Business Reply Mail™ Customer Guide – Domestic and International
Effective January 14, 2008
Amendment/Revision
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, www.canadapost.ca/postalservices for key documents.
Significant changes appear in red in the electronic version.
In addition, 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, 1.3).
- the version number restarts at 1.0 every January.
Table of Contents
1 | Service Overview |  |
1.1 | The Purpose of This Business Reply Mail Customer Guide |
This Customer Guide has been designed to give Customers detailed information needed to get the most from Canada Post’s Business Reply Mail (BRM) 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 and other applicable documents, which are posted on the Canada Post website. See in particular, www.canadapost.ca/postalservices for key documents.
It is the Customer’s obligation to meet all the requirements outlined in the Business Reply Mail Agreement.
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NOTE :
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Some words and expressions used in this document have a specific meaning. Please refer to section 1 “Definitions” of the General Terms and Conditions for the definition of specific terms referenced throughout this document and this Agreement. |
1.2 | What is Business Reply Mail? |
Business Reply Mail is a direct response vehicle that is used by businesses, publishers, government departments, fundraisers and other organizations to seek responses from recipients within Canada (Domestic Business Reply Mail) and from recipients around the world (International Business Reply Mail).
Business Reply Mail is available in both envelope and card format. Customers must pay an annual, non-refundable fee and then only pay for items that are returned to them (see section 5 “Pricing” for more information).
Applications include:
- receiving payments
- generating sales leads
- initiating customer service
- identifying customer needs
- building databases
- raising funds
- voting
- researching the marketplace
- developing retail trade
- requesting information
- renewing magazine subscriptions
- returning qualified items.
To use Business Reply Mail, Customers must have an active Business Reply Mail Agreement and access to the Business Reply Mail Artwork Online tool located within Canada Post‘s Online Business Centre.
To register for and use the Business Reply Mail Artwork Online tool, which is available to Customers at no charge, visit www.canadapost.ca/obc or contact a Canada Post Representative.
Visit www.canadapost.ca/brmsupportdocuments for a list of support documents detailing Business Reply Mail requirements and to access the Business Reply Mail artwork online tool “DEMO”.
Standards for the delivery of the Business Reply Mail service are based on delivery from the time the item is placed into the mail stream by the recipient or when the item enters the Canada Post mail stream from other postal administrations. These service standards are not guaranteed.
A general overview of the Business Reply Mail service standards is as follows:
Once in the Canada Post mail stream:
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NOTE 1:
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The number of days excludes the day of mailing, weekends and statutory holidays. |
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2:
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Weekend and statutory holiday deposits are considered deposited on the following business day. |
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3:
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These service standards do not apply to redirected or returned items. |
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4:
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Service standards are subject to change without notice. |
For more information, visit the Service Standards chapter of the Canada Postal Guide, under section 3 “Direct Marketing and Transaction Mail – Domestic”.
1.4 | Service Features and Options |
A feature is provided as part of the basic service.
Business Reply Mail items that cannot be delivered as originally addressed because the addressee has moved will be redirected to the addressee at no extra charge while there is a Change of Address Notification (COAN) in effect. Customers must provide a copy of their Change of Address Notification (COAN) to their Canada Post Representative.
1.4.2.1
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Plastic Commercial Envelope
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Customers may use leak-proof plastic commercial envelopes provided they meet Canada Post’s domestic Business Reply Mail service specifications for the return of paper content or other qualified items* (e.g., Ink Jet cartridges, film, etc.) as part of the response from the recipient. Customers may send a request to documcc@canadapost.ca to obtain a copy of the Canada Post approved manufacturing specifications.
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*
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Items must be 20 mm or less in thickness and meet applicable requirements for Other Business Reply Mail. |
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NOTE :
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Physical samples must be submitted to Canada Post’s Mail Standards and Testing group to ensure the plastic commercial envelopes and intended contents qualify for the Domestic Business Reply Mail service. For more information, see section 3 “Preparing Business Reply Mail”.
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Business Reply Mail (BRM) offers two (2) labels that can be used by Customers for both domestic and international Business Reply Mail services:
- Electronic Business Reply Mail label (BRM elabel)
Provides Customers with an opportunity to use an electronic channel (i.e. website, email) to facilitate a hardcopy response (i.e. BRM envelope).
- BRM overlay label
Provides Customers with an opportunity to efficiently recycle outdated Business Reply Mail envelopes and cards.
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NOTE :
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Both labels include the 4-state barcode. This barcode was introduced in 2004 and became mandatory in July 2007. |
Visit www.canadapost.ca/brmsupportdocuments for details on Business Reply Mail labels.
1.4.3
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Undeliverable Business Reply Mail
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A Business Reply Mail item will not be provided to the Customer and will be treated as undeliverable if:
- the item does not bear a complete and valid Business Reply Mail address
- the addressee has moved and the Change of Address Notification (COAN) has not been filed or has expired for the Business Reply Mail address
- delivery is prohibited by law
- the item cannot otherwise be delivered to the Business Reply Mail address
- a Customer has chosen to cancel their Business Reply Mail Agreement
- a Customer does not pay their annual Business Reply Mail fee and/or pay for their Business Reply Mail items.
Undeliverable Business Reply Mail items will be disposed of or recycled as determined by Canada Post.
2 | Content, Format and Physical Characteristics | |
To be eligible as Business Reply Mail, the items mailed must meet the criteria specified for Business Reply Mail and must be prepared for mailing in such a manner as to prevent loss or damage to any item and permit easy examination of each item.
Items submitted as Business Reply Mail that do not meet the content, format and physical characteristics specified for Business Reply Mail and other requirements outlined in this Agreement, may be subject to price adjustments and/or surcharges or may not qualify for Business Reply Mail service and prices.
See section 5 “Criteria for Qualification” and section 6 “Surcharges” in the General Terms and Conditions. Visit www.canadapost.ca/customerguides for information on surcharges.
If Customers are preparing a Domestic Business Reply Mail item that will include content other than paper documents (e.g., Ink Jet cartridges, film, etc.) as part of the response from the recipient, the Customer must submit physical samples for testing to Canada Post’s Mail Standards and Testing group (see section 3.1.1 “Confirmation of Artwork Placement and Certification of Machineability”).
If Customers are preparing an International Business Reply Mail item, only paper documents are accepted as part of the response from the recipient.
Domestic Business Reply Mail may be used as a vehicle to accept films, negatives and pictures by film processors, providing the envelope meets the requirements and specifications. Items will be charged the “Other Business Reply Mail” price depending on the size and weight of the envelope.
If the recipient of a Domestic Business Reply Mail is expected to include a coin as part of the response, the Business Reply Mail item, including the coin enclosed by the recipient, must meet the following requirements:
- the coin must be secured (e.g., by means of a glue spot) in the top left-hand corner of the envelope insert
- the coin must be within 40 mm from the top edge and 60 mm from the left edge.
2.1.2
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Non-Mailable Matter
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Generally, non-mailable matter means any item that:
- is prohibited by law (e.g., illegal, obscene, fraudulent)
- is non-mailable due to the fact that it fails to meet certain physical characteristics or marking requirements
- 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.
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NOTE :
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Solicitations that have the general appearance of a bill or statement of account must clearly indicate that there is no obligation to make a payment in relation to the offer unless it is accepted. Specific wording and format requirements are detailed in the Solicitations by Mail Regulations made under the Canada Post Corporation Act. |
For further information respecting non-mailable matter restrictions, visit the Canada Postal Guide at www.canadapost.ca/postalguide under Non-mailable Matter.
It is the Customer’s obligation to ensure an item does not constitute non-mailable matter and is otherwise acceptable for mailing.
Canada Post provides artwork for Business Reply Mail items through the Business Reply Mail Artwork Online tool.
Artwork created within the online tool contains all the essential elements (see section 2.4 “Illustrations”), in the desired format and bearing the appropriate design and physical characteristics of the requested service type (Domestic or International).
To register for and use the Business Reply Mail Artwork Online tool, which is available to Customers at no charge, visit www.canadapost.ca/obc or contact a Canada Post Representative.
Visit www.canadapost.ca/brmsupportdocuments for a list of support documents detailing Business Reply Mail requirements and to access the Business Reply Mail artwork online tool “DEMO”.
The Business Reply Mail address and postal code should adhere to the Addressing Guidelines. For more information on Addressing, visit the Canada Postal Guide at www.canadapost.ca/postalguide under Addressing Guidelines.
Customers may only modify the first line (title, logo) and, depending on the size of the envelope or card, a second line (name) may be available for customization. When customizing the first line (title, logo) or second line (name), Customers are not permitted to change addressing information.
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NOTE :
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One Business Reply Mail address is provided per Agreement. For additional Business Reply Mail addresses, please contact a Canada Post Representative. |
Address windows for the Domestic Business Reply Mail service must be located and covered in a manner that meets the applicable requirements as established in the Postal Standards. Refer to sections 3.1.1.1, 3.1.2 and 3.1.2.1 of the Lettermail Postal Standards at www.canadapost.ca/postalstandards for more information.
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NOTE 1:
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The use of address windows for Domestic Business Reply Mail is subject to the testing and approval of Canada Post’s Mail Standards and Testing group.
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2:
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Address windows cannot be used on International Business Reply Mail items.
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Customers may only use Canada Post postal indicia, logos, trade-marks or markings if the Customer has obtained the written consent of Canada Post. 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.
Note that an item will be 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.)
- 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.
It is the Customer’s obligation to obtain approval for any proposed endorsement or other markings from Canada Post prior to printing.
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NOTE :
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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 |
To qualify as Business Reply Mail, every item must meet the size and weight requirements for its type of format (envelope or card) and type of service (Domestic or International).
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NOTE :
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The metric unit is the official measure. Imperial equivalents are provided for reference and convenience only. |
2.3.1
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Domestic Business Reply Mail
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*
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Any item that does not have an outer cover, wrapping or envelope in addition to the paper or material on which the communication is placed. |
To be considered Domestic Business Reply Mail, the item must be rectangular with the length being greater than the width. The maximum length-to-width ratio must be 2.6:1 and the minimum length-to-width ratio must be 1.3:1.
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NOTE :
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Any Domestic Business Reply Mail item weighing more than 500 g will not qualify for Business Reply Mail service. Such items will be treated as parcels and will be subject to the applicable parcel service. |
2.3.2
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International Business Reply Mail
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Any item that does not have an outer cover, wrapping or envelope in addition to the paper or material on which the communication is placed. |
To be considered International Business Reply Mail, the item must be rectangular with the length being greater than the width. The maximum length-to-width ratio must be 2.6:1 and the minimum length-to-width ratio must be 1.4:1.
Any International Business Reply Mail item weighing more than 50 g or exceeding the size specifications of International Business Reply Mail may not be returned as International Business Reply Mail from other postal administrations, as per Universal Postal Union Regulations. Where items weighing over 50 g are returned, they will be considered as Letter-post – International and, will be subject to the applicable weight category and the Other Letter-post price.
These illustrations are provided as a visual aid to help ensure Customers produce Business Reply Mail items that meet all the applicable specifications and requirements, while leveraging the areas available for customization (i.e., Customer-Controlled Area, first line [title], etc.).
2.4.1
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Domestic Business Reply Mail Artwork (Responses Within Canada)
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PDF to print