ABCs of Mailing

1	What’s In This Chapter

The following sections are covered in this chapter:

2

What Are the ABCs of Mailing

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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 chapter includes a roster of information to help Customers meet their delivery deadlines and budget parameters.

3

Online Shipping Applications

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Canada Post has developed innovative online tools and resources to make it easier for Customers to prepare, pay for and send their items.

3.1	Ship-in-a-click™

The Ship-in-a-click service allows Customers to purchase and pay for Canada Post shipping services online using most major credit cards (see section 4.6.3 “Credit Card”). 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* (where size permits) or at a post office. Some restrictions and conditions apply.

The following services are available for purchase online:

• Priority Courier™
• Xpresspost™
• Regular Parcel™
• Xpresspost™–USA
• Expedited Parcel™–USA
• Xpresspost™–International
• Small Packet™ (USA and International)**

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

3.2	eBay™ Online Shipping Tool

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:

• Regular Parcel™
• Expedited Parcel™
• Xpresspost™
• Xpresspost™-USA
• Expedited Parcel™-USA
• Xpresspost™-International
• Small Packet™ (USA and International)*

Canada Post and eBay offer a Flat Rate Box for eBay sellers to ship using the Expedited Parcel service within Canada (Regional or National) and the Expedited Parcel-USA service to the United States that will reduce the complexities of shipping. The box measures 28 cm x 21.5 cm x 14 cm and has a 5 kg weight limit.

Packages mailed using Canada Post services can be inducted either at a retail counter or in a street letter box, where size permits.

Visit ebay.ca/canadapost for information on the eBay Online Shipping tool and the new Flat Rate Box.

3.3	Electronic Shipping Tools (EST)

Electronic Shipping Tools (EST) is a free, fast and flexible way to prepare Orders [Statements of Mailing (SOM) and Manifests]. 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.

Commercial Customers can sign up for EST free of charge at www.canadapost.ca/obc by registering for a user ID and password. Customers may 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 1-800-277-4799.

4

Steps for Mailing with Canada Post

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In order to help ensure that items arrive at their final destination safely, securely and economically, refer to the specific chapter for the type of service being used while keeping in mind the following checklist:

1. Ensure the Item is Acceptable for Mailing.
2. Package the Item.
3. Address the Item.
4. Weigh and Measure the Item.
5. Prepare the Documentation.
6. Pay for the Item.
7. Deposit the Item.

4.1	Ensure the Item is Acceptable for Mailing

Customers are responsible to ensure that items (including contents) can be shipped under law. Canadian legislation, including but not limited to the Criminal Code, the Canada Post Corporation Act¹ (including, in particular, the Non-Mailable Matter Regulations²), the Tobacco Act³ and the Transportation of Dangerous Goods Act⁴, may prohibit or restrict the mailing of certain items. Restricted and prohibited items also vary by country. See the “Non-mailable Matter” chapter for more information.

When shipping outside of Canada, the Customer must ensure the items meet all current applicable requirements of the international destination and that all properly completed Customs and/or other required documentation is provided. For more information on shipping outside of Canada, see “Part H: International Destination Listing” and the “Customs Requirements” chapter.

4.2	Package the Item

Careful preparation and packaging helps ensure safe and secure delivery of items. Customers may visit www.shopcanadapost.ca to purchase packaging and wrapping materials.

4.2.1

Packaging and Wrapping Materials

Packing and wrapping methods may vary according to the item to be mailed. For example, fragile, crushable, oddly shaped, sharp, liquid, liquefiable or powder articles require special precautions. The Customer is responsible to ensure the item is securely wrapped with sufficient cushioning and reinforcing material as required to prevent loss of or damage to the item, damage to postal equipment or other mail and injury to persons handling the item. As a guideline, the Customer’s packaging should withstand a drop of approximately one meter in order to prevent potential damage or breakage.

Refer to General Terms and Conditions at www.canadapost.ca/generalterms for information on liability or coverage for loss or damage.

4.2.2

Suggestions for How to Package and Wrap Special Items

The following suggestions are examples only and do not guarantee safe delivery of items.

4.2.2.1

Fragile Items (e.g. china)

To package fragile items, the following procedure is suggested:

1. Wrap each item in tissue paper or newspaper.
2. Put them into an inner container and put the inner container into a corrugated cardboard outer container.
3. Surround with cushioning material on the top, bottom and all sides to limit movement and protect the item.
4. Close the inner container with tape. Put the address and return address on the inner container.
5. Close the outer container with reinforced tape.
6. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
7. Put the address, return address and the word “FRAGILE” on the top and on one side.

4.2.2.2

Perishable Items (e.g. fruit)

To package perishable items, the following procedure is suggested:

1. Place item in papier mâché trays.
2. Put the trays in a heavy cardboard outer container lined with styrofoam slabs.
3. Enclose the address and return address and seal the container with reinforced tape.
4. Wrap the outer container in kraft paper. Tape all seams with reinforced tape.
5. Put the address, return address and the word “PERISHABLE” on the top and on one side.

4.2.2.3

Crushable Items (e.g. art prints, maps)

To package crushable items, the following procedure is suggested:

1. Place the item between two sheets of kraft paper.
2. Put the address and the return address on the kraft paper.
3. Roll around a thick stick and tape the seam.
4. Insert item in a mailing container and surround with cushioning material to limit movement and protect the item.
5. Wrap the mailing container in kraft paper and tape all seams.
6. Put the address, return address and the word “FRAGILE” on the item.

4.2.2.4

Pictures

For pictures, including drawings, maps, charts, calendars and other articles that are mailed in a frame, the front and back should be protected with strong, rigid material larger than the frame to minimize chances of breakage. Soft, protective material should be placed between the frame and the rigid material to reduce pressure on the glass. The item must be marked “FRAGILE”.

4.2.2.5

Long Items (e.g. umbrellas)

To package long items, the following procedure is suggested:

1. Wrap the item in fiberglass insulation batt and seal it tightly with reinforced tape in several bands.
2. Place the wrapped item between two pieces of wood and wrap it tightly with reinforced tape. The wood should be longer and wider than the item.
3. Wrap the item in corrugated cardboard and seal with reinforced tape. Put the address and return address on the cardboard.
4. Wrap the item in kraft paper and tape all seams with reinforced tape.
5. Tightly wrap the item in bands of reinforced tape and put the address and return address on the top and one side.

4.2.2.6

Sharp Items (e.g. garden shears)

To package sharp items, the following procedure is suggested:

1. Tightly roll newspaper around the blades and secure with reinforced tape. The newspaper should extend about 100 mm beyond the tip.
2. Put the address and return address on a slip of paper and tape it to the item.
3. Place the item in a corrugated cardboard outer container and surround the item with cushioning material to limit movement and protect the item.
4. Close the container with reinforced tape and wrap it in kraft paper.
5. Tape all seams and wrap the item tightly with reinforced tape.
6. Put the address, return address and the words “HANDLE WITH CARE” on the top and one side.

4.2.2.7

Liquids, Liquefiable Substances and Powders

Liquids and liquefiable substances (e.g. cooking oil in a glass bottle) must be placed in strong, leak-proof containers. The container must be placed in a strong outer container made of wood, metal, heavy cardboard or styrofoam. There must be enough absorbent material between the inner and outer containers to absorb all the liquid should the package break. Liquefiable substances must be marked “KEEP FROM HEAT”. Screw-type covers should have rubber or cork washers. A friction-top cover must be fastened with metal clips or soldered.

To package liquids, liquefiable substances and powders, the following procedure is suggested:

1. Tighten the cap of the bottle and cover it in tape.
2. Put the bottle into a metal inner container and surround with enough sawdust or absorbent material to absorb the liquid if the bottle should break.
3. Close the metal container and tape the cover seam with reinforced tape. Wrap the container in strong, plastic sheeting.
4. Tightly seal all seams with reinforced tape. Write the address and return address on a slip of paper and tape it to the plastic sheeting.
5. Wrap the container in corrugated cardboard and tape all seams with reinforced tape.
6. Wrap in kraft paper and tape all seams with reinforced tape. Tightly wrap the item with reinforced tape.
7. Put the address, return address and the words “FRAGILE” and “KEEP FROM HEAT” (if appropriate) on the top and at least one side.

Powders – 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, plastic 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, plastic or cardboard container protected to keep from moisture. This inner box must be placed in an outer container made of metal, wood, plastic or cardboard.

4.2.2.8

Eggs and Live Animals

The following items are mailed at the Customer’s risk. No Coverage for loss or damage is available for this type of mail.

4.2.2.9

Scented Materials

Scented items (including samples) must be sealed to prevent the scent from escaping.

4.2.2.10

Fatty Substances

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. See section 4.2.2.7 “Liquids, Liquefiable Substances and Powders”.

4.2.2.11

Fluid Biological Specimens

All fluid biological specimens such as blood and its components, excreta, secreta, tissue and tissue fluids (e.g., blood specimens [human and animal], spinal fluid, pathological specimens and culture specimens [e.g. urine, sputum, and swabs]) must be securely packaged as described below and must be sent using Priority Courier service. Only biological specimens that are believed not to be infectious can be mailed.

All of the following requirements must be met when packaging biological specimens:

• the biological specimen cannot be infectious as defined by the Transportation of Dangerous Goods Act or any other applicable act
• only biological specimens that are believed not to be infectious can be mailed
• the specimen must be contained in a specimen container (primary container) with a capacity of 15 ml or less
• the specimen container must have a leak-proof stopper, such as evacuated blood collection tubes or plastic vials with leak-proof caps
• the specimen container must be wrapped in absorbent material (e.g. cellulose packing, thick paper towel, or cotton wool) and placed in a watertight secondary container (e.g. resealable plastic bag or plastic container)

• the secondary container must be placed in a durable outer container, with telescoping or screw-type top

• the closure seam of the outer container must be sealed with an abrasion-resistant, waterproof adhesive with a minimum width of 25 mm which must be centered over and fully cover the width of the seam

• swabs must be placed in stoppered glass tubes which must be wrapped in absorbent material and placed in outer mailing cases with screw top covers
• all shipments must be clearly marked “HUMAN SPECIMEN” or “ANIMAL SPECIMEN”.

4.2.2.12

Dry Biological Specimens

Dry biological specimens (human samples) including excreta, blood and its components, and tissue swabs can be transported for routine testing not related to the diagnosis of an infectious disease. Typically these are specimens for which there is an extremely low probability that the sample is infectious, such as specimens for drug or alcohol testing, cholesterol testing, diabetes or cancer testing.

These samples must be dry and put on an absorbent pad or card. They must also be placed in a sealable or closed plastic bag and must be waterproof. These samples can then be shipped in a sturdy outer container or commercial envelope. If the inner envelope is not waterproof, then the outer envelope must be waterproof. The requirement is for at least one layer of waterproof material to contain the dry biological specimen.

The outer envelope must be printed with the description “EXEMPT HUMAN SPECIMEN”. This will be mailable through the Regular Parcel, Expedited Parcel, Xpresspost, Priority Courier and Lettermail services.

4.2.2.13

Cremated Remains

Cremated remains are acceptable for mailing if they are properly and carefully packaged and addressed.

All of the following requirements must be met when shipping cremated remains:

• the remains must be enclosed in an urn or in an other receptacle with a lid that is cemented or sealed closed
• the receptacle must be protected with packaging material and inserted into a durable sift-proof metal container or a wooden box at least 1 cm thick which must be securely closed and sealed with reinforced tape
• the package must be accompanied by a certificate of cremation issued by the appropriate authority which must be enclosed in a plastic envelope attached securely to the top of the parcel
• extra care should be taken to ensure that both the destination and return addresses information is correct and complete.

For international shipments and specific packaging requirements of international destinations, see “Part H: International Destination Listing”.

4.2.2.14

Paint

Latex paint and tubes of artist’s paint must be packaged according to the specifications for liquids (see section 4.2.2.7 “Liquids, Liquefiable Substances and Powders” for more information). 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.

4.2.2.15

Films

Film containers must be strong enough to prevent loss or damage to the contents.

4.2.2.16

Magnetic Tapes

Magnetic tapes must be protected from being accidentally erased by wrapping the items in lead foil and marking the item “MAGNETIC TAPE”.

4.3	Address the Item

The example shown in Figure 7 is a recommendation only. For addressing guidelines, see the “Addressing Guidelines” chapter. Failure to follow any or all of these guidelines may cause delay or delivery failure.

4.4	Weigh and Measure the Item

The cost of shipping an item is calculated using its size and weight. Rectangular or square parcels, and bundles of newspapers, magazines or catalogues are measured by determining length, width, height or girth, as applicable.

Volumetric weight is charged when items of any shape are large in size and light in weight. The shipping price is based on the greater of the volumetric weight or the actual weight.

To determine if an item meets volumetric weight requirements and to calculate the correct postage, please follow this procedure:

1. Find the volume.

2. Find the volumetric weight.

3. Determine the actual weight.

4. Determine the shipping price.

4.4.1

Example Calculation of Weight vs. Volumetric Weight

In the following example, an Xpresspost item measures 100 cm x 60 cm x 40 cm and weighs 22.7 kg.

The volumetric weight is greater than the actual weight. Therefore, the shipping charge will be based on the volumetric weight of 40 kg.

4.5	Prepare the Documentation

Proper shipping labels must be applied to the item and completed order documentation (i.e. manifest, Bill of Lading) must accompany the item. For information on Customs documentation, see section 4.5.3 “Customs Documentation”.

The following shipping documents are available for Parcel Services. Some services do not require labels or documentation. For more information, consult the chapter appropriate to the service used or, if mailing outside of Canada, see “Part H: International Destination Listing”.

4.5.1

Bar-coded Shipping Labels

Affix the address shipping label to the item, ensuring that all the following requirements are met:

• the label must be affixed flat to the largest side of the item so as to ensure the barcode can be easily scanned
• the label must not be covered with reflective material such as tape and must not be folded over an edge of the parcel
• the label and if applicable other shipping documentation can be inserted into a plastic pouch (labelope) for protection purposes.

4.5.2

Order (Manifest)

Commercial Customers must prepare an Order (Manifest or Bill of Lading), except when using Electronic Shipping Tools (EST) online version (see section 4.5.2.2). Shipping information can be created and transmitted using EST (see section 3.3 “Electronic Shipping Tools (EST)” for more information). The Customer Number and the Agreement Number are required on all Orders (Manifests or Bills of Lading). For prepaid products, a Manifest is not required unless the quantity shipped is to be considered for the Customer’s scheduled pick-up weekly volume, or if additional options are selected.

Commercial Customers may prepare an Order electronically, using the desktop or online version of Electronic Shipping Tools (EST), an approved shipping system developed by a third-party or one that is developed by a customer or manually using a hard copy Order (Manifest or Bill of Lading) provided by Canada Post. Customers who electronically submit a Manifest and apply a Canada Post readable bar code to their mail items can benefit from a 3% discount. Also, items (other than Priority Courier) processed with the online version of Electronic Shipping Tools (EST) only, may be deposited into a street letter box if they fit. The shipping label generated by the online version of Electronic Shipping Tools (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 (2) 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 commercial parcel order at the time of induction (pick-up 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 pick-up. All items on an Order form are subject to weight, volumetric weight, quantity, product type and service option verification by Canada Post and will be adjusted as necessary.

4.5.2.1

Order (Bulk Manifest)

The Order (Bulk Manifest) can be used for domestic items, U.S.A. and International items, prepaid products with options, items shipped to Air Stage offices and Book Presort. When single items are recorded on a line, the item ID number (PIN #) must be recorded in the Item ID column.

For prepaid products with Scheduled Pick-up service, enter total quantity of the prepaid products shipped in box J of the Bulk Manifest to count toward the volume commitment for Scheduled Pick-up service.

For C.O.D. items, affix the service designator (e.g. Xpresspost service) to the C.O.D. item. Attach the form with each item and submit them with the Bulk Manifest.

Visit www.canadapost.ca/bulkmanifest for detailed instructions on how to complete an Order (Bulk Manifest).

4.5.2.2

Order (Bill of Lading)

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 www.canadapost.ca/domesticbol for detailed instructions on how to complete an Order (Bill or Lading).

4.5.3

Customs Documentation

Items shipped outside of Canada must have the proper customs documentation. The customs documentation that is required for an item shipped from Canada depends on the International service used, the content of the item and the destination.