Incentive Lettermail is a category of Lettermail that consists of identical items of Standard Short and Long (S/L) and Oversize (O/S) mail as defined by Canada Post that must be deposited in Canada for delivery in Canada.
In order to access the applicable Incentive Lettermail price, customers must enter into an Agreement with Canada Post and ensure that the mail meets certain requirements established by Canada Post. These requirements include, but are not limited to, Mail Preparation and Presortation, Address Accuracy, Certification, mail processing acceptability and readability, size, weight, placing Orders (Statements of Mailing) using the Electronic Shipping Tools (EST), etc.
a notice of voting for federal, provincial or municipal events
a receipt or invoice (or similar document containing financial information)
a CD or DVD (must be submitted to Canada Post for testing and approval)
product/service information.
Do not staple the outside of an Incentive Lettermail item.
Unacceptable Items
To be eligible as Incentive Lettermail, the items mailed must meet the criteria specified for Incentive Lettermail 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.
The following are examples of items which are unacceptable as Incentive Lettermail:
bottle caps
coins
food items
glass
jewellery
keys
liquids
pencils
pens
powdered material
seeds
anything fragile and perishable
anything that soils or harms other mail, post office equipment, or postal employees
anything that is prohibited by law or is considered dangerous goods.
Put punched or perforated cards, or self-mailers with a pin-feed hold strip, in sealed envelopes.
Do not staple the outside of a Standard Lettermail item.
NOTE:
Commingling of Incentive Lettermail items is not permitted. Commingling occurs when a number of separate and notably different mailings are combined to achieve the minimum deposit requirement or sufficient densities to achieve discount prices. Go to General Terms and Conditions.
Enclosures
Incentive Lettermail can include enclosures, as long as they do not impede mechanized processing. Non-paper enclosures must be pre-approved, with the exception of plastic cards that meet the flexibility requirements outlined in the Canadian Postal Standards.
Size
CATEGORY
LENGTH
WIDTH
THICKNESS
Short and Long Machineable/Presort
Envelope/Self-mailer*
max.
245 mm
156 mm
5 mm
min.
140 mm
90 mm
0.18 mm
Card
max.
235 mm
120 mm
5 mm
Envelope/Card
min.
140 mm
90 mm
0.18 mm
Oversize Machineable
Envelope/Self-mailer*
max.
380 mm
270 mm
20 mm
min.
140 mm
90 mm
0.5 mm
Oversize Presort
Envelope/Self-mailer*
max.
380 mm
270 mm
20 mm
min.
140 mm
90 mm
0.18 mm
*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.
NOTE:
Each item of Incentive Lettermail in the mailing must be completely sealed, rectangular in shape, and meet the size and weight specifications.
The following proofs of payment are acceptable for Incentive Lettermail items. Some restrictions or conditions may apply.
Franking
Meter impression*
Postal indicia
Methods of Payment
The following methods of payment are acceptable for Incentive Lettermail items. Some restrictions or conditions may apply.
Account
Business cheque
Cash**
Credit card***
Debit card**
Franking privilege
Meter*
Money Order**
*Meter is not an acceptable method of payment for Incentive Lettermail Short and Long items weighing more than 50 g and Oversize items weighing more than 100 g. These items must be paid by Account.
All items paid by meter must bear the following designation next to the proof of payment in the upper right hand corner: 1A for Machineable; 1B for Presort.
**Payment by cash, debit card or Money Order is available only to customers paying at a postal outlet.
***Credit card is available only to customers using Electronic Shipping Tools. Some exceptions apply.
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.
DELIVERY ZONE
LOCAL (BUSINESS DAYS)
WITHIN PROVINCE (BUSINESS DAYS)
NATIONAL (BUSINESS DAYS)
Major Urban Centres
2 days
3 days
4 days
Non-major Urban Centres
2 days
3 days
4 days
Northern Regions and Remote Centres
2 days
up to 6 days
up to 8 days
Customers must comply with the scheduling requirements to help ensure proper delivery arrangements are in place to meet customer delivery requests. See Scheduling within this chapter.
For specific service standards, Go to Section F, Service Standards, under Communications Services.
Features
A feature is provided automatically as part of the basic service.
Redirection
Incentive Lettermail items that cannot be delivered as originally addressed because the addressee has moved will be redirected to the addressee while there is a Change of Address Notification (COAN) in effect.
Return to Sender
Incentive Lettermail items that are undeliverable, or if no Change of Address Notification (COAN) is in effect, will be returned to the sender if a Canadian return address appears on the outside of the item. When the return address is on the inside of the item, it will be returned to the customer for a fee.
Options
An option is a service enhancement which is not provided automatically as part of the basic service.
Do Not Forward
Do Not Forward is a service option available under separate Agreement. If the item cannot be delivered as addressed, because the addressee has filed a Change of Address Notification (COAN) with Canada Post, the Do Not Forward option enables the customer to have domestic Incentive Lettermail returned to the return address on the item and not forwarded to the addressee.
Placement of the endorsement on the envelope should be within the top 40 mm band of the left-hand corner below the return address (excluding the postage zone).
Figure C.9.1
Undeliverable Mail
An Incentive Lettermail item will be treated as undeliverable if:
the item does not bear a complete and valid address
the item is addressed to a non-existent address
the item is refused by the addressee
delivery is prohibited by law
the item cannot otherwise be delivered to the addressee
Undeliverable items that cannot be redirected will be disposed of or recycled, as determined by Canada Post.
Documentation Required
For information on documentation required, including Order (Statement of Mailing) and the Electronic Shipping Tools, Documentation and Online Tools, Section B - Chapter 5, Paying for a Mailing.
Format
Each item in an Incentive Lettermail mailing must be identical in design and physical characteristics. However, the weight, thickness and the colour of the exterior covers may vary.
Short and Long items must be rectangular with a maximum length to height ratio of 2.6:1 and a minimum of 1.3:1.
Oversize Machineable and Presort Lettermail must be rectangular however the aspect ratio does not apply.
The address and window location must be the same on all mail items.
Address windows on Incentive Lettermail items must be rectangular in shape, located and covered in a manner that meets the applicable requirements as established in the Canadian Postal Standards.
Short and Long (S/L) items cannot be mailed in transparent wrapping.
Oversize (O/S) items can be mailed in closed transparent wrapping as long as the address label is under or affixed to the plastic film. If the plastic is such that it cannot be written upon, the plastic film must have a 20 mm-wide white opaque band. The address label must be large enough to accommodate postal endorsements. If the closed transparent material can be written upon, a sample of the envelope must be submitted to Canada Post for testing and approval.
The return address can vary provided that either the address, the name or logo of the company to which items are to be returned is constant. The return address must be Canadian and only one return address is permitted.
Every item in a mailing of Incentive Lettermail must be addressed to a specific individual or a company, and include the complete mailing address and the valid postal code for that address.
Local to Local Exemption Rule
Customers who deposit Short and Long (S/L) High Density Presort mail in Non-Letter Carrier offices (not serviced by Letter Carriers) for delivery within that same office, are exempt from the Address Accuracy and Delivery Mode Code (DMC) requirements. All other requirements to access the High Density Presort service option must be adhered to.
For more information on Addressing or the Address Accuracy Program, Go to Section B Chapter 3, Addressing.
Mail Preparation and Presortation
Mail preparation is the process of facing and containerizing the items, and labelling the containers. It helps ensure machineability of mail (where applicable), protection of mail, identification of the type of mail and ease of handling.
The mail preparation options for Incentive Lettermail are:
Machineable – Short and Long (S/L)
Machineable – Oversize (O/S).
Samples of the Incentive Lettermail item must be submitted for evaluation prior to signing an Agreement, and upon request of postal officials.
Mail presortation is the process of sequencing, grouping and containerizing the items, and labelling the containers to allow Canada Post to bypass various processing steps and facilities within its mail distribution network.
The mail presortation options for Incentive Lettermail are:
Low Density Presort – Short and Long (S/L) and Oversize (O/S)
Machineable Mail is mail that is prepared in such a way that it can be processed through Canada Post’s automated mail processing equipment.
Machineable Mail Short and Long (S/L)
to access Incentive Lettermail prices it is mandatory for customers to submit an Order (Statement of Mailing) electronically using the Canada Post Electronic Shipping Tools (EST).
a minimum of 5,000 items per deposit
machine readability acceptance level of 95% on the Multi-Line Optical Character Reader (MLOCR)
a Statement of Accuracy is required
must be deposited at Canada Post approved sites – meets Machineable Mail certification requirements
meets the postal standards as set-out in the Canada Postal Standards Manual – Lettermail
containerization: Lettertainer (a hard-sided container used primarily to transport Short/Long mail)
to access Incentive Lettermail prices it is mandatory for customers to submit an Order (Statement of Mailing) electronically using the Canada Post Electronic Shipping Tools (EST).
a minimum of 5,000 items per deposit
machine readability acceptance level of 85% on the Flat Sortation Machine (FSM)
a Statement of Accuracy is required
must be deposited at Canada Post approved sites
meets Machineable Mail certification requirements
meets the postal standards as set-out in the Canada Postal Standards Manual – Lettermail
containerization: Flats Tub (a hard-sided container used primarily to transport Oversize (O/S) mail)
In order to qualify for the Machineable Incentive Lettermail price, the mail must be certified. Certification makes it easier an more convenient for customers to deposit their Machineable Mail with Canada Post.
To become certified, the customer must submit, for pre-testing, a sample of at least 200 items identical to those that will be deposited as Machineable Mail. Canada Post reserves the right to periodically audit mail that is deposited by the customer.
Once the customer is certified, if a mailing fails to meet the qualifications for Machineable Mail, then Canada Post will notify the customer by contacting the General Contact identified on the Agreement Activation Form, either by telephone, fax or in person. The customer will be given the longer of either three (3) days from the date of such notice, or the date of the next mailing of Machineable Mail to rectify the problem. This is called the “Cure Period”.
If a mailing does not meet the specifications for the requested service category, the customer can rework the mail to make it qualify, or pay for the mailing at the next qualified service option.
A Canada Post representative can provide details on the various requirements, including where to send samples for testing, and answers to any other questions the customer may have. Go to Section B Chapter 4, Planning a Mailing.
LOW DENSITY
Low Density Presort refers to mail that is sequenced, grouped and containerized to enable Canada Post to bypass various processing steps and facilities within its mail distribution network.
Low Density Presort Short and Long (S/L)
to access Incentive Lettermail prices it is mandatory for customers to submit an Order (Statement of Mailing) electronically using the Canada Post Electronic Shipping Tools (EST).
a minimum of 5,000 items per deposit
a Statement of Accuracy is required
recognized presortation software must be used
a Mailing Summary must be submitted with each deposit
Mailing Details must be provided upon request by Canada Post
meets postal standards as set-out in the Canada Postal Standards Manual – Lettermail
Delivery Mode Code (DMC) on each item of urban mail
minimum of 5 items per Delivery Mode (DM) or Rural Delivery Facility (RDF)
minimum one full container to Delivery Facility (DF) or Distribution Centre Facility (DCF)
containerization: Lettertainer
container label states: S/L Lettermail Low Density Presort.
Low Density Presort Oversize (O/S)
to access Incentive Lettermail prices it is mandatory for customers to submit an Order (Statement of Mailing) electronically using the Canada Post Electronic Shipping Tools (EST).
minimum 5,000 mail items per deposit
a Statement of Accuracy is required
recognized presortation software must be used
a Mailing Summary must be submitted with each deposit
Mailing Details must be provided upon request by Canada Post
meets postal standards as set-out in the Canada Postal Standards Manual – Lettermail
Delivery Mode Code (DMC) on each item of urban mail
minimum of 5 items per Delivery Mode (DM) or Rural Delivery Facility (RDF)
minimum one full container to Delivery Facility (DF) or Distribution Centre Facility (DCF)
containerization: Flats Tub
container label states: O/S Lettermail Low Density Presort.
HIGH DENSITY
High Density Presort refers to mail that is sequenced, grouped and containerized to enable Canada Post to bypass various processing steps and facilities within its mail distribution network. High Density Presort is used by customers who can generate high density mailings in a delivery area, such as utility companies.
High Density Presort Short and Long (S/L)
to access Incentive Lettermail prices it is mandatory for customers to submit an Order (Statement of Mailing) electronically using the Canada Post Electronic Shipping Tools (EST).
minimum 500 items per deposit
Statement of Accuracy*
recognized presortation software must be used
a Mailing Summary must be submitted with each deposit
Mailing Details must be provided upon request by Canada Post
meets postal standards as set-out in the Canada Postal Standards Manual – Lettermail
Delivery Mode Code (DMC) on each item of urban mail*
80% of the deposit must consist of a minimum of 50 items per Delivery Mode (DM) or Rural Delivery Facility (RDF); the remaining 20% of the deposit must consist of a minimum of 5 items per Delivery Mode (DM) or Rural Delivery Facility (RDF)
minimum one full container to Delivery Facility (DF) or Distribution Centre Facility (DCF)
containerization: Lettertainer
container label states: S/L Lettermail High Density Presort.
An Order (Statement of Mailing) must be properly completed and submitted using the Electronic Shipping Tools (EST). Use of the Electronic Shipping Tools to prepare and submit an Order is mandatory to access Incentive Lettermail Contract prices.
Two (2) printed copies of the Order (Statement of Mailing) prepared electronically must be provided to an authorized Canada Post Representative at a postal facility approved by Canada Post at the time of mailing.
For more information on the Order (Statement of Mailing), Documentation and Online Tools, Section B - Chapter 5, Paying for a Mailing.
Scheduling
Deposits to Canada Post’s processing plants are governed by pre-arranged local requirements. These requirements include, but are not limited to, advance notification, scheduling and work content.
Mailing Summary and Mailing Details
These documents are required for presort mail only.
The Mailing Summary includes general information regarding the customer and the presortation software used for the mailing. The Mailing Summary is automatically generated by the presortation software and must be submitted with each deposit, except where special arrangements have been made.
The Mailing Details document includes a detailed breakdown of the mail preparation and presortation information and is only required upon request by Canada Post.
A mailing may be comprised of items of varying weights (including items above and below base weights).
In cases where the mailing is comprised of items with varying weights, the customer may choose to enter information on the Order (Statement of Mailing) using the weighted average weight per item.
Separate average weights must be calculated and entered on the Order (Statement of Mailing) for the portion of the mailing above and below base weights.
Example: 5,000 items of Short and Long Low Density Presort; 2,000 items weigh 40 g and 3,000 items weigh 60 g.
Weighted average weight = Total weight of all items divided by total number of items.
Weighted Average Weight Calculation
A
B
C
D
LOW DENSITY PRESORT
NUMBER OF ITEMS
WEIGHT PER ITEM (G)
TOTAL WEIGHT (G)
TOTAL (C) DIVIDED BY TOTAL (A) = WEIGHTED AVERAGE WEIGHT
2,000
40
80,000
3,000
60
180,000
Total
5,000
260,000
52.00 g
At the Time of Deposit
Required at Time of Deposit
Each Incentive Lettermail deposit must be accompanied by an Order (Statement of Mailing). For more information see Prior to Depositing.
Where to Deposit
Incentive Lettermail items must be deposited with an authorized Representative of Canada Post at any postal facility approved by Canada Post. Incentive Lettermail items cannot be deposited in street letter boxes, parcel receptacles or other mail receptacles.
Approved Deposit Sites
Machineable Incentive Lettermail must be deposited at one of the following Canada Post approved sites*: