Postal Guide
- Canada Postal Guide

Last updated: 2006-09-18

Section B – Chapter 4

Planning a Mailing

Table of Contents

• Planning a Mailing
• Acceptable Items for Mailing
• Packing and Wrapping Materials
• Packing and Wrapping – Special Items
• Calculating and Applying Parcel/Bundle Weight and Measurements
• Dating of Mail
• Mail Preparation and Presortation
• Machine Readability Requirements and Evaluation of Samples
• Deposit

Planning a Mailing  to top of page

To ensure that mail reaches its destination safely and according to the service selected, Customers should plan their mailing. Planning includes the following activities:

• ensuring the content is not a dangerous good or prohibited mail
• addressing
• packaging
• Mail Preparation and Presortation
• scheduling
• paying for your mailing.

All mail items within Canada should bear a complete, legible and accurate address, including the postal code. All U.S.A. or international mail items must be addressed to a specific individual, organization or company name. Addresses should meet Canada Post’s addressing standards. Go to Section B – Chapter 3, Addressing.

Acceptable Items for Mailing  to top of page

In all cases, it is the Customer's responsibility to ensure that an item is mailable, properly packed and wrapped. Go to Section B – Chapter 7, Non-mailable Matter.

Please note that some items cannot be insured or otherwise covered for loss or damage. These items are sent at sender’s risk. Go to General Terms and Conditions, or to the various service chapters for information on coverage for loss or damage or unacceptable items.

Packing and Wrapping Materials  to top of page

Packing and wrapping methods may vary according to the item to be mailed. For example, fragile, crushable, oddly shaped, sharp, cutting, liquid, liquefiable or powder articles require special precautions.

Packaging which was previously used for non-mailable matter such as intoxicating beverages, munitions, cleaning products, etc., should not be re-used for mailing goods.

Wrapping materials include:

• double-faced or corrugated cardboard
• cloth
• kraft paper
• strong plastic sheeting.

Inner containers include:

• fabric or plastic, air-cushioned bags
• glass or plastic bottles
• cardboard, metal, papier mâché, plastic, styrofoam or wooden boxes
• cardboard cartons
• styrofoam shapes
• metal tins
• glass, metal or plastic tubes.

Outer containers include:

• strong plastic bags
• double-faced corrugated cardboard, metal and wooden boxes
• double-faced corrugated cardboard cartons
• metal tins
• plastic, cardboard or metal mailing tubes.

Cushioning material includes:

• cardboard – folded, in layers, rolled or shredded
• cloth
• cotton wool
• excelsior (long, thin wood shavings)
• loose fiberglass or rock wool insulation batts
• foam rubber – flat, rolled or shredded
• newspaper – crushed, rolled or shredded
• popcorn
• sawdust and wood shavings
• styrofoam – shaped, shredded or in slabs.

Absorbent materials include:

• cloth
• cotton wool
• newspapers and paper products
• sawdust
• sponges.

Reinforcing materials include:

• cardboard
• newspapers – flat, folded, in layers or re-rolled
• styrofoam – shaped or in slabs
• wood and wood products.

Closing materials include:

• adhesives
• heat sealing of plastics
• screw-on and push-off cover for bottles, tins or tubes
• spiral and ring nails or wood screws for boxes or crates
• strapping, banding or metal reinforced tape
• reinforced tape – acetate fiber, cloth, kraft paper or plastic
• non-reinforced tape – cellulose, kraft paper, masking or plastic.

Packing and Wrapping – Special Items  to top of page

Fragile items (e.g. china)

• wrap each item in tissue paper or newspaper
• put them into an inner container and put the inner container into a corrugated cardboard outer container
• surround with cushioning material on the top, bottom and all sides
• close the inner container with tape. Put the address and return address on the inner container.
• close the outer container with reinforced tape.
• wrap the item in kraft paper. Tape all seams with reinforced tape.
• put the address, return address and the word Fragile on the top and one side.

Figure illustrates information contained in text.

Perishable items (e.g. fruit)

• place fruit in papier mâché trays
• put the trays in a heavy cardboard outer container lined with styrofoam slabs
• enclose the address and return address and seal with reinforced tape
• wrap the item in kraft paper. Tape all seams with reinforced tape.
• put the address, return address and the word Perishable on the top and one side.

Figure illustrates information contained in text.

Crushable items (e.g. art prints)

• place the prints between two sheets of kraft paper
• put the address and the return address on the kraft paper
• roll around a thick stick and tape the seam
• insert in a mailing tube and surround with cushioning material
• wrap the item in kraft paper and tape all seams
• put the address, the return address and the word Fragile on the item.

Figure illustrates information contained in text.

Long articles (e.g. umbrellas)

• wrap the umbrella in fiberglass insulation batt and seal it tightly with reinforced tape in several bands
• place the wrapped umbrella between two pieces of wood and wrap it tightly with reinforced tape. The wood should be longer and wider than the umbrella.
• wrap the item in corrugated cardboard and seal with reinforced tape. Put the address and return address on the cardboard.
• wrap the item in kraft paper and tape all seams with reinforced tape
• tightly wrap the item in bands of reinforced tape and put the address and return address on the top and one side.

Figure illustrates information contained in text.

Sharp articles (e.g. garden shears)

• tightly roll newspapers around the blades and secure with reinforced tape. The newspapers should extend about 100 mm beyond the tip.
• put the address and return address on a slip of paper and tape it to the item
• place the shears in a corrugated cardboard outer container and surround the shears with cushioning material
• close the container with reinforced tape and wrap it in kraft paper
• tape all seams and wrap the item tightly with reinforced tape
• put the address, the return address and the words Handle with Care on the top and one side.

Figure illustrates information contained in text.

Liquids, Liquefiable Substances and Powders

Powders: Dry coloring 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-coloring powders must be placed in a strong metal, wood, plastic or cardboard box. This inner box must be placed in an outer container made of metal, wood, plastic or cardboard.

Liquids (e.g. cooking oil in a glass bottle)

Liquids and liquefiable substances must be placed in leak-proof containers strong enough to withstand rough handling. 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 must have rubber or cork washers. A friction-top cover must be fastened with metal clips or soldered.

• tighten the cap and tape it to the bottle
• 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
• close the metal container and tape the cover seam with reinforced tape. Wrap the container in strong, plastic sheeting.
• 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.
• wrap the container in corrugated cardboard and tape all seams with reinforced tape
• wrap in kraft paper and tape all seams with reinforced tape. Tightly wrap the item with reinforced tape.
• put the address, the return address and the words Fragile on the top and one side.

Figure illustrates information contained in text.

Eggs and Live Animals

These items are mailed at sender’s risk. No coverage for loss or damage is available for this type of mail. Live animals must be transported by surface modes of transportation only, including ferry where necessary.

Eggs must be individually wrapped and protected, using enough cushioning material and wrapping to stop the eggs from hitting each other or the outer container. The eggs must be enclosed on end in a strong box made of wood, papier mâché or other rigid material. The box must be covered with a tight-fitting lid and the item marked Eggs.

Live day-old chicks may be mailed within Canada, from March 1, 2006 to October 31, 2006 provided the mailer has entered into an Agreement with Canada Post prior to mailing and the following Canadian Food Inspection Agency regulations are met:

• hatcheries must be registered with the Canadian Food Inspection Agency’s Hatchery Program
• live day-old chicks can only be shipped if they can be delivered within 36 hours from the time of mailing
• chicks must be properly prepared for mailing (i.e., the boxes used by a hatchery man for the marketing of chicks must be clean and strong, provide adequate ventilation for the chicks and have new chick box pads).

Canada Post strongly recommends that mailers place a noticeable label on each package stating:

For additional information, visit the Canadian Food Inspection Agency’s website at www.inspection.gc.ca

Parasites and leeches must be mailed in safe and secure boxes. The contents must be easily identified.

Honey bees, queen bees and their attendants must be packaged in a safe and secure cage or tube, as per industry standards, to prevent breakage or leakage during transit and handling. No honey may be used in the can placed in the queen bee’s container. The contents must be easily identified.

Scented Materials

When mailed in large quantities, scented samples, and other similar items, must be placed in a sealed container, such as an envelope. The container must prevent the scent from escaping.

NOTE:
Perfume is considered a dangerous good (flammable liquid) and is therefore prohibited from the mail stream.

Fatty Substances

Fatty substances that do not easily liquefy must be put in a leak-proof bag or box, for example, plastic, and placed in a strong outer container of wood or metal.

Biological Specimens

All biological specimens such as blood and its components, excreta, secreta, tissue and tissue fluids (e.g. spinal fluid, pathological specimen, urine specimen, sputum and swabs) must be securely packaged as described below and must be sent Priority Courier. Only biological specimens that are believed not to be infectious are mailable.

The following requirements must be met when packaging biological specimens:

• the specimen must be contained in a specimen 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 (primary 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. ziplock bag or plastic container). The absorbent material must be adequate to absorb all of the liquid in the event of damage or breakage.
• the secondary container must be placed in a durable outer container, with telescoping or screw-type top
• multiple secondary containers may be placed in one outer container, provided there is adequate shock-absorbent material between them to prevent breakage
• the closure seam of the outer container must be sealed with an abrasion-resistant, waterproof adhesive with a minimum width of 25 mm. The tape must be centered over and fully cover the width of the seam. The tape must go completely around the container and overlap by at least 10 mm. The tape may be used as a label only if the seal is complete.
• Swabs must be placed in stoppered glass tubes. The tubes must be wrapped in absorbent material and placed in outer mailing cases with screw top covers.
• Biological specimens in envelopes, bubble packs and styrofoam inserts in light cardboard outer containers will not be accepted.
• all shipments must be clearly marked Human or ANIMAL SPECIMEN.

Cremated Remains

Cremated remains are acceptable for mailing if they are properly and carefully packaged and addressed. Purolator International does not accept cremated remains for shipment.

• the remains must be enclosed in an urn or other receptacle with a lid that is cemented or sealed closed
• the receptacle must be protected with packaging material and inserted into a metal container or a wooden box at least 1 cm thick. The container or box should be securely closed and sealed with reinforced tape.
• the package must be accompanied by a certificate of cremation issued by the appropriate authority. This document 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, Go to Section H, International Destination Listing.

Pictures

When pictures, including drawings, maps, charts, calendars and other articles, are mailed in a frame, the front and back must 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.

Paint

Latex paint and tubes of artist’s paint must be packaged according to the specifications for liquids. 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. One container must be used for each four-litre can shipped. Four one-litre cans can be shipped in one container but each can must be separated by durable separators.

Films

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

Magnetic Tapes

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

Calculating and Applying Parcel/Bundle Weight and Measurements  to top of page

The cost of shipping an item is based on its dimensions 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 (square, rectangular, triangular, cylindrical, etc.) 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 these steps:

Step 1 – Find the volume

Using the largest facing surfaces, length is the longest dimension and width the shortest. Height is measured at right angles to the largest surface. Girth is the distance around the parcel, measured at right angles to the length.

* The minimum width of a cylindrical shape item is calculated by measuring the girth of the item.

Step 2 – Find the volumetric weight

• in kilograms, divide the volume of the item (as calculated in step 1) in cubic centimeters by 6,000 (4,000 for Purolator International)
• in pounds, divide the volume of the item (as calculated in step 1) in cubic inches by 165 (115 for Purolator International).

When the volumetric weight is greater than the actual weight, the volumetric weight is used to calculate the shipping charges; however, the actual weight must be used on the shipping document and/or the Customs Declaration.

NOTE:
Volumetric weight does not apply to items shipped under the Air Stage Freight (Funded) Program.

Step 3 – Determine the actual weight

Weigh the package to determine the actual weight in kg.

Step 4 – Determine the shipping price

The shipping price is based on the greater of the volumetric weight or the actual weight. The actual weight cannot exceed 30 kg. If the volumetric weight is greater than 30 kg (66 lb.), please add an additional amount above the 30 kg (66 lb.) price, based on the price per 0.5 kg (1.1 lb.) as listed at the bottom of each rate table.

Example: An Xpresspost item measures 100 cm x 60 cm x 40 cm and weighs 25 kg

240,000 divided by 6,000 = 40 kg (volumetric weight)

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

Dating of Mail  to top of page

Postal employees may not post-date or pre-date mail, receipts, Money Orders or any other document or record that may be issued to a Customer.

Mail Preparation and Presortation  to top of page

For information on mail preparation and presortation requirements, Go to Mail Preparation and Presortation Guides.

Machine Readability Requirements and Evaluation of Samples  to top of page

For requirements and detailed information on evaluation of mail for machineability, Go to Canadian Postal Standards.

Deposit  to top of page

As with any other business, scheduling is part of the planning process for Canada Post and its Customers when it comes to arranging for large deposits of mail.

Some products and services offered by Canada Post require the Customer to provide scheduling information at the time the agreement is signed, or prior to depositing large volume mailings. All large volumes of mail deposited with Canada Post must be accompanied by the appropriate documentation: Order (Statement of Mailing), Manifest, Bill of Lading and label.

Scheduling of Deposits

Large volume deposits of mail must be scheduled with the local Canada Post Representative at least 24 hours in advance. In some instances, scheduling information is required several days in advance. The schedule must include the date, time and deposit location, and the estimated number of mail items for each complete mailing.

To properly schedule mail, Canada Post needs the following information:

• Customer Number
• Agreement Number
• consolidation (bypass) information, if applicable
• mail type
• mail volume
• deposit date and time
• deposit location
• containers used
• make up information
• delivery.