Find a Deposit Location tool at canadapost.ca/depositlocations to identify the right deposit location for your mailing based on mail type and quantity.

Table 12: Maximum volume acceptable per day, by deposit location type for Publications Mail
Product Type
Deposit Location Type
Maximum Volume
(Per Day)
Machineable
Publications Mail
Receipt Verification Unit (RVU)*
No Maximum
Commercial Deposit Centre (CDC) - LEVEL 1
Not acceptable
Commercial Deposit Centre (CDC) - LEVEL 2
Not acceptable
Commercial Deposit Centre (CDC) - LEVEL 3
Not acceptable
Corporate Post Office - LEVEL 1
Not acceptable
Corporate Post Office - LEVEL 2
Not acceptable
Delivery Facility
Not acceptable
 
Non-machineable
(LCP & NDG)
Publications Mail
Receipt Verification Unit (RVU)
No Maximum
Commercial Deposit Centre (CDC) - LEVEL 1
2 shipping units ***
(monotainers/pallets)
Commercial Deposit Centre (CDC) - LEVEL 2
3 shipping units***
(monotainers/pallets)
Commercial Deposit Centre (CDC) - LEVEL 3
7 shipping units***
(monotainers/pallets)
Corporate Post Office - LEVEL 1
5 containers**
Corporate Post Office - LEVEL 2
12 containers**
Delivery Facility
Not accepted
Find a Deposit Location at canadapost.ca/depositlocations.
NOTE:
Commercial Deposit Centre (CDC) Levels 1, 2 and 3 and Delivery Facilities are not equipped to process mail received in monotainers or pallets that are double-stacked.
*
For Machineable Publications Mail, visit "Induction Locations and Cut-off Times” at canadapost.ca/cutofftimes for the list of approved deposit locations.
**
Containers include Canada Post-supplied containers and customer-supplied cardboard containers.
***
A monotainer can accommodate approximately 36 Lettertainers, 48 letterflatainers (40 letterflatainers with lids) or 24 Flats tubs.

5

Pricing

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5.1

Publications Mail pricing

In order to access Publications Mail prices, the customer must meet all applicable requirements, including specifications, Address Accuracy, and mail preparation and presortation requirements for Publications Mail, as outlined in this Agreement.

Refer to the Publications Mail Price Sheet at canadapost.ca/pmsupportdocuments for the applicable published prices.

5.1.1

Incentives

Qualifying customers may be offered discounts and/or rebates from time to time as part of promotional campaigns or in exchange for providing Canada Post with a testimonial.

5.1.2

Minimum volume and phantom pricing

Customers may deposit less than the minimum volume requirement provided that the difference between the actual volume and the minimum volume is paid at the applicable phantom price.

NOTE:
The phantom price is only available for single deposits (not available for partial mailing deposits).

5.1.3

Machineable Mail (MM)

The Machineable Mail price applies to all items prepared according to Machineable Mail requirements and deposited at an approved deposit location. Phantom pricing applies to Machineable Mail mailings that do not meet the minimum volume requirements.

5.1.4

Letter Carrier Presort (LCP)

LCP prices apply to all items that meet the LCP requirements. The pricing is determined by the LCP sortation levels [Delivery Mode Direct (DMD), Delivery Facility (DF), Distribution Centre Facility (DCF), Forward Consolidation Point (FCP) and Residue] and the LCP – Local, Regional and National designations. These designations are based on:

  1. The deposit location, as specified in the Mailed at Postal CodeOM within the SERP software [which should be the same Postal Code identified in the Outlet selection within the EST].
  2. The destination of the bundle/grouping, as specified in the National Presortation Schematic (NPS), define Local, Regional and National, which is determined in the SERP software.

LCP – National prices will apply to the entire mailing should the declared deposit location on the Order (Statement of Mailing) and the actual deposit location not be the same.

Phantom pricing (at the Local DMD base price) applies to LCP Orders (Statements of Mailing) (including Local, Regional and/or National) that do not meet the minimum volume requirement.

5.1.4.1
LCP – national

National prices apply to mail deposited at any approved postal facility for delivery anywhere in Canada that does not qualify as Local or Regional (usually outside the province).

5.1.4.2
LCP – regional

Regional prices apply to mail deposited at any approved postal facility for delivery within the same province, with some exceptions specified in the SERP software origin-destination table. For example, grouped items mailed in any Atlantic province for delivery within any other Atlantic province are considered Regional.

NOTE:
LCP Regional is defined differently than NDG Regional.

Refer to the Publications Mail LCP Distance-Based Pricing Exceptions List (Local and Regional Designations) found at canadapost.ca/pmsupportdocuments.

5.1.4.3
LCP – local

Local prices apply to mail deposited at an approved postal facility for delivery within the same city or town, with some exceptions specified in the SERP software origin-destination table.

NOTE:
LCP Local is defined differently than NDG Local Rural.

Refer to the Publications Mail LCP Distance-Based Pricing Exceptions List (Local and Regional Designations) found at canadapost.ca/pmsupportdocuments.

5.1.5

NDG Presort

NDG prices apply to all items that meet the NDG Presort requirements. NDG Presort includes National, Regional and Local Rural.

5.1.5.1
NDG – national

The NDG National price applies to all items mailed at a postal facility for delivery at any other postal facility in Canada.

Phantom pricing applies to NDG National mailings that do not meet the minimum volume requirement.

5.1.5.2
NDG – regional

The NDG Regional price applies to all items mailed at a postal facility for delivery at post offices that have no Letter Carrier delivery and that are located in the same or adjacent provinces as the accepting postal facility. In order to qualify for this price category, at least 50% of the total addressed copies in the publication issue mailed must be either Regional or a combination of Local Rural and Regional. Otherwise, NDG National prices will apply to the nominal Regional portion of the mailing.

Orders (Statements of Mailing) containing qualified NDG Regional items do not have a minimum volume requirement [even if some NDG National items are included on the Order (Statement of Mailing)].

A Non-Letter Carrier post office with civic addressing may have several Postal Codes. Items addressed to these Postal Codes may qualify under the Regional price category. Visit canadapost.ca/pmsupportdocuments to view the Publications Mail Regional Price Category FSA Table.

NOTE:
NDG Regional is defined differently than LCP Regional.
5.1.5.3
NDG – local rural

The NDG Local Rural price applies to items mailed at a post office with no Letter Carrier delivery for delivery at that post office.

Orders (Statements of Mailing) containing qualified NDG Local Rural items do not have a minimum volume requirement [even if some NDG National items are included on the Order (Statement of Mailing)].

NOTE:
NDG Local Rural is defined differently than LCP Local.

5.1.6

Bundles of Unaddressed Copies

The Bundles of Unaddressed Copies price applies to Bundles of Unaddressed Copies mailed at a postal facility for delivery at any other postal facility in Canada, and addressed to a news dealer or other bulk receiver.

5.1.7

Undeliverable Publications Mail (uPM)

If the customer elects to receive the undeliverable Publications Mail electronic data report, the uPM processing fee is applied. If the customer elects to have the item returned by mail, the undeliverable Publications Mail return postage is applied in addition to the uPM processing fee.

NOTE:
For Bundles of Unaddressed Copies, the bundle is considered as one undeliverable Publications Mail item.

5.1.8

Samples and Promotional/Novelty Items

The Samples and Promotional/Novelty Items price applies to acceptable single and multiple enclosures priced and weighed separately from the host publication.

5.1.9

Price discounts

Customers may be eligible for price discounts based on their commitment to mail a minimum of three million Publications Mail items in an Agreement year. Such a commitment must be specified on the Agreement Activation Form along with the effective date and the list of eligible titles. A price discount is calculated and applied to the postage paid for individually addressed Publications Mail items on each eligible Order (Statement of Mailing) completed using the EST.

Customers should contact a Canada Post representative for more information on price discounts.

5.2

Financial assistance

Financial assistance is available for certain publications if specific eligibility criteria are met under the Department of Canadian Heritage regulations. Customers who wish to enquire and apply for financial assistance must contact the Department of Canadian Heritage directly at 1-800-641-9221.

6

Publications Mail Specific Terms and Conditions

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6.1

Payment terms

For general payment terms, see Paying For Your Mailing.

6.2

General terms and conditions

See General Terms and Conditions, which are modified as follows:

Add:

3.7

Customized Postal Indicia
Use of Images

The image submitted must be suitable for family audiences.

The image cannot contain any trademarks, trade names, official marks and any other rights of another party (“the Marks”) without the prior written authorization of such other party. The Customer warrants that it is the owner or licensed user of the Marks, and has the authority to and does grant Canada Post and its agents the right to use such Mark's as required in performing its obligations.

The Customer shall indemnify Canada Post from any and all claims, demands, loss or damage suffered by Canada Post and its agents as a result of, or in any way connected with the artwork (including Marks) provided by or on behalf of the Customer.

In the event that an image depicts one or more individuals is submitted, the customer represents and warrants that it has the permission of the individual(s) depicted to use the image. In the case of an image of a celebrity or an image that appears to have been taken without the knowledge of the individual being depicted, the customer may be asked to provide written proof of permission (by way of email or mail) to use the image.

Canada Post reserves the right to refuse any proposed Customized Postal Indicia design that it, at its sole discretion, deems unsuitable for any reason.

Items with Customized Postal Indicia are not considered postage paid and must be inducted with an Order (Statement of Mailing) at a Canada Post facility.

Customized Postal Indicia products designs are subject to change without notice.

25 Ownership of Mail

The Customer agrees that Items mailed under this Agreement will be mailed only on the Customer's or its Authorized User's behalf, and that Items will not include commingled mail, being consolidated mail of a type or from sources other than those approved by Canada Post.




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