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Postal Guide Last updated: 2006-09-18 Table of Contents
What is it? to top of page Unaddressed Admail is one of Canada Post’s targeted direct mail services. It consists of printed matter and product samples that are not addressed to specific delivery addresses in Canada. Items must be unaddressed but may bear wording, such as: Householder, Occupant, Resident or Boxholder without any further address. Unaddressed Admail provides geographic, demographic and lifestyle information to target mailings to neighbourhoods or localities that have the highest potential audience - without a customer database. Customers can target specific geographically defined areas in Canada, either locally or nationally, directing the message to an area as small as a single postal route, and target the message to homes, apartments, farms or businesses, or any combination of the four. A list of support documents detailing Unaddressed Admail requirements are available at: www.canadapost.ca/uasupportdocuments Acceptable Items In order to provide maximum flexibility and choice, the customer’s advertising piece can take on a variety of forms and content, including, but not limited to:
Co-op Mailings: Co-op mailings are two or more items or advertisements from different advertisers printed on a single sheet, card or coupon booklet, or mailed in a sealed bag, wrapper or envelope that prevents separation. When only two companies are sharing distribution costs of the advertisement of their company’s products and services, each company must advertise on a minimum of 25 per cent of the space on the item. When three or more companies are participating in a co-op mailing, the minimum advertising space requirement no longer applies. However, the owner of the co-op mailing must be an advertiser and the owner of the mailing must be identified on the item (refer to Customer Identification). Customers cannot simply print their name at the bottom of the single sheets or cards and be considered an advertiser. Samples: A sealed envelope may contain only one sample at no additional charge. If more than one sample is enclosed, each additional sample will be charged as a separate Unaddressed Admail item based on the customer’s annual volume commitment. Samples sent individually (i.e., not enclosed in an envelope) will be charged as a separate Unaddressed Admail item based on the customer’s annual volume commitment. If the sample is scented, it must be packaged and sealed in a manner that prevents the scent from escaping. Certain packaging restrictions apply to samples. For instance; CDs and DVDs are not acceptable in hard jewel cases. Single-panel, double-panel or triple-panel card formats are 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, mail preparation, the deposit, the transportation and delivery of the AdCard items using Canada Post’s Unaddressed 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 Unaddressed Admail, the items mailed must meet the criteria specified for Unaddressed 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. Magnets cannot be mailed as an Unaddressed Admail item; however, they may be acceptable as inserts. The item, including the magnet, must be reviewed for approval by an authorized Canada Post Representative prior to mailing. For more information on unacceptable items, Go to Section B – Chapter 7, Non-mailable Matter or refer to the Canada Post Corporation Act. Enclosures and Attachments to top of page Preparing Inserts and Enclosures An insert placed in a newspaper, magazine or catalogue must be firmly attached or folded into the Unaddressed Admail item in order to become an integral part of the item and not to become separated during normal handling of the mail. To test whether an insert will separate from an Unaddressed Admail item, using the thumb and index finger of the same hand, pinch along the middle of the spine (or fold) and shake the item horizontally. If the inserts separate during this test, one of the following must be applied in the preparation of the item:
If the enclosure still separates after having applied the test or any of the options above, the enclosure will not be delivered and will be recycled or disposed of in accordance with Canada Post policy for Undeliverable Unaddressed Admail. Business Reply Mail When a Business Reply Mail item included as part of an Unaddressed Admail item or AdCard item (2 or 3 panel cards only), it must be folded inside or inserted in the item 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 deposit and delivery of the Unaddressed Admail or AdCard items. 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. Size and Weight to top of page Items Delivered by Letter Carrier Routes*
Items Delivered by Non-Letter Carrier Routes**
NOTE: * The delivery mode that falls under the specifications of Letter Carrier Routes is simply “LC” (for Letter Carrier). ** All other delivery modes, which include RR (rural routes), SS (suburban services), GD (general delivery), LB (lock boxes), CF (call for), MR (motorized routes) and DIR (directs) fall under the specifications for “Non-Letter Carrier Routes”. AdCard Items – Blank border AdCard Items – No border (full bleed) Payment Options to top of page Methods of Payment The following methods of payment are acceptable for Unaddressed Admail items. Some restrictions or conditions may apply.
*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. Credit card is available for non-contract customers who submit a manual Order (Statement of Mailing) at a postal outlet. Some exceptions apply. Credit card is not available for AdCard items. ***Franking privilege applies only to Parliamentary mailings using Unaddressed Admail. Franking privilege is not available for AdCard. 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. Unaddressed Admail service standards are comprised of two components:
The customer can determine the service standard for their mailing by adding together: (transportation time + delivery cycle = service standards). Most urban and suburban areas are served by Canada Post Letter Carriers (Letter Carrier routes). Many rural areas or rapidly growing suburban areas are served by rural and suburban mail carriers with somewhat different delivery cycles (Non-Letter Carrier routes). If customers are not sure which applies to their mailing, they can consult the Householder Count Data at: www.canadapost.ca/uasupportdocuments . Transportation Time Transportation time is the number of business days required to move Unaddressed Admail items from the Canada Post facility where the customer deposits the items to the Canada Post facility from which the items will be delivered.
*If Unaddressed Admail items are deposited at the same office from which they will be delivered, transportation time does not apply. However, in major urban centres, a main postal facility may serve several other facilities within the same geographic area. In this case, the transportation time applies to moving the items from the main facility to other Canada Post facilities within the same area. Delivery cycle The delivery cycle reflects the number of business days normally required to complete delivery of properly prepared Unaddressed Admail items. The delivery cycle varies based on weight, size and target area. The delivery cycle must be added to the transportation time. Delivery Cycle – Letter Carrier Routes: Mailings must be deposited at the Letter Carrier delivery facility by 11:00 a.m. on the business day prior to the specified delivery cycle start date. For items deposited at Letter Carrier offices, the delivery cycle is:
NOTE: Delivery Cycle – Non-Letter Carrier Routes: For Non-Letter Carrier routes, the delivery cycle for Unaddressed Admail items weighing up to 500 g is normally completed the business day following receipt of the items at the office of delivery, or on the date specified on the Unaddressed Admail Delivery Slip, whichever is later. The delivery cycle for Non-Letter Carrier routes for items weighing more than 500 g and up to 1,000 g, will be normally completed between 5 and 7 business days following receipt of the items at the office of delivery. Go to When to Deposit further in this chapter. Additional information on service standards for Unaddressed Admail, including transportation time and delivery cycle, 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 Unaddressed Admail service standards (transportation time + delivery cycle) 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 and mailing plan 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 standards will vary from 5 to 15 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.
Customers can reach their chosen audience by selecting one or both of the following target areas:
With Canada Post’s targeting tools, customers can determine the number of items required to reach their audience (by Forward Sortation Area (FSA) and delivery mode (e.g., Letter Carrier Walk LC0001) and the postal facility that will be delivering their Unaddressed Admail. These tools include the following: GeoPost™ Plus: Unaddressed Admail service provides unduplicated coverage of both urban and rural markets. Customers can select and target the areas and neighbourhoods of their best prospects based on demographic and geographic profiles using Canada Post’s postal code database and Statistics Canada data. As well as a combination of other data sources, such as MapInfo®’s PSYTE; which includes consumer purchase behaviour, Canada Post offers a targeting service; GeoPost Plus, that will help customers define those areas. More information can be obtained by contacting a Canada Post Sales Representative. MapInfo® is a trademark of the MapInfo Corporation and/or its affiliated companies. Householder Counts: Information about the delivery areas served by Canada Post’s delivery offices is segmented into the number of houses, apartments, farms and business points of call that help customers determine the number of items needed for their mailing. The national database of Householder Counts is available on CD-ROM or by download from a secured Canada Post FTP site on a 12-month subscription basis, which includes monthly updates. Individual Householder Counts are available free of charge on the Canada Post website at: www.canadapost.ca/uasupportdocuments FSA Maps: An FSA (Forward Sortation Area) is the first three characters of a postal code and represents a specific geographic area. The FSA Maps identify the specific geographic boundaries for every FSA in Canada. This information is invaluable for anyone trying to determine sales territories, plan coverage for a direct mail campaign, or study new locations for a retail store or business. The FSA Maps are available for viewing online at: www.canadapost.ca/uasupportdocuments Letter Carrier Walk Maps: Letter Carrier Walk Maps provide the actual routes, or walks, covered by the Letter Carriers. This is particularly useful for targeting local neighbourhoods. This information can be easily transferred to the Unaddressed Admail Delivery Slip to provide delivery instructions for Canada Post, to ensure items are delivered to the specific target audience. The Letter Carrier Walk Maps are available for viewing online at: www.canadapost.ca/uasupportdocuments 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, deposit, transportation and delivery using Canada Post‘s Unaddressed Admail service are included with the purchase of AdCard. Options to top of page An option is a service enhancement which is not provided automatically as part of the basic service.
Parliamentary Mailings using Unaddressed Admail (Franking Privilege) Parliamentary mailing using Unaddressed Admail may be used by members of the House of Commons to send printed matter to constituents, free of charge, up to four times per calendar year. For more information, Go to Section B – Chapter 5, Paying for a Mailing. Undelivered Unaddressed Admail that bears a specific request for return will be returned to sender at the Regular Parcel Counter prices unless otherwise arranged with Canada Post, Go to Canada Post Prices. The following creative options are available for AdCard items. Additional fees apply.
Consumers’ Choice Program to top of page Customers can target more effectively by respecting the wishes of consumers who indicate, through a self-produced notice on their mailbox or mail receptacle, that they do not wish to receive unaddressed material. The only exemptions are materials from Elections Canada and Provincial Chief Electoral Officers, House of Commons mailings, municipal electoral mailings and community newspaper. Therefore, the item is received by consumers who want to receive it. The breakdown of delivery points with and without these notices is available through our Householder Data, which is available online at: www.canadapost.ca/uasupportdocuments Community Newspapers In order to be considered a community newspaper, the item must:
If the content requirement is not met, it may qualify as an Unaddressed Admail item, but will not be exempt from the Consumer’s Choice Program. Subject to Consumers’ Choice, Unaddressed Admail items are delivered to the consumers’ regular mail location (e.g., to the door, mail receptacle, community mailbox, group mailbox and/or Post Office Box). Undeliverable Mail to top of page If, for any reason, the customer’s Unaddressed Admail items cannot be delivered, the items may be returned to the customer, by specific request to do so. The cost for this additional service is the applicable Regular Parcel Counter price.Go to Canada Post Prices. Alternatively, undeliverable items will be disposed of or recycled as determined by Canada Post. Documentation Required to top of page For information on documentation required, including the 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 Unaddressed Admail item must bear the customer’s name. In the case of co-op mailings and/or mailings completed on behalf of a group, the name of the customer (i.e., the owner of the co-op mailing or of the mailing completed on behalf of the group) must be clearly identified on the item, for example: Mailed by “name of customer (sender)” in order to inform the recipient of who the sender is. Addressing to top of page No address on Unaddressed Admail Items Items must be unaddressed but may bear wording, such as Householder, Occupant, Resident or Boxholder, without any further address. Mail Preparation to top of page Bundling and Containerization Unaddressed Admail items, including inserts and samples, must be bundled so that each bundle can be held comfortably in one hand. A bundle must not exceed 100 mm in height for items weighing up to 500 g and 200 mm in height for items weighing over 500 g and up to 1,000 g. A bundle must not consist of more than 200 items per bundle. All bundles should contain equal quantities, except the last bundle of a mailing, which may be smaller and is referred to as a “residue” bundle. Each bundle must be securely tied or banded (double-strapped) to prevent breaking open during handling or while in transit. Bundles must then be enclosed in a suitable bag or customer-supplied container. The maximum weight of the bag or customer-supplied container and enclosed bundles cannot exceed 25 kg. The appropriate Unaddressed Admail tie-on tag or vinyl label holder must be affixed to each bag and contain information on the destination office. When using customer-supplied containers, the appropriate adhesive label must be affixed to each container when it is deposited at a mail processing plant or postal outlet. Each bag tag or adhesive label must be addressed to the postal installation of delivery and be consecutively numbered (1 of 5, 2 of 5, etc) to indicate the total number of containers/bags in the shipment. For proper specifications on creating labels, to obtain tie-on tags and adhesive labels, or to ensure that bags or customer-supplied containers are suitable, contact a Canada Post Representative or call the Commercial Service Network group at 1 800 260-7678. Go to Mail Preparation and Presortation Guides NOTE: There are no mail presortation options for Unaddressed Admail. Postal Indicia and Markings to top of page Postal Indicia There is no postal indicia for the Unaddressed Admail service. Postal indicia markings are not acceptable on any Unaddressed Admail item with the exception of the Business Reply Mail indicia, providing that the specifications are followed. 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 Unaddressed Admail, customers are required to provide one representative sample of each item, including inserts identical to those being mailed, of each item for each variation (e.g., weight, size, content). If the customer elects to transport the items directly to the local delivery facility, the customer is required to provide one representative sample and the applicable copies of the Order (Statement of Mailing) to the Receipt Verification Unit or Corporate Retail Counter (also known as the office of payment), before proceeding directly to the local delivery facility. 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 the postal facility approved by Canada Post at the time of mailing and deemed to be the office of payment as declared on the Unaddressed Admail Delivery Slip. Manually prepared Orders (Statements of Mailing) are subject to Non-Contract prices. Items weighing 115 g or less and items weighing more than 115 g must be entered on separate Orders (Statements 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. Unaddressed Admail Delivery Slip(s) Canada Post provides an Unaddressed Admail Delivery Slip, which the customer must complete for each delivery facility within the mailing. The completion of this form is essential for providing the specific delivery instructions for our carriers, including the selected Forward Sortation Area (FSA) and route numbers. When completed, the customer must take the Unaddressed Admail Delivery Slip, along with the Order, to the Canada Post facility. The Unaddressed Admail Delivery Slip(s) must be placed within the residue or smallest bundles, in the last customer-supplied container or bag (i.e., 5 of 5) for each delivery installation selected. In the case of version-specific mailings, each version must have its own Unaddressed Admail Delivery Slip. The back of the Unaddressed Admail Delivery Slip will be stamped as a validation of payment for Orders prepared and submitted manually or Orders submitted using the SOM Only version of EST. Minimum Distribution Distribution information is available through the Householder Count Data. The minimum volume for distribution at a Letter Carrier or Non-Letter Carrier office is:
* Customers may provide lesser quantities than the required distribution within a Letter Carrier or Non-Letter Carrier office. In such cases, Canada Post will deliver Unaddressed Admail items at the selected delivery installation(s) until the quantities are depleted, starting at the first Letter Carrier route or Non-Letter Carrier delivery mode. For example, if a Letter Carrier office requires 5,000 Unaddressed Admail items to ensure full coverage of the office and the customer chooses to mail only 4,000 items, Canada Post will deliver the 4,000 items starting with the first Letter Carrier route, as selected by the customer, until the items are depleted (in no particular order). However, a customer may select the Letter Carrier routes or Non-Letter Carrier delivery modes that will receive less than full coverage, provided the customer submits the Order (Statement of Mailing) using the Electronic Shipping Tools (EST) or by indicating the quantities on the Unaddressed Admail Delivery Slip. For example, if a Letter Carrier office requires 5,000 Unaddressed Admail items to ensure full coverage of the entire office and the customer chooses to mail only 4,000 items, the customer may specify which Letter Carrier routes will receive less than full coverage. These items will be delivered until depleted (in no particular order) on a given route. In some cases, a Letter Carrier route may cover more than one Forward Sortation Area (FSA). This is referred to as a ‘split walk‘. Customers may choose which FSA within the split walk they wish to have covered by using the “fully featured” or “Express Order Entry” versions of the Electronic Shipping Tools (EST), or by indicating the selected FSA on the Unaddressed Admail Delivery Slip. For AdCard, the minimum volume requirement per order is 5,000 items. Items mailed using AdCard for Unaddressed Admail will apply towards the customer’s Unaddressed Admail annual volume commitment, if the customer’s Unaddressed Admail Agreement Number is provided on the AdCard Print Request form. If customers wish to have different versions of items within an Unaddressed Admail mailing (e.g. identical envelopes with varying content) for delivery within the same delivery installation, Letter Carrier route or Non-Letter Carrier delivery mode, customers may do so provided each different version:
Distribution Plan When the customer’s selected target area of delivery includes more than 10 delivery offices, and the customer selects transportation for some but not all of the items within the same mailing, a Distribution Plan must be submitted at the time of mailing. A Distribution Plan can be generated when preparing the Order (Statement of Mailing) using the “fully featured” version of the Electronic Shipping Tools (EST). When preparing the Order (Statement of Mailing) manually or via “SOM Only”, Canada Post does not provide a Distribution Plan form. The Distribution Plan can be prepared in any format as long as it includes the following information:
Customers who sign a contract with Canada Post and expect to mail 100,000 or more items per year must provide a mailing plan to Canada Post for approval at least five (5) business days (excluding weekends and statutory holidays) prior to each deposit. The mailing plan must include:
If deposits are made daily, weekly, monthly, or on an otherwise intermittent basis, a standing mailing plan should be provided to the Canada Post Representative where items are deposited. When a standing mailing plan is used, the Canada Post Representative must be advised of any change at least two (2) business days prior to the deposit. Any Unaddressed Admail mailings of items weighing more than 500 g and up to 1,000 g must be scheduled and a mailing plan must be provided at least 10 business days prior to the anticipated deposit date. Customers with any such Orders must contact a Canada Post Representative or call the Commercial Service Network at: 1 800 260-7678. Partial Mailings and Downstream Shipments If an Unaddressed Admail mailing is deposited in more than one shipment, the total mailing cost must be reflected on the Order (Statement of Mailing) for the entire Order. If an Unaddressed Admail mailing is deposited at approved downstream sites, the total mailing cost must be reflected on a single Order (Statement of Mailing) for the entire Order. If an Unaddressed Admail mailing is to be deposited in more than one location or on more than one date, an Order must describe the entire mailing and accompany each deposit. If the “Fully Featured” version of the Electronic Shipping Tools (EST) is used, it will automatically produce an Order that describes the entire mailing and the portion being partially deposited. NOTE:
At the Time of Deposit to top of page Where to Deposit Unaddressed Admail items must be deposited with an authorized Canada Post Representative at a postal facility approved by Canada Post, including any Retail postal outlet. Unaddressed Admail items cannot be deposited in street letter boxes or other mail receptacles. All items of Unaddressed Admail destined for the same Canada Post delivery installation must be deposited on the same date. The delivery cycle start and end date will be adjusted based on the date that the mailing is actually received, where this is later than the planned deposit date. Unaddressed Admail prices apply to items destined for delivery within the area served by the delivery facility where the items are deposited. If the customer wishes to have Canada Post forward items to any other delivery area, a Transportation fee will apply. Transportation fees apply to all Unaddressed Admail items transported from a Canada Post facility to any other delivery facility. Go to Canada Post Prices. Parliamentary mailings using Unaddressed Admail are to be deposited only in Ottawa at the House of Commons Post Office. All AdCard mailings will be deposited at the Ottawa Mail Processing Plant. “Delivery Start Date” Specified Mailings: When the delivery cycle start date is specified by the customer and the mailing is to be deposited directly to a Letter Carrier Delivery installation, for local delivery, the mailing must be deposited no later than 11:00 a.m., the day prior to the specified delivery start date. Deposits to Non-Letter carrier offices for local delivery, or Retail Outlets or Depots (only at locations approved to accept Unaddressed Admail) can be deposited any time on the business day prior to the delivery start date. Mailings cannot be deposited earlier than 72 hours prior to the delivery start date. The date of deposit for items at a Receipt Verification Unit (RVU) for national or regional distribution and delivery is determined by the number of business days required by Canada Post service standards to meet the delivery start date specified by the customer. Mailings cannot be deposited earlier than 48 hours prior to the determined deposit date. The delivery start date as indicated in the Order (Statement of Mailing) will be adjusted for all mailings deposited earlier or later than the required times as indicated above. “Upon Receipt” Specified Mailings: When the customer selects “Upon Receipt” and the mailing is to be deposited directly to a Letter Carrier Delivery installation, for local delivery, the mailing must be deposited by 11:00 a.m., for delivery to begin the next business day. Mailings received after 11:00 a.m., will result in the delivery beginning the second business day after the deposit of the mailing. Deposits to Non-Letter Carrier offices or Retail Outlets and Depots (only at locations approved to accept Unaddressed Admail) can be made at any time on the business day prior to the commencement of the delivery. Mailings That Do Not Meet Unaddressed Admail Requirements If an item or any of its components is tendered as Unaddressed Admail and does not qualify for Canada Post’s Unaddressed Admail service, then the process outlined in the General Terms and Conditions applies. Go to General Terms and Conditions. Delivery of Unaddressed Admail to top of page Subject to Consumers’ Choice, Unaddressed Admail items are delivered to the consumers’ regular mail location (e.g., to the door, mail receptacle, community mailbox, group mailbox and/or post office box). General Terms and Conditions to top of page Go to General Terms and Conditions. |
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