Step 1: Design your mail for machine processing
When your mail items meet machineable specifications, our sorting machines can process them more efficiently. Follow the tips below to ensure your mail meets our specifications.
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Follow our design specifications
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Find everything you need in the Machineable Mail Best Practices.
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Our Machineable Mail video library also walks you through key processes and requirements.
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Use our free templates
The Machineable Mail Advisor helps you design envelopes, self-mailers and cards that meet machineable standards. The templates include built-in guidelines and best practices for colour, fonts and graphic placement.
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Assess before you print
Reduce the risk of surcharges with a free Canada Post assessment. A Commercial Service Network Representative can help: 1-866-757-5480.
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Validate your addresses
If you're mailing more than 5,000 pieces, you must include a Statement of Accuracy (SOA). Use approved Canada Post address validation software to meet this requirement.
Step 2: Prepare and presort your mail
To qualify for machineable rates, you must meet special handling requirements and use Canada Post-recognized presortation software.
Key steps
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Ensure you are using a Canada Post-recognized presortation software to presort your mail.
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Consult the Special Handling Guide for complete information on how to prepare and presort your mailing.
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Make sure that you have the proper containers.
Step 3: Create your order (Statement of Mailing)
Use your Canada Post Commercial Customer number to access our free electronic shipping tools (EST).
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If you didn’t do it before addressing your mailing (recommended), run your mailing list through Canada Post’s recognized address validation software.
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Using EST, fill in and transmit your Statement of Mailing. Print 2 copies to bring along when you deposit the mailing.
Step 4: Drop off your mailing
You need to take your mailing to a location that can process machineable mail. Find your nearest deposit location. Note that some facilities ask for advance notification that you’ll be bringing in your mailing. Mail should be deposited prior to cut-off times if you want your mailing to meet Canada Post delivery standards.
You’ll be asked for:
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A statement of address accuracy from Canada Post recognized address validation software, if your mailing has more than 5,000 pieces.
- 2 printed copies of your Statement of Mailing.
- A sample piece of mail that is identical in size, weight and content to your mailing’s items.
- The items you’re mailing.
Paying for your order
If your commercial customer account includes a billing agreement, your company will be invoiced. Customers without a billing agreement can pay by credit card at the time the order is created in EST. In some locations a business cheque or certified cheque for the full amount of the mailing may be accepted. Find full details on payment.