Unaddressed Admail
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 what is required to prepare an Unaddressed Admail mailing for deposit to Canada Post.
1.2 | What Is Mail Preparation for Unaddressed Admail? |
Mail preparation is the process of bundling mail items securely, placing them in Canada Post supplied mailbags or Customer-supplied boxes pre-approved by Canada Post and labelling the containers with the urban or rural delivery facility where the containers will be delivered.
1.3 | Requirements for Unaddressed Admail |
To qualify as Unaddressed Admail:
- the mail items must be mailed in Canada for delivery in Canada
- the mail items must meet all Canada Post requirements outlined in the Unaddressed Admail Agreement. Consult the Unaddressed Admail Customer Guide and other applicable documents outlined in the Unaddressed Admail Agreement (see section 1.4 “Information Sources”).
Table 1: Unaddressed Admail Key Requirements
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The most current Householder data available must be used. |
This Mail Preparation and Presortation Guide forms part of the Agreement, and all references to this Agreement shall be deemed to include the documents referenced in section 13 “Entire Agreement and Alterations”of the General Terms and Conditions.
Table 2: Quick Reference Chart
2 | What You Need to Know Before You Start | |
This section explains basic information on postal codes, householder counts, maps, the National Presortation Schematic (NPS), Delivery Modes, Electronic Shipping Tools (EST), and mailing and distribution plans that are required to prepare Unaddressed Admail mailings.
The postal code is a six-character, alphanumeric code in the form of ANA NAN in which “A” represents a letter of the alphabet and “N” represents a number.
For example, the postal code M4B 1G5 is made up of two segments (as shown in Figure 1).
The first segment (the first three characters) represents a Forward Sortation Area (FSA). The first letter indicates a major geographical region (as shown in Table 3).
Table 3: Major Geographical Regions The second segment represents a Local Delivery Unit (LDU). It identifies the smallest delivery unit within an FSA. In urban areas, the LDU may indicate a specific city block (one side of a street between two intersecting streets), a single building or, in some cases, a large-volume mail receiver. In rural areas (as indicated by the zero in the FSA), the LDU combines with the FSA to identify a specific rural community.
For more information on postal codes, visit www.canadapost.ca/postalguide under Addressing Guidelines.
Information about the delivery areas served by Canada Post’s delivery offices is segmented into the number of houses, apartments, farms and business points of call that help Customers determine the number of items needed for their mailing.
The national database of Householder Counts is available on CD-ROM or by download from a secured Canada Post FTP site on a 12-month subscription basis, which includes monthly updates. Visit www.canadapost.ca/postalservices for Individual Householder Counts, which are available free of charge.
For information on Data Products, visit the Canada Post Address Management Tools web page at www.canadapost.ca/am or send an email to data.product@canadapost.ca or contact a Canada Post Representative at 1-800-363-3459.
An FSA (Forward Sortation Area) is the first three characters of a postal code and represents a specific geographic area.
The FSA Maps identify the specific geographic boundaries for every FSA in Canada. This information is invaluable for anyone trying to determine sales territories, plan coverage for a direct mail campaign, or study new locations for a retail store or business. Visit www.canadapost.ca/postalservices to view FSA Maps online.
2.3.2
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Letter Carrier Walk Maps
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Letter Carrier Walk Maps provide the actual routes, or walks, covered by the Letter Carriers. This is particularly useful for targeting local neighbourhoods. This information can be easily transferred to the Unaddressed Admail Delivery Slip to provide delivery instructions for Canada Post, to ensure items are delivered to the specific target audience. Visit www.canadapost.ca/postalservices to view the Letter Carrier Walk Maps online.
2.4 | National Presortation Schematic (Non-Lettermail) |
The National Presortation Schematic (NPS) is a set of tables that indicates how to consolidate mail through Canada Post’s mail distribution network, beginning with the FSA.
The Non-Lettermail NPS is used as a consolidation tool for all Canada Post Communication products. The NPS has four levels of access:
- Level 1 – Delivery Facility
- Level 2 – City
- Level 3 – Distribution Consolidation Facility (DCF), and
- Level 4 – Forward Consolidation Schematic (FCP).
Following the NPS levels of access is key to consolidation of Unaddressed Admail (as shown in Figure 3).
To avoid delays and extra handling charges, the current version of the National Presortation Schematic must be used. It is available at www.canadapost.ca/nps on the Canada Post website.
A Delivery Mode refers to the methods of delivery. Examples of Delivery Modes are:
- Letter Carrier Route (LC)
- Call For (CF)
- Direct (DIR)
- General Delivery (GD)
- Rural Route (RR)
- Lock Boxes (PO Box)
- Suburban Services (SS)
- Motorized Route (MR)
2.6 | Electronic Shipping Tools |
Electronic Shipping Tools (EST) is a free, fast and flexible way to prepare Orders (Statements of Mailing). Two user platforms have been developed: the Online and the Desktop versions.
Electronic Shipping Tools (EST) is an application designed to eliminate the need for manual paperwork and save valuable time for Customers who are using Canada Post’s shipping and/or mailing services.
Sign up for EST free of charge at www.canadapost.ca/obc by registering for a user ID and password. Visit www.canadapost.ca/offerings/eship_tools/can/default-e.asp to learn more about the different Electronic Shipping solutions offered to suit the needs of their business.
For technical enquiries regarding EST, please call the EST Help Desk at 1-866-511-0546.
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NOTE :
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The “Fully Featured” or “Express Order Entry” versions of the Electronic Shipping Tools (EST) can be used to automatically generate all required bar-coded labels and documentation required for use, at the time of mailing. |
Unaddressed Admail mailings prepared using the “Fully Featured” or “Express Order Entry” versions of the Electronic Shipping Tools will have access to Track a Mailing. To view a demo of its capabilities, visit www.canadapost.ca/uasupportdocuments and click on the icon with the bar code for Track a Mailing.
2.7 | Mailing and Distribution Plans |
Before preparing the mailing, a distribution plan is needed (if EST is used) or a mailing plan [for manual Orders (Statements of Mailing)]. These plans will guide the number of containers for each delivery facility and the labelling.
If the Electronic Shipping Tools (EST) is used, it will generate a distribution plan, regardless of the number of destinations for the mailing.
When preparing Orders (Statements of Mailing) manually, a mailing plan must be prepared. Any format can be used as long as the following information is included:
- Customer name
- Customer account number
- Order (Statement of Mailing) serial number
- control number(s) of each Unaddressed Admail Delivery Slip (ADS) in the mailing (there may be more than one Unaddressed ADS for a Delivery Facility, depending on the nature of the mailing, see section 3.3 “Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3)” for more information)
- postal code of the Delivery Facility listed on each Unaddressed ADS
- volumes forwarded to each Delivery Facility.
If mailing to ten (10) or fewer destinations, the mailing plan information should be placed on the Order (Statement of Mailing); if mailing to more than ten (10) destinations, a Manifest with the mailing plan information must be produced.
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NOTE :
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If the Order ( Statement of Mailing) is submitted manually using a hard-copy SOM, a processing fee applies per manual Order ( Statement of Mailing). Contract prices cannot be accessed using a manual Order ( Statement of Mailing) when deposited at a Receipt Verification Unit (RVU). Manual Orders ( Statements of Mailing) containing Contract prices will be subject to applicable Non-Contract prices upon deposit. The applicable volume, however, will still count toward the annual volume commitment. |
3 | Steps for Preparing Unaddressed Admail | |
Mail that has met all the requirements for Unaddressed Admail (see section 1.3 “Requirements for Unaddressed Admail”) goes through up to five steps for mail preparation:
- Place the Mail Items in Equivalent-sized Bundles (Step 1).
- Place the Bundles in Containers (Step 2).
- Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3).
- Label the Containers (Step 4) – Correct labelling ensures that mail is expedited to the Canada Post Delivery Facility.
- Make Up Monotainers and Pallets (Step 5) – Monotainers and pallets make it much easier to move the mail because it reduces the amount of handling and ensures the complete mailing arrives simultaneously at any one destination.
3.1 | Place the Mail Items in Equivalent-sized Bundles (Step 1) |
A “bundle” describes a number of mail items secured together by double strapping (using elastic bands, string or plastic straps). Shrink wrapping is not permitted for Unaddressed Admail.
The maximum thickness of a bundle is shown in Table 4.
Table 4: Bundling Specifications
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The maximum thickness takes precedence over the number of items. The last, or Residue bundle has no minimum number of items, although it still must follow the rules for maximum thickness. |
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Applicable to Non-Letter Carrier Offices only. |
Placing the mail in bundles in the following manner assists in distributing the mail to the appropriate Delivery Facility.
The mailing must be bundled in equal amounts of not more than 200 items in each bundle, not to exceed the thicknesses specified in Table 4. All bundles should contain equal quantities, except the last bundle of a mailing for each Delivery Facility, which may be smaller and is referred to as the Residue bundle.
For example:
“Anytown” Delivery Facility will be required to deliver 1,255 flyers. The standard bundle size for the mailing is 200 items. The mail for “Anytown” would be prepared in six bundles of 200 items and one Residue bundle of 55 items. (6 ¥ 200) + 55 items = 1,255 items
Each bundle must be securely tied or banded (double-strapped) to prevent breaking open during handling or while in transit (as shown in Figure 4).
3.2 | Place the Bundles in Containers (Step 2) |
All items in a single mailing must be deposited in bags, or in Customer-supplied containers pre-approved by Canada Post.
Unaddressed Admail must be placed in one or more containers for each Delivery Facility.
The weight of each container (the container plus the mailing) must not exceed 25 kg (55 lbs.).
3.2.1
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Types of Containers
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Two (2) types of containers can be used for the movement of Unaddressed Admail through Canada Post’s mail distribution network: Canada Post mailbags or Customer-supplied containers pre-approved by Canada Post.
The same type of container must be used for the entire deposit.
3.2.1.1
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Canada Post Mailbags
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Two types of bags are used for the movement of mail (as shown in Figure 5):
- small mailbags A-6
- large mailbags A-3
The supply of bags is dependent on availability by Canada Post. In instances where bags are not available, Canada Post pre-approved Customer-supplied containers must be used. Table 5 lists the specifications for each type.
Table 5: Unaddressed Admail, Mailbag Specifications
3.2.1.2
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Customer-supplied Containers
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Canada Post must pre-approve the use of other containers. Such containers must, at minimum, meet the following guidelines:
- are sturdy, i.e., able to withstand normal handling during processing (sorting with other bags, transporting, opening, emptying, etc.)
- made from non-toxic and environmentally friendly materials
- have a ratio of length, width and height that is reasonable, that is, that the container can easily be handled and transported by Canada Post equipment
- have a maximum weight that does not exceed 25 kg (55 lbs.) for a mailbag, a box or a Customer-supplied container
- must be labelled to Canada Post requirements
- are disposable (since they cannot be returned)
- do not resemble bags or containers that are commonly used for disposal or recycling (e.g., garbage bags, recycling bins).
3.3 | Complete the Unaddressed Admail Delivery Slip (ADS) (Step 3) |
The Unaddressed Admail Delivery Slip (ADS), (as shown in Figure 6), serves to identify the mailing and is attached to the Residue bundle for each Delivery Facility. It includes the specific delivery instructions, including the selected Forward Sortation Area (FSA) and route numbers.
If the Order (Statement of Mailing) is submitted | 
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