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Postal Guide Last updated: 2006-09-18 Table of Contents
What is it? to top of page 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 (5,000 for AdCard) and must be prepared according to the Mail Preparation and Presortation Guide. Go to Mail Preparation and Presortation Guides. Addressed Admail must be deposited and paid for in Canada for delivery in Canada. A list of support documents detailing Addressed Admail requirements are available at: www.canadapost.ca/aasupportdocuments. To qualify as Addressed Admail a mailing must be consistent with the definition of Addressed Admail. Specifically mailable items, bearing a uniform message, that:
Acceptable Items Advertisers may fully personalize their promotional messages by tailoring the entire content of the item to the recipient; however, to qualify as Addressed Admail, the item must be promotional and uniform in content. 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. What is a uniform message? 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:
NOTE: *Samples are defined as trial-size items or full-size specimens intended to indicate the nature of the product. A single-panel, double-panel or triple-panel card formats available in two different sizes as part of a “one-stop” advertising solution. The customer supplies the creative design* and Canada Post co-ordinates the printing on 8-point high quality card stock, coated on 1-side, addressing, mail preparation and presortation, the deposit and delivery of the AdCard items using Canada Post’s Addressed Admail service. The customer can choose from a series of creative options, each priced separately. The minimum volume requirement per order is 5,000 items. Further details are available at: www.canadapost.ca/adcard *Prices do not include creative design, press checks or creative options. Unacceptable Items to top of page 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. Addressed Admail items that do not meet the definition specified for Addressed Admail and the various mail preparation and other requirements outlined in the Agreement, are not acceptable as Addressed Admail and may be subject to price adjustments. The following are examples of items which are unacceptable as Addressed Admail:
NOTE: Dangerous substances or articles prohibited by law are not acceptable as Addressed Admail. For more information on unacceptable items, Go to Section B – Chapter 7, Non-mailable Matter or refer to the Canada Post Corporation Act. *Solicitations that have the general appearance of a bill, invoice or statement of account must have on the face of the items, in print that is no less conspicuous than the print of any other inscription, the following notice: “THIS IS A SOLICITATION FOR THE ORDER OF (GOOD, SERVICE) AND NOT A BILL, INVOICE OR STATEMENT OF ACCOUNT DUE. YOU ARE UNDER NO OBLIGATION TO MAKE ANY PAYMENT IN RELATION TO THIS OFFER UNLESS YOU ACCEPT THIS OFFER”. Canada Post retains the right to refuse any item that it, in its sole discretion, deems unacceptable. NOTE: Enclosures and Attachments to top of page The following may be enclosed with, or attached to, an item of Addressed Admail without payment of additional postage:
The Business Reply Mail addressing information must be printed on the uncoated (non-glossy, non-matte) side of the paper stock and must meet all requirements as stated in the Canada Post Agreement for Business Reply Mail.
* The Return to Sender option is not available for Dimensional Addressed Admail and metered items, therefore coins will not be returned. NOTE: AdCard The following may be attached to an AdCard item (2 or 3 panel cards only):
The Business Reply Mail addressing information must be printed on the uncoated (non-glossy, non-matte) side of the paper stock and must meet all requirements as stated in the Canada Post Agreement for Business Reply Mail.
Lettermail Enclosed An item of mail 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 on the outside of each Addressed Admail item. In the case of Dimensional Addressed Admail and AdCard, the only proof of payment available is postal indicia. NOTE:
Size and Weight to top of page
*An item becomes Oversize when it exceeds any one of the maximum dimensions and/or weight of Short and Long items. Oversize Machineable items must be rectangular in shape and do not include cards. The ratio of length to height (aspect ratio) of Machineable Short and Long items must be a minimum of 1.3:1, and a maximum of 2.6:1. The aspect ratio does not apply to the Presort categories. AdCard Items – Blank border (no bleed) AdCard Items – No border (full bleed) AdCard Items – Machineable
NOTE: Payment Options to top of page Proofs of Payment The following proofs of payment are acceptable for Addressed Admail items. Some restrictions or conditions may apply.
Methods of Payment The following methods of payment are acceptable for Addressed Admail items. Some restrictions or conditions may apply.
*A meter impression or franking cannot be applied to Dimensional Addressed Admail or to AdCard items. Also, a meter impression cannot be applied to an Addressed Admail item weighing more than 50 g. **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. Credit card is not available for AdCard items. NOTE:
For more information on payment options, Go to Section B Chapter 5, Paying for a Mailing. Service Standards to top of page 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.
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. NOTE: Delivery Window Three-day delivery windows exist within these provincial and national standards for Addressed Admail mailings inducted in specific urban centres for delivery in other urban centres. The three-day range varies by the geographic locations of mail induction and delivery destinations. For specific service standards, Go to Section F, Service Standards, under Communications Services. Service Standards for AdCard Items The service standards for AdCard items are determined by combining the Addressed Admail service standards and the designated supplier‘s production standards. The designated supplier‘s production standards are the number of business days from final client approval of the AdCard artwork, mailing list and deposit details, to deposit of the items at the Ottawa Mail Processing Plant. For mailings of up to 2.5 million AdCard items, with no additional options chosen, the designated supplier’s production standard will vary from 8 to 24 business days. To obtain the production standards for mailings over 2.5 million items or for items including a creative option, contact a Canada Post Representative. Features to top of page A feature is provided automatically as part of the basic service.
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. NOTE: 4-colour printing on both sides on high quality card stock is included with the purchase of AdCard. Mail Preparation and Deposit (AdCard only) Mail preparation and presortation, deposit and delivery as Addressed Admail are included with the purchase of AdCard. List Management Services (AdCard only) Basic List Management Services will be performed. This includes cleaning of the mailing list and running the list through address validation and correction software. Options to top of page An option is a service enhancement which is not provided automatically as part of the basic service.
There are no options for Dimensional Addressed Admail or metered items. Such items will be treated as undeliverable. An undeliverable Addressed Admail item will be returned to the sender if:
The sender will be charged the applicable Return to Sender price for each item returned. 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. For more information regarding the indicia, Go to Section B Chapter 5, Paying for a Mailing. Canada Post will return the item to the sender with the corrected address at the applicable Address Correction price if:
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 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. The sender will be charged the applicable Address Correction price for each item returned and corrected. 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. For more information regarding the indicia, Go to Section B Chapter 5, Paying for a Mailing. The following creative options are available for AdCard items. Additional fees apply.
*If the items are deposited as single panel machineable AdCard, only these options are available. Undeliverable Mail to top of page Addressed Admail is treated as undeliverable mail if:
Undeliverable Addressed Admail items will be disposed of or recycled, as determined by Canada Post. Documentation Required to top of page For information on documentation required, including Order (Statement of Mailing) and the Electronic Shipping Tools, Go to Documentation and Online Tools, Section B - Chapter 5, Paying for a Mailing. Format to top of page 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 the colour of the exterior covers may vary. Packaging and Sealing For information on Packaging and Sealing for Addressed Admail, Go to Canadian Postal Standards. Addressing to top of page 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: white, pale yellow or beige. Customers must use high-quality glue on the labels so they do not come off the item during mailing. Return Address The return address printing and location must be in accordance with addressing specifications. 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. 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 service option is requested, there must be only one return address showing and it must be Canadian. Return address(es) must be located either:
For more information, Go to Canadian Postal Standards.
For more information on Addressing or the Address Accuracy Program, Go to Section B Chapter 3, Addressing. Mail Preparation and Presortation to top of page Proper mail preparation is important to ensure that Addressed Admail items are processed and delivered efficiently. Adjustments may be applied to improperly prepared mailings. Mail preparation is the process of facing and containerizing the items, and labelling the bags and containers. It helps ensure machineability of mail (where applicable), protection of mail, identification of the type of mail and ease of handling. Mail presortation is the process of sequencing, grouping and containerizing the items, and labelling the bags and containers to allow Canada Post to bypass various processing steps and facilities within its mail distribution network. The mail preparation and presortation options for Addressed Admail are:
*NDG Presort is not available for AdCard or Dimensional Addressed Admail mailings. If customers choose to presort their mail, they must use only one of the following options for each mailing: LCP (Letter Carrier Presort) or NDG Presort. The mail presortation option for Dimensional Addressed Admail is:
For more information on mail preparation and presortation, Go to Mail Preparation and Presortation Guides. Summary of Options and Key Requirements to top of page
Postal Indicia, Meter Impressions and Markings to top of page Postal Indicia Since January 12, 2004, Canada Post no longer accepts Addressed Admail items bearing the words “Bulk/Nombre” and the old Mail/Poste logo. All items (including AdCard) except metered, must bear the appropriate postal indicia. Mailings not complying with this requirement will be charged at the applicable Residue price. The postal indicia must be bilingual in accordance with the Official Languages Act and must include the Customer Number. Meter Impression Since January 12, 2004, Canada Post no longer accepts Addressed Admail items bearing the words “Bulk/Nombre”. Each mail item paid by Meter Impression must display only the words ADDRESSED ADMAIL and/or MÉDIAPOSTE AVEC ADRESSE to the left of the meter impression. Mailings not complying with this requirement will be charged at the applicable Residue price. NOTE: For postal indicia and meter impression requirements, Go to Section B Chapter 5, Paying for a Mailing. Markings Go to Graphics and Other Markings, Section B - Chapter 5, Paying for a Mailing Prior to Depositing to top of page Provide a Sample To confirm that the items meet Canada Post’s specifications for Addressed Admail, one representative sample of each item, including all enclosures and wrappings, identical to those being mailed must be provided for each variation (weight, size, content). Such samples must be provided to the approved Canada Post facility where the mail will be deposited on or before the time of deposit. Creating an Order (Statement of Mailing) An Order (Statement of Mailing) must be properly completed and submitted at the time of mailing, along with a sample of the item, including enclosures and/or inserts, identical to those to be mailed. Two (2) printed copies of the Order (Statement of Mailing) prepared electronically, or the original of a manually prepared Order (Statement of Mailing), must be provided to an authorized Canada Post Representative at a postal facility approved by Canada Post at the time of mailing. The use of the Electronic Shipping Tools (EST) to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) and Machineable prices. LCP and/or Machineable items accompanied by a manually prepared Order are subject to a manual Order processing fee and will be priced at the applicable NDG prices in effect at the time of mailing. For Dimensional Addressed Admail, the use of the Electronic Shipping Tools (EST) to prepare and submit Orders (Statements of Mailing) is mandatory to access Letter Carrier Presort (LCP) prices. Manually prepared Orders containing LCP items will be subject to the Residue prices in effect at the time of mailing. For more information on the Order (Statement of Mailing), Go to Documentation and Online Tools, Section B - Chapter 5, Paying for a Mailing. Addressed Admail customers are required to schedule mailings with Canada Post at least five (5) business days (excluding weekends and statutory holidays) before the day of the mailing. The schedule must include date, time and deposit location of mailing, and the estimated number of items in each completed mailing. For customers depositing Dimensional Addressed Admail, the Letter Carrier Volume Summary must be provided to Canada Post at least ten (10) business days prior to the mailing. Customers who mail on a frequent basis will be identified by their local Canada Post Representative and may be required to provide a mailing plan and/or deposit schedule. This documentation will include the details necessary to ensure efficient deposit and processing of mailings. Mailing Summary and Mailing Details The Mailing Summary includes general information regarding the customer and the presortation software used for the mailing. Customers must provide a Mailing Summary for all Letter Carrier Presort (LCP) mailings. If the Mailing Summary is not provided, the NDG Presort price will apply. The Mailing Details document includes a detailed breakdown of the mail preparation and presortation information and is only required upon request by Canada Post*. *Dimensional Addressed Admail mailings must be accompanied by a Mailing Summary and by the Mailing Details generated by the recognized presortation software. If the Mailing Summary and the Mailing Details are not provided, the applicable Residue price for the Dimensional Addressed Admail category being deposited (small, medium or large) will apply to the entire mailing. For a list of Recognized Presortation Software vendors, Go to Section B Chapter 3, Addressing. Partial Mailings If an Addressed Admail mailing is inducted in more than one deposit, the total mailing cost must be reflected in the first Order (Statement of Mailing); however, each individual partial mailing must meet the 1,000 minimum deposit requirement (5,000 for AdCard) and be made within a maximum number of days specified by Canada Post. The customer will be invoiced for the total mailing as provided for on the first Order (Statement of Mailing). Weighted Average Weight to top of page A mailing may be comprised of items of varying weights (including items above and below the base weight). In such cases, 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 portions of the mailing:
NOTE: Two examples of a weight calculation using the weighted average approach follow. Example 1 – A customer has a mailing of 2,500 items of NDG Presort, Short and Long. All items weigh more than 50 g. However, a portion of the mailing is at 55 g and the remainder is at 60 g. The formula to calculate the weighted average weight is: Total weight of all items divided by total number of items
In this example, since all items in the mailing have a weight in excess of 50 g, the average weight per item calculation can be used and entered on the Order (Statement of Mailing) for pricing purposes. (The same approach would be used in cases where a mailing has items with different weights but all items weigh 50 g or less). Example 2 – A customer has a mailing of 5,000 items of NDG Presort, Short and Long. The mailing is comprised of various weights above and below 50 g. In this example, two calculations of average weight must be completed and entered separately on the Order (Statement of Mailing) for pricing purposes: one entry for that portion of the mailing at 50 g and one entry for the portion over 50 g. Under 50 g
Over 50 g
At the Time of Deposit to top of page Required at Time of Deposit Each Addressed Admail deposit must be accompanied by an Order (Statement of Mailing), a sample of the item, including all enclosures and/or inserts, identical to the item which will be mailed, a Mailing Summary and Mailing Details. For more information see Prior to Depositing. Where to Deposit All Addressed Admail items must be deposited with an authorized Representative at a postal facility approved by Canada Post. Addressed Admail cannot be deposited into street letter boxes or other mail receptacles. Addressed Admail must be deposited and paid for in Canada for delivery in Canada. Approved Deposit Sites Machineable Addressed Admail must be deposited at one of the following Canada Post approved sites*:
*Subject to change without notice. **Not accepted at this location. NOTE: Mailings That Do Not Meet Addressed Admail Requirements If an item or any of its components is tendered as Addressed Admail and does not qualify for Canada Post’s Addressed Admail service, then the process outlined in the General Terms and Conditions applies. Go to General Terms and Conditions. Delivery of Addressed Admail to top of page
General Terms and Conditions to top of page Go to General Terms and Conditions. |
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