Machineable Mail
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 Mail Preparation and Presortation 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
Customers should ensure they are using the most current version of the Mail Preparation and Presortation Guide and other applicable documents, which are posted on the Canada Post website. See in particular, www.canadapost.ca/postalservices for key documents.
It is the Customer’s obligation to meet all the requirements outlined in the Agreement.
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NOTE 1:
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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 the Agreement. |
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2:
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The figures throughout this document are examples for illustration purposes only. |
1 | Overview |  |
1.1 | Who Should Use This Guide? |
This Guide has been designed to explain how to prepare Machineable Mail items for the following services:
- Addressed Admail, excluding Dimensional Addressed Admail
- Incentive Lettermail
- Publications Mail
1.1.1
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What is Machineable Mail?
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Machineable Mail is prepared in a way that allows Canada Post to process it efficiently. The type of mail is clearly identified and mail items are arranged so that they can be read by Canada Post’s automated equipment.
1.2 | Requirements for Machineable Mail |
To qualify as Machineable Mail, the mail items must meet any requirement specified in the Agreement with Canada Post, as well as the requirements for service and type of mail such as read rate, size and weight. Table 1 summarizes these requirements, but the Customer must also consult the appropriate Customer Guide (see section 1.3 “Information Sources”).
Table 1: Machineable Mail, Key Requirements
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*
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Customers may deposit less than the minimum volume requirement provided that the difference between the actual volume and the minimum volume is entered and paid at the applicable phantom price. The phantom price is only available for single deposits (not available on partial mailings). |
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**
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If address accuracy of a mailing is less than 95%, Canada Post will adjust the charges applied to the mail items with inaccurate addresses. |
This Mail Preparation and Presortation Guide forms part of the Agreement, and all references to the Agreement shall be deemed to include the documents referenced in section 13 “Entire Agreement and Alterations”of the General Terms and Conditions.
Table 2: Quick Reference Chart
2 | What You Need to Know Before You Start | |
2.1 | Steps for Preparing Machineable Mail |
Mail that has met all the necessary requirements (see section 1.2 “Requirements for Machineable Mail”) goes through up to five steps of mail preparation:
- Choose the Correct Type of Container (Step 1) – Use lettertainers for Short and Long (S/L) mail items. Use flats tubs for Oversize (O/S) mail items.
- Place the Mail Properly in Containers (Step 2) – Proper placement helps ensure that Canada Post’s automated equipment functions smoothly.
- Label the Containers (Step 3) – Correct labelling ensures that mail items are directed to the appropriate work centre within a Canada Post facility.
- Make up Monotainer and Pallet (Step 4) – Monotainers and pallets make it much easier to move the mail because it means the Customer and Canada Post handle one object instead of several.
- Deposit the Mail (Step 5) – The mail must be deposited at an approved site accompanied by properly completed documentation.
3 | Choose the Correct Type of Container (Step 1) | |
Canada Post uses two types of hardsided containers for moving the mail: lettertainers and flats tubs. These containers can be obtained from any Canada Post plant and the Canada Post Equipment Warehouse in Toronto. These containers have lids. If Machineable Mail items are being deposited in monotainers, lids are optional.
Short and long (S/L) mail items should be placed in lettertainers (as shown in Figure 1). Oversize (O/S) mail items should be placed in flats tubs (as shown in Figure 2).
Other hardsided containers may be used if they meet the specifications in Table 3 and once prior approval from Canada Post has been received.
Table 3: Hardsided Container Specifications
4 | Place the Mail Properly in Containers (Step 2) | |
4.1 | Rules for Placing Mail in Containers |
- Place mail items in the container with the address and postal indicia, if applicable, all facing in the same direction.
There is only one acceptable way to place Short and Long (S/L) mail items in a lettertainer (as shown in Figure 3). There are three choices for facing Oversize (O/S) mail items in a flats tub (as shown in Figure 4, Figure 5, and Figure 6).
- Make use of all space available in the container.
If there’s room in a lettertainer, place mail items securely along one side (as shown in Figure 7) or both sides of the container. When placing mail items along the sides, the addresses and postal indicia, if applicable, should face outward. If there’s room in a flats tub, place mail items securely along the front or side of the container (as shown in Figure 8).
- Fill all containers to capacity; they must not weigh more than 22.7 kg (including the weight of the container and lid) when filled. Only the last container may be less than full since it will hold any mail items left over. If there is concern about the mail items jostling in a container that’s not full, bundle the mail items or place crumpled-up paper at the end to brace the mail items.
- Make sure all containers have their lids, unless depositing in monotainers or arrangements with Canada Post have been made.
- Ensure the items do not stick together as they may be damaged during processing or jam and/or damage the machinery.
5 | Label the Containers (Step 3) | |
Place labels in the label holders on containers before depositing the mailing. Labelling individual containers is not required if all containers are placed in monotainers or on pallets (Canada Post requires labels for each monotainer or pallet indicating the destination mechanized plant). See section 6 “Make up Monotainer and Pallet (Step 4)”).
5.2 | Producing Container Labels |
For labels that are either produced using Canada Post templates or are custom-made, the site www.canadapost.ca/postalservices under Container Labels offers both camera-ready artwork for the templates and Canada Post specifications for producing custom labels.
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NOTE :
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Large-volume mailers may choose between producing labels individually or in continuous strips (1 up, 2 up, etc.) as best suited to the intended overprinting process. |
5.2.1
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Special Instructions
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- print label on one (1) side only
- labels must fit into label holders (or sleeve on the side of the Canada Post container) and be easily extracted from the label holders
- labels must be in bilingual format
- use PMS 470 (Terra Cotta) colouring for time-committed Publications Mail
- if the mailing is deposited at the mechanized plant where it will be processed (for example, mail destined for Vancouver that is deposited at the Vancouver plant, see section 8.1 “Deposit Sites”), there is no need to enter the destination plant on the container tag.
Table 4: Form Numbers for Lettertainer and Flats Tub Labels
6 | Make up Monotainer and Pallet (Step 4) | |
Canada Post encourages the consolidation of lettertainers and flats tubs by using pallets or monotainers. During peak periods (such as Christmas), the number of monotainers requested may not be available.
Monotainers and pallets keep together mail items intended for one Order (Statement of Mailing) or to the same destination (e.g., all mail items for Vancouver arrives on one pallet), which reduces the amount of handling and helps ensure a complete mailing arrives at its destination at the same time.
Table 5: Pallet and Monotainer Specifications
6.1 | Labelling Monotainers and Pallets |
Labelling monotainers and pallets ensures that mail items are directed to the appropriate work centre within a Canada Post facility. All pallets and monotainers must be labelled.
Each label must measure 216 mm x 279 mm (8.5 in x 11 in), have white with black lettering and must include the following information (as shown in Figure 9):
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