Addressed Admail™ Customer Guide

Effective January 14, 2008

Amendment/Revision

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 Addressed Admail Customer Guide

This Customer Guide has been designed to give Customers detailed information needed to get the most from Canada Post’s Addressed Admail 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 Addressed Admail Agreement.

1.2	What is Addressed Admail?

Addressed Admail is a proven and effective direct marketing medium that offers Customers the ability to personalize their mailing and target their promotional messages to specific consumers or prospects. These items are mailed in quantities of a minimum of 1,000 items and must be prepared according to the Mail Preparation and Presortation Guides. Visit www.canadapost.ca/mailpreparation for more information.

Addressed Admail must be deposited and paid for in Canada for delivery in Canada.

Visit www.canadapost.ca/aasupportdocuments for a list of support documents detailing Addressed Admail requirements.

1.2.1

AdCard™ for Addressed Admail

AdCard for Addressed Admail is a “one-stop” solution that combines the strengths of Addressed Admail and the impact of a high-quality card format.

The “one-stop” solution includes:

• basic List Management Services:

• cleaning of the mailing list
• running the mailing list through an address validation and correction software

• choice of card format with creative options
• printing
• addressing
• mail preparation and presortation
• deposit at a Canada Post facility
• final delivery via Addressed Admail.

Some creative options available for AdCard for Addressed Admail are as follows (additional fees apply):

• perforations
• scratch and win
• die cuts
• addition of a fifth colour
• 8 point (0.008) stock coated on 2 sides
• 10 point (0.010) stock coated on 1 side
• plate changes.

Visit www.canadapost.ca/adcard for additional information and details on the applicable terms and conditions about AdCard for Addressed Admail.

1.3	Service Standards

Service 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 service standards are not guaranteed.

A general overview of the Addressed Admail service standards is as follows:

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

1.4.1

Features

A feature is provided as part of the basic service.

1.4.1.1

Redirection

Addressed Admail 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.

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 redirected. In such cases, the item will be delivered to the original destination address.

1.4.2

Options

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

1.4.2.1

Return to Sender

Canada Post will return the item to the sender at the applicable Return to Sender price if:

• the item carries the correct RETURN POSTAGE GUARANTEED postal indicia.
  Visit www.canadapost.ca/postalservices for more information regarding the postal indicia
• the item is addressed to an address which does not have a Change of Address Notification (COAN) in effect for that addressee, and
• only one return address appears on the outside of the item and that address is Canadian.

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 returned to the sender. In such cases, the item will be delivered to the original destination address.

If there is no Change of Address Notification (COAN) in effect for the addressee and if the item does not bear the correct RETURN POSTAGE GUARANTEED postal indicia, the item will be treated as undeliverable and disposed of or recycled, as determined by Canada Post.

1.4.2.2

Address Correction Service

Canada Post will return the item to the sender with the corrected address at the applicable Address Correction price if:

• the item carries the correct ADDRESS CORRECTION REQUESTED – RETURN POSTAGE GUARANTEED postal indicia. Visit www.canadapost.ca/postalservices for more information regarding the postal indicia
• the item is addressed to an address which has a Change of Address Notification (COAN) in effect for the addressee
• the addressee has consented that Canada Post provide their new address, and
• only one return address appears on the outside of the item and that address is Canadian.

If there is no Change of Address Notification (COAN) in effect for the addressee, the item will be returned to the sender without a corrected address and charged the applicable Return to Sender price.

If there is no Change of Address Notification (COAN) in effect and if the item does not bear the correct ADDRESS CORRECTION REQUESTED – RETURN POSTAGE GUARANTEED postal indicia, the item will be treated as undeliverable and disposed of or recycled, as determined by Canada Post.

If there is a Change of Address Notification (COAN) in effect for the addressee but the addressee has not consented that Canada Post provide their new address, the item will be forwarded to the addressee at the new address at no charge to the sender.

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 receive the Address Correction service. In such cases, the item will be delivered to the original destination address.

1.4.3

Undeliverable Addressed Admail

Addressed Admail is treated as undeliverable if:

• the item does not bear a complete and valid address
• the item is addressed to a non-existent address
• the addressee has moved without providing a forwarding address
• the addressee has moved and the Change of Address Notification (COAN) has expired
• the item is refused by the sender or addressee
• neither the Return to Sender nor the Address Correction service option was selected
• postage due is not paid by the addressee on demand
• delivery is prohibited by law
• the item cannot otherwise be delivered to the addressee.

Undeliverable Addressed Admail items will be disposed of or recycled, as determined by Canada Post.

2

Content, Format and Physical Characteristics

To be eligible as Addressed Admail, the items mailed must meet the criteria specified for Addressed Admail 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.

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 does not exceed 5.08 cm x 5.08 cm (2" x 2") in size and 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 the ABCs of Mailing and Non-mailable Matter chapters of the Canada Postal Guide at
www.canadapost.ca/postalguide for more information.

Items submitted as Addressed Admail that do not meet the content, format and physical characteristics specified for Addressed Admail 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 Addressed Admail services and prices.

See section 5 “Criteria for Qualification” and section 6 “Surcharges” in the General Terms and Conditions. Visit www.canadapost.ca/customer_guides for information on surcharges.

2.1

Content

2.1.1

What is Acceptable as Addressed Admail?

To qualify as Addressed Admail, a mailing must be consistent with the definition of Addressed Admail. Specifically mailable items, bearing a uniform message, that:

• promote the sale or use of products or services,
• solicit donations or contributions, or
• report on financial performance, primarily for promotional purposes.

2.1.1.1

What is Promotional?

The intent of the mailing must be to motivate an individual to buy, acquire or use a product or service, or contribute to or support a cause.

2.1.1.2

Acceptable Items

The theme of the mailing must be uniform. The items must have the same specific purpose and the same specific goal.

The following are examples of acceptable Addressed Admail items:

• items with the intent to promote a product or service
• promotional catalogues
• promotional newsletters (exception: paid subscriptions)
• items with the intent to solicit donations or contributions
• annual reports reporting on financial performance
• promotional renewal offers
• promotional CDs
• promotional samples*
• promotional items.

2.1.2

Enclosures and Attachments

The following may be enclosed with, or attached to, an item of Addressed Admail without payment of additional postage, other than for the additional weight of the enclosure (if applicable):

• a Business Reply Mail™ item (card or envelope), provided the Customer has entered into an appropriate Agreement with Canada Post for Business Reply Mail. The Business Reply Mail item must be folded inside or inserted in the Addressed Admail 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 Addressed Admail item

• a return card, envelope or wrapper, with or without return postage
• adhesive repositionable notes can be adhered to Addressed Admail.
  Visit www.canadapost.ca/postalstandards for more information
• a coin enclosed for the purpose of prepaying the return postage for a reply [except for Short and Long (S/L) Machineable Mail and Dimensional Addressed Admail]. The RETURN POSTAGE GUARANTEED postal indicia must appear on the cover of the item so that it may be returned if it cannot be delivered or redirected. The Customer will be charged the applicable Return to Sender price for each item returned.

2.1.2.1

Lettermail™ Enclosed

An item which does not meet the requirements of Addressed Admail, but meets the requirements of Lettermail, may be enclosed with, or attached to, an item of Addressed Admail. In such cases, the applicable postage would be the combined price of Addressed Admail and Lettermail, and would be paid by applying either the Addressed Admail postage meter impression or Addressed Admail postal indicia to the outside of each Addressed Admail item. In the case of Dimensional Addressed Admail, the only proof of payment available is postal indicia.

2.1.3

What is Unacceptable as Addressed Admail?

The following are examples of items that are unacceptable as Addressed Admail:

• fulfillment of products or services (exception: promotional catalogues and promotional samples)
• invoices
• updates to professional handbooks
• fulfillment of paid subscriptions
• fulfillment, replacement or renewal of cards (e.g., credit, membership)
• informational notices [e.g., recall notices, annual reminders, notification of changes, renewal notices and election (voting) notices]
• opinion and market research surveys
• government identification cards
• medical identification cards
• receipts
• transaction records
• tax forms
• proxies
• sexually explicit material (see section 2.1.4 “Non-Mailable Matter”)
• prohibited or dangerous goods.

Canada Post retains the right to refuse any item that it, in its sole discretion, deems unacceptable.

Commingling of Addressed Admail items is not permitted. See “Ownership of Mail” in section 6.2 “General Terms and Conditions”.

2.1.4

Non-Mailable Matter

Generally, non-mailable matter means any mail that:

• is prohibited by law (e.g., illegal, obscene, fraudulent)
• contains sexually explicit material unless it is sent in an opaque envelope with the words "adult material" or similar wording

• 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.

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.

2.2

Format

Each item of an Addressed Admail mailing must have the same size, shape, type of envelope and physical characteristics, and originate from one sender. Only the thickness, weight and colour of the exterior covers may vary.

2.2.1

Addressing

Each Addressed Admail 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 code for that address.

The address of the addressee printing and location must be in accordance with addressing specifications. If address labels are used, the address must be placed firmly on the envelope, plastic wrap, insert or card where it 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.

2.2.1.1

Return Address

The return address printing and location must be in accordance with addressing specifications.

If a return address is used, it must be Canadian. Dual return addresses are also acceptable on Addressed Admail items as long as there is one Canadian return address. However, if either the Return to Sender or Address Correction service option is requested, there must be only one return address showing and it must be Canadian.

Return address(es) must be located either:

• on the same side of the item as the delivery address, in the upper left-hand corner (preferred location), or
• on the back of the item, near the top edge and centred between the left and right edges.

Visit www.canadapost.ca/postalstandards for more information.

The return address may vary provided that either the physical return address or the name of the person or business to which items are to be returned remains constant on each item.

Figure 1: Example of return addresses

For more information on addressing, visit the Canada Postal Guide at www.canadapost.ca/postalguide under Addressing Guidelines.

2.2.2

Markings

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. Examples of acceptable wording include “URGENT”, “RUSH” and “IMPORTANT COMMUNICATION ENCLOSED”)
• 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.

2.3	Physical Characteristics

Addressed Admail offers three size categories: Short and Long (S/L), Oversize (O/S), and Dimensional.

Each Short and Long (S/L) and Oversize (O/S) Addressed Admail item must meet the applicable size and weight specifications as outlined below.

Each Dimensional Addressed Admail item must meet the applicable size and weight specifications as outlined below. There are three size categories for Dimensional Addressed Admail: small, medium, and large.