ABCs of Mailing
To help ensure that mail reaches its destination safely, securely and according to the service selected, customers should plan their entire mailing. Planning a mailing includes choosing an appropriate service, accurately calculating weights and measurements and supplying proper documentation. This guide includes a roster of information to help customers meet their delivery deadlines and budget parameters.
Canada Post has developed innovative online tools and resources to make it easier for customers to prepare, pay for and send their items.
The Ship-in-a-click service allows customers to purchase and pay for Canada Post shipping services online using most major credit cards (VISA, MASTERCARD and American Express). Customers using the Ship-in-a-click service can print a shipping label from their personal computer and deposit their item in a street letter box (Priority™ must be deposited at a post office), where size permits, or at a post office. Some restrictions and conditions apply. The following services are available for purchase online: Visit canadapost.ca/shipinaclick for more information.
The eBay Online Shipping tool gives eBay sellers direct access to Canada Post's shipping services and allows them to create, purchase and print shipping labels through eBay.ca. Canada Post services offered on the eBay Online Shipping tool include: Visit ebay.ca/canadapost for information on the eBay Online Shipping tool.
Snap Ship is a simplified electronic shipping tool exclusively for Solutions for Small Business (SfSB) customers to prepare shipments and print shipping labels anywhere they have access to a printer. Visit canadapost.ca/snapship for more information.
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 1-800-277-4799.
Canada Post Web Services offer shipping solutions that are easy to integrate, customize and use from the Merchants’ website or platform. Benefits in using Canada Post Web Services include:
Visit canadapost.ca/webservices for more information on Canada Post web services.
In order to help ensure that items arrive at their final destination safely, securely and economically, refer to the specific guide for the type of service being used while keeping in mind the following checklist:
The customer has the responsibility of ensuring that the contents of an item can be shipped under Canadian legislation, including but not limited to the Criminal Code, the Canada Post Corporation Act (including, in particular, the Non-Mailable Matter Regulations), the Tobacco Act, the Transportation of Dangerous Goods Act and Regulations, the IATA (International Air Transport Association) or the ICAO (International Civil Aviation Organization) Dangerous Goods Regulations and all applicable laws. Canada Post will not deliver offensive articles that contain sexually explicit material, any information relating to bookmakers, pool-setting, betting or wagering or unlawful schemes, or any item related to schemes to defraud the public.
Careful preparation and packaging helps ensure safe and secure delivery of items. Customers may visit canadapost.ca/shop to purchase packaging and wrapping materials. Packing and wrapping methods may vary according to the item to be mailed. When packing your item:
The United States, among many countries, have begun the enforcement of the international phytosanitary standard for regulated wood packaging material (WPM) (e.g. crates, boxes, and pieces of wood used as supports or bracing). Most WPM must be either heat treated or fumigated with methyl bromide in accordance with the Guidelines and stamped with an approved international mark certifying that treatment. Visit the International Standards for Phytosanitary Measures website at http://www.ispm15.com/start.htm for complete details. The customer must ensure the packaging and wrapping meet all current applicable requirements of the international destination (see the International Destination Listing at canadapost.ca/internationallistings).
The following suggestions are examples only and do not guarantee safe delivery of items. Dry colouring powders, for example aniline blue, must be placed in a leak-proof metal box. This box must be placed in a strong metal, wooden or cardboard outer box and have enough absorbent material between the containers to prevent leakage of the contents. Dry non-colouring powders must be placed in a strong durable leak-proof metal, wood or cardboard container protected to keep from moisture. This inner box must be placed in an outer container made of metal, wood or cardboard. Fatty substances that do not easily liquefy must be put in a leak-proof bag or box (e.g. plastic) and placed in a strong outer container of wood or metal. If the item easily liquefies, package or wrap the item as a liquid or liquefiable substance. Film containers must be strong enough to prevent loss or damage to the contents. Latex paint and tubes of artist’s paint must be packaged according to the specifications for liquids. Metal containers with friction lids that mechanically seal the lids, must be fastened with metal rings to prevent accidental removal of the lids during transit. A separate container must be used to ship each four-litre can. Four one-litre cans of latex paint can be shipped in one container but each can must be separated by durable separators. Magnetic tapes must be protected from being accidentally erased by wrapping the items in lead foil and marking the item “MAGNETIC TAPE”. Scented items (including samples) must be sealed to prevent the scent from escaping.
Eggs can be shipped within Canada using the following services: Priority, Xpresspost, Expedited Parcel or Regular Parcel. All items are mailed at the customer’s risk.
Visit the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information. Hatching eggs
Live day-old chicks must be shipped by surface using Expedited Parcel* (COD service option is not available) with the designated article number 8731 on the manual Manifest. All items are mailed at the customer’s risk.
Canada Post strongly recommends that the customer place a noticeable label on each package stating: “LIVE DAY-OLD CHICKS. THIS SIDE UP. HANDLE WITH SPECIAL CARE. DO NOT WATER OR FEED IN TRANSIT. DO NOT PLACE IN MAIL BAG OR COVER WITH OTHER MAIL MATTER. DO NOT PLACE NEAR HOT PIPES, STOVES OR RADIATORS. DO NOT EXPOSE TO COLD WINDS OR HOT SUN. PLEASE PROTECT FROM EXTREMES OF HEAT OR COLD. PLEASE DISPATCH AS QUICKLY AS POSSIBLE AND DELIVER TO THE ADDRESSEE PROMPTLY ON ARRIVAL AT OFFICE OF DESTINATION.”
Visit the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information.
Liquid and Dry Patient Specimens are mailable within Canada through the Priority™, Xpresspost™, Expedited Parcel™, Regular Parcel™, Lettermail™ and Business Reply Mail™ services. Customers must apply the following directives when designing their package: Patient specimens (human or animal) that have a minimal likelihood of containing infectious pathogens must be packaged appropriately to further minimize the risk of exposure (see International Air Transport Association [IATA] Dangerous Goods Regulations outlined in the IATA Document - Classification of Infection Substances for packaging requirements). Specimens being tested for a contagious pathogen such as HIV or the flu virus are unacceptable. Specimens that are being tested for cancer cells or something similar are acceptable. Exempt human or animal specimens must be packaged and marked according to the following:
For liquids, absorbent material in sufficient quantity to absorb the entire contents must be placed between the primary receptacle and the secondary packaging.This is done so that, during transport, any release or leak of a liquid substance will not reach the outer packaging and will not compromise the integrity of the cushioning material. When multiple fragile primary receptacles are placed in a single secondary packaging, they must be either individually wrapped or separated to prevent contact between them. The item must be marked “EXEMPT HUMAN SPECIMEN” or “EXEMPT ANIMAL SPECIMEN”, as appropriate. If the customer wishes to determine whether their envelope/packaging meets Canada Post’s shipping guidelines, they may submit a sample of the packaging to the following address for testing: CANADA POST Biological specimens that are infectious or contain pathogen cannot be mailed under any circumstances.
Live small cold-blooded non-poisonous animal specimens are mailable within Canada between April 1st and October 31st via Expedited Parcel or Regular Parcel services. All items are mailed at the customer’s risk. No coverage for loss or damages is available for this type of mail.
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Parasites, leeches and insects must be mailed by surface via Expedited Parcel or Regular Parcel services. All items are mailed at the customer’s risk.
Visit the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information.
Bees are mailable within Canada through Priority, Xpresspost, Expedited Parcel and Regular Parcel services. All items are mailed at the customer’s risk. No coverage for loss or damage is available for this type of mailing.
Visit the International Air Transportation Association (IATA) Live Animal Regulations website at iata.org/whatwedo/cargo/live-animals/Pages/index.aspx or the Canadian Food Inspection Agency’s website at inspection.gc.ca for additional information. Honey bees (colonies) can only be shipped between March 1st and October 31st by surface using the Regular Parcel service or Expedited Parcel service. Queen bees and their attendants Queen bees and their attendants (maximum of eight) can only be shipped between April 1st and October 31st by Priority™ service.
Human and animal cremated remains are permitted to be mailed provided:
As a general rule, most batteries such as AA, AAA, C and D used in consumer electronic products can be accepted for shipping. ALL SHIPMENTS OF BATTERIES MUST COMPLY WITH THE FOLLOWING:
For the most part, lithium cells and batteries used to power electronics such as music storage devices, cameras, cellular devices and laptops would meet the required conditions. However, lithium powered vehicles, such as hoverboards, self-balancing boards/wheels, electric bicycles and wheelchair batteries, are NOT acceptable.
To avoid unnecessary delays in delivery of your mail items, follow these addressing guidelines:
Visit Addressing Guidelines for addressing details, tables of abbreviations and symbols.
The base price1 for shipping an item is set out on Canada Post price sheets available to the customer. These price sheets show the base price according to the item's Actual Weight (AW) and a corresponding Volumetric Equivalent of Actual Weight (VE). See "How to calculate the Volumetric Equivalent of Actual Weight" in this section. While the lowest base price for most services corresponds to the lowest actual weight or volumetric equivalent of actual weight of 0.750, some exceptions may apply; and where the greater of actual weight and volumetric equivalent of actual weight exceeds 0.750, base price will in all cases be determined by rounding the actual weight and volumetric equivalent of actual weight to the nearest 0.500.
It is the customer's obligation to declare an item's actual weight on the shipment order or manifest at the time of shipping. The customer may also declare the item's dimensions or its volumetric equivalent of actual weight. It is the customer's sole responsibility to ensure its declarations are accurate. Canada Post reserves the right, at its sole discretion, to re-weigh and/or measure the dimensions and calculate the volumetric equivalent of actual weight of any item. When auditing the customer's declaration, Canada Post uses only measuring devices approved for use in trade by Measurement Canada. When an item is cubed, the dimensions provided are the dimensions of the smallest box within which the item can be contained. Determining your Base Price and Total Shipping Charges Canada Post determines the base price, within the prescribed weight and size limits of the specific product offering, of the greater of an item's actual weight or its volumetric equivalent of actual weight. The base price for an item, along with charges for options selected, applicable surcharges, additional fees and taxes, comprise the total shipping charges for the item and will appear on the customer's invoice or receipt. The invoice or receipt will set out price adjustments for all items where Canada Post charges the base price on an actual weight or on a volumetric equivalent of actual weight, other than as declared by the customer. Where the customer makes no declaration or if its declaration is for whatever reason unusable or unavailable, Canada Post charges for a default weight of 5 kg (11 lb.). Customers that do not complete and submit all the documents necessary for the service, when required, or if the documents submitted are not accurate, the items contained in those shipments may, at the discretion of Canada Post:
How to calculate the Volumetric Equivalent of Actual Weight (VE) The volumetric equivalent of actual weight of an item is the item's volume divided by a density factor. Volume ÷ Density Factor = Volumetric Equivalent Actual Weight (VE). Volume is calculated by multiplying the item's length x width x height measured where the dimensions are greatest (as if the item fit into a box with six sides.) A density factor of 6,000 (when measuring in cm) or 166 (when measuring in inches) is applicable to items shipped using Expedited Parcel or Regular Parcel. For Priority, Xpresspost, and all U.S. and International services (excluding Tracked Packet and Small Packet), use a density factor of 5,000 (when measuring in cm) or 139 (when measuring in inches). Using these density factors reflects Canada Post's experience that an item of these densities will weigh approximately one kilogram. An item measuring 100 cm x 60 cm x 20 cm with an actual weight of 8 kg. Based on the parcel's dimensions, its volume is 120,000 cubic centimetres. If it were shipped using Xpresspost service, a density factor of 5,000 would apply resulting in a volumetric equivalent of actual weight of 24.0. Because the volumetric equivalent of actual weight of 24 is greater than the actual weight of 8 kg, the correct shipping charge is based on volumetric equivalent of 24. An item measuring 100 cm x 60 cm x 20 cm with an actual weight of 26 kg. Based on the parcel's dimensions, its volume is 120,000 cubic centimetres. If it were shipped using Regular Parcel service, a density factor of 6,000 would apply resulting in a volumetric equivalent of actual weight of 20.0. Because the actual weight is greater than the volumetric equivalent of actual weight, the correct shipping charge is based on actual weight of 26 kg. Volumetric equivalent of actual weight is not a unit of measure or a mass or a volume. It is a tool developed from long industry experience of typical parcel densities that allows more accurate pricing of an item given its weight and the space it occupies in a truck or an airplane.
Proper shipping labels must be applied to the item and completed Order documentation (i.e. Manifest, Bill of Lading) must accompany the item. All shipping labels should be produced according to Canada Post’s manufacturing specifications and should be compliant at all times. These specifications exist to ensure that barcodes can be scanned and that items can be processed using our mechanized sorting equipment. Some services do not require labels or documentation. For more information, consult the appropriate service in the Canada Postal Guide, if mailing outside of Canada, see International Destination Listing and Customs Requirements.
Customers using Ship-in-a-click™ can print their own shipping label. Otherwise customers must bring their items to the post office to obtain a barcoded shipping label. Affix the address shipping label to the item, ensuring that all the following requirements are met:
Orders (Bills of Lading) are available only with overprinted customer information by calling Customer Service at 1-888-550-6333. When using a domestic Bill of Lading, it is not necessary to use a Manifest or a shipping label, as a shipping label and Bill of Lading are one and the same. Visit canadapost.ca/domesticbol for detailed instructions on how to complete an Order (Bill of Lading).
Additional documentation for contract customers and Solutions for Small Business cardholders.
Customers must prepare an Order (Manifest or Bill of Lading), except when using EST online version [see Order (Bill of Lading)]. Shipping information can be created and transmitted using EST (see Electronic Shipping Tools (EST) for more information). The customer number and the agreement number are required on all Orders. For prepaid products, a Manifest is not required unless the quantity shipped is to be considered for the customer’s scheduled pickup weekly volume, or if additional options are selected. Customers may prepare an Order electronically, using EST, Snap Ship, an approved shipping system developed by a third-party or one that is developed by a customer or manually using a hard copy Order provided by Canada Post. Customers who electronically submit a Manifest and apply a Canada Post readable barcode to their mail items can benefit from a discount. Also, items (other than Priority™) processed with the online version of EST only, may be deposited into a street letter box if they fit. The shipping label generated by the online version of EST acts as the Manifest and will indicate “NO MANIFEST REQUIRED”. Therefore these shipping labels allow for street letter box deposit for specific products. Two printed copies of the Order (Manifest) prepared electronically, or the original of a manually prepared Order (Manifest or Bill of Lading), must be provided with every parcel order at the time of induction (pickup or deposit) to an authorized Canada Post representative at a postal facility approved by Canada Post or to an authorized Canada Post driver for customers who have scheduled pickup. All items on an Order form are subject to weight, volumetric equivalent of actual weight, quantity, product type and service option verification by Canada Post and will be adjusted as necessary. Mailings will only be accepted once proper documentation is completed and provided. Order (Bulk Manifest) For prepaid products, enter the total quantity shipped in box J of the Bulk Manifest. Bulk Manifest cannot be used for COD items. For detailed instructions on how to complete a Bulk Manifest, visit canadapost.ca/bulkmanifest.
All mail containing merchandise destined for outside of Canada must have a Customs Declaration form (see Section 1.1.1 of Customs Requirements. The Customs Declaration forms part of the Canada Post shipping label and also includes the address and sender names and addresses.
The methods of payment are indicated by the service used. Refer to the appropriate service.
Items may be deposited as indicated by the service used. Refer to the appropriate service.
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PDF to print
A single encased unit consisting of one positive and one negative electrode that exhibits a voltage differential across the two terminals (such as an AA battery).
A lithium battery is one or more cells electrically connected (such as a laptop battery).
Must fit on one side of the package.
