MAILING FAQ
What is an MSP?
An MSP is a Mail Service Provider. Their job is to work with automated and structured mailing services while providing experience and expertise in dealing with the mailing process. This reduces costs for mail delivery while upholding a consistency of look and feel of mail.
Who prints Indicia?
An MSP (Mail Service Provider) can print your indicia as well as the customer.
If the customer decides to have the mail shop print the indicia it usually has an added cost for the extra ink as it uses a larger amount then a simple address. All that is needed to print an indicia is a Canada Post account number and as long as the printer or mail house has this information they will be able to create you an indicia.
Does a customer need their own Canada Post Account and Contract number?
If a customer is doing mailings often it is better to have your own Canada Post contract to be billed with as mailing companies usually ask for the amount of postage up front. The process of getting a Canada Post account is not complicated or time consuming and helps the process of getting the mail out faster and more cost effective. However if you are doing a one time mail or not mailing often you are able to use the mail houses Canada Post Information but with pre-paying the postage.
Who fills out the Statement of Mailing (SOM) when doing a mailing?
Whether or not a customer chooses to use the mail houses Canada Post account or their own, the mail house will do your statement of mailing which is the paperwork for your mailing that is submitted to Canada Post.
Are there size limitations as to what can be sent through Canada Post?
Different sizes and weights of mailing documents determine different rates set in place by Canada Post. Check with an MSP for more details.
Is postage a flat rate for everyone?
Postage is a flat rate, but there are different levels you can receive postage at. If you have a Canada Post Contract you can receive price breaks in your postage rates.
Are there regulations on insertions for publication pieces?
Yes there are regulations for inserts when placing them inside a publication piece. These regulations can vary between post offices but usually they recommend that the insert not be seen when looking at the piece (No corners or edges of the insert are seen unless the publication is opened), and the insert be placed tightly into the crease of the publication.
What is considered a standard lettermail size?
Length: 140-245 mm
Width: 90-156 mm
Thickness: 0.18 - 5 mm
Weight: Up to 50 g
Aspect ratio: min 1.3:1 – max 2.6:1 (Aspect ratio is the relationship between the length and the width of an envelope). Standard Lettermail must be rectangular.
What is considered a medium lettermail size?
Length: 140 – 235 mm
Width: 90 – 165 mm
Thickness: 0.18 – 5 mm
Weight: up to 50 g
What is considered a non-standard or oversize lettermail size?
Length: 380 mm
Width: 270 mm
Thickness: 20 mm
Weight: 500 g
(If the dimensions of an item exceed the maximum size and/or weight for letters, the item is considered a parcel).
What is a reasonable time to wait for Registered Mail to be delivered?
Mailing locally can take around 2 days, Regionally can take around 3 days and nationally is about 4 days.
What is the proper way to write an address?
First Name Last Name
Street Number Street Name Street Direction, Apartment/Suite Number
City, Province Postal Code
When and why is it important to do quality control?
When dealing with addressed and transactional mail especially it is important to do quality control because this helps ensure that the correct letter and envelope being put together. In some cases the information on the inside letter is personal and confidential and if it were to end up in the wrong owners hands that information could be used for identity fraud among other things.
What is Registered Mail?
Registered mail is the only accepted delivery option provided in more then 1,000 federal provincial statutes. It is used for lettermail items in Canada for delivery in Canada. Typical items sent Registered Mail include: legal documents, contracts, financial documents, passports and birth certificates.
What is Phantom Mailing?
An option that allows customers to send less than the required volume of mail needed to access a particular service or postage rate. With Phantom pricing customers pay the base price for the difference between the number of pieces they send and the minimum requirement.
What is machineable mail?
Machineable mail is mail which meets the size and physical characteristics outlined in the Canadian Postal Standards, and that can be handled during processing by mechanical equipment.
What is Metered Mail?
Metered mail is mail on which the required postage is paid and indicated by a meter impression.
What is an FSA?
An FSA is a Forward Sortation Area. It is the first 3 characters (alpha-numeric-alpha) of the Postal Code, which represent a geographical area.
What is an LDU?
An LDU is the last three characters (numeric-alpha-numeric) of the Postal Code, which represents a specific point or set of points of call located within the FSA.
When taking admail or publications mail to a post office what has to be submitted with the mail?
You must also submit a sample of your document to be mailed as well as your SOM.
What types of mail qualify as Publications mail?
Publications mail is primarily for magazines, newspapers and newsletters. The following requirements must all be met to qualify as Publications Mail:
1. If the piece consists of a single publication or a bundle of publications destined to a single address.
2. If it is to be addressed to a subscriber, non-subscriber or news dealer.
3. If it gets published with a regular frequency and at least twice a year.
4. If it contains news and information intended for public dissemination. It must not contain confidential or proprietary information.
5. If it contains a maximum of 70% advertising content in more than half of the issues we deliver in a 12-month period.
6. If it is deposited in Canada and addressed to Canadian addresses.
When choosing routes for unaddressed admail, what options are available as far as using regular postal walks are concerned? (NOT USING GEOPOST)
When picking out an unaddressed admail list for your project you have the choices of all the postal walks in the area in which you would like to send. You also can break it down further and choose whether or not you would like it to go to houses, apartments, farms and businesses. (Anything more specific such as street boundaries, Postal Codes, cities and towns, demographic variables such as income, gender, age, and household size, Lifestyle Information such as detailing interests, opinions, spending habits and activities, and business variables such as number of employees, annual revenue and type of industry can be found through GEOPOST)