tutorial: how to ship with Canada Post

As a small-business owner, I've become familiar with the navigational nightmare that is the Canada Post website. But I can clearly recall the aggravation and hair-pulling it caused when I was trying to learn the ropes. Hence this how-to. Hopefully it will prevent any hair loss for others.

This tutorial/overview focuses on parcel delivery rather than document and letter delivery. All prices and policies are current as of November 2009.

Ok, What Are My Options?

The Parcel Products Overview page on the CP website gives a brief summary of each of the available services and their features.

Delivery within Canada:

 

Priority Next AM: Priority service can be purchased in the form of prepaid envelopes and labels. Delivery is guaranteed by 12pm next day for regional addresses, or by 12pm next day to 1 day for national between major urban centres. For other delivery times, see here.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage, signature.

Optional: additional coverage

Xpresspost: Xpresspost service can be purchased in the form of prepaid envelopes, bubble packs and labels. Delivery is guaranteed by next day to local addresses, next day to 2 days for regional, and 2 days for national between major urban centres. For other delivery times, see here.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage

Optional: signature, additional coverage

Expedited Parcel: Expedited Parcel provides delivery within 1 day to local addresses, 1-3 days for regional, and 2-7 days for national between major urban centres. For size and weight requirements, see here.

Includes: delivery confirmation, $100 coverage

Optional: signature, additional coverage

Regular Parcel: Regular parcel service provides delivery within 2 days to local addresses, 3-5 days for regional, and 4-9 days for national between major urban centres. For other delivery times, see here.

Includes: delivery confirmation

Optional: $100 coverage*, signature, additional coverage

*free if purchased online

Oversize lettermail: This is not a parcel service but it may be used to ship flat, lightweight items weighing up to 500g. Maximum dimensions are 380mm long x 270mm wide x 20mm thick. See here for delivery times. There are no options or features included with oversized lettermail.

 

Delivery from Canada to the United States

Priority Worldwide: Priority Worldwide service is handled by FedEx through Canada Post. Items may be shipped using free PW envelopes or paks, or by your own packaging. Delivery is guaranteed by 12pm the next business day for U.S. destinations.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage, signature

More information is available here.

 

Xpresspost USA: Xpresspost USA service can be purchased in the form of prepaid envelopes. Delivery is guaranteed 3-5 days between major urban centres in Canada and the U.S. See Tables 16-18 here to determine other delivery times.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage

Optional: additional coverage

 

Expedited Parcel: Expedited Parcel service provides delivery within 6-12 business days between major urban centres in Canada and the U.S. This delivery time is not guaranteed.

Includes: delivery confirmation, $100 coverage

Optional: additional coverage

 

Small Packet USA: Small Packet service is for lightweight goods up to 1kg in weight. See here for size requirements. Small Packet USA can be sent by either Air or Surface. SPU Air provides delivery in 4-10 business days, SPU Surface 6-12 business days.

Includes: $100 coverage

 

Light Packet USA: Light Packet service is for thin, lightweight goods up to 500g in weight. See here for size requirements. Light Packet  goes by Air only and provides delivery in 4-6 business days. There are no features or options available for Light Packet.

 

Delivery from Canada to International Destinations

Priority Worldwide: Priority Worldwide service is handled by FedEx through Canada Post. Items may be shipped using free PW envelopes or paks, or by your own packaging. Delivery is guaranteed in 2-3 business days for International destinations.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage, signature

More information is available here.

 

Xpresspost International: Xpresspost International service provides guaranteed delivery in 4-7 business days to these destinations. Further information on delivery times is available here.

Includes: on-time delivery guarantee, delivery confirmation, $100 coverage

Optional: signature, additional coverage

 

Small Packet International: Small Packet service is for lightweight goods up to 2kg in weight. See here for size requirements. Small Packet can be sent by either Air or Surface. SPI Air provides delivery in 6-10 business days, SPI Surface 4-6 weeks.

Includes: $100 coverage

 

Light Packet International: Light Packet service is for thin, lightweight goods up to 500g in weight. See here for size requirements. Light Packet goes by Air only and provides delivery in 4-7 business days. There are no features or options available for Light Packet.

 

Sooo... What's the Cheapest Way to Send Something?

That depends entirely on where it's going, how big it is and how much it weighs. Use the Find-a-Rate tool to figure out which services you can use for your package.

Within Canada, regular parcel is the least expensive method of shipping unless your item is thin enough to fit in the well-known and much-loathed "Slot of Doom" - the 2cm-wide template used by Canada Post to determine if a package can be mailed at one of the cheaper rates. If your item is less than 2cm thick (including packaging), you can send it by oversize lettermail. The savings between oversize lettermail and regular parcel can be $10 or more.

To the U.S. and International, you must again contend with the Slot of Doom if you wish to take advantage of the cheapest rate, Light Packet. Note that Light Packet does not include insurance or delivery confirmation. The next cheapest rate is Small Packet, which includes insurance but not delivery confirmation. Light Packet costs around $2, Small Packet, $6-7.

Unfortunately, there is no Canadian equivalent for Small Packet.

 

I Hate that %$#@! Slot of Doom

Yes, we all do.

 

Are There Other Ways to Save Money?

Yes. If you are a small business owner you can become a Venture One member and save a small percentage off shipping services and mailing products. It is free to join and there are no minimums to purchase.

Within Canada, if you are foiled by the Slot of Doom you may still save a bit of money by purchasing the Value Pack prepaid Xpresspost Canada envelopes. For example, shipping an item in the lightest weight category from Vancouver to an address in rural Nova Scotia will cost $13.10 (incl. tax) by Regular Parcel. However, a 4-envelope Value Pack prepaid National Xpresspost is $47.20 (incl. tax), so each envelope costs $11.80, saving you $1.30. If you frequently ship across the country, it may be worth it to purchase a Value Pack.

The Xpresspost USA Value Packs don't save money the same way, however, as Small Packet would cost half the price. But if you need delivery confirmation, which Small Packet doesn't include, The Xpresspost USA Value Pack envelopes are cheaper than Expedited Parcel - $12.78 vs. $14.66 for a Vancouver-Florida delivery in the lightest weight category.

The Xpresspost envelopes are appropriate for small items, flat items, or squishy items, such as jewllery, books, clothing, yarn, etc. Pottery and fine crystal, not so much. You can stuff a lot in them, but be sure to stay within the weight limits.

 

What's The Difference Between Regional and National?

CP divides Canada into Regions to determine different rates of shipping for certain services. Shipping outside of your region is considered National shipping.

Xpresspost prepaid envelopes may only be purchased for the Atlantic, Central and Western regions.

 

What's the Fastest Way to Send Things?

Pay through the nose. Priority (via FedEx for USA/International) is the fastest way to send an item. Be aware though that FedEx will not ship certain items across the border, such as jewellery. Check the FedEx website for more info.

CP refers to delivery times as "Service Standards" on their website. You can check the Domestic Service Standards chart for easy comparison of delivery times, or these charts for U.S.A. and International service standards.

 

What About Customs?

All items leaving Canada must have a customs forms filled out. On all parcel services but Small and Light Packet the customs section is included on the shipping form. For Small Packet there is a white CN22 form to be filled out, for Light Packet the CN22 form is small and green.

On the form there are a number of boxes to indicate the type of item being sent. If it is an item a customer has purchased from you, "Other" is the correct box to check. DO NOT MARK IT AS A GIFT.  It is illegal and you can be heavily fined. A purchased product must be marked "Other". Even if it is a gift for someone other than the purchaser. Do not believe post office workers who tell you it's ok, it isn't (they are often poorly trained). Do not oblige a customer who wants you to mark it as a gift so they can avoid paying duty. If they are buying it from you, it is not a gift.

Mark the correct declared value of the item as well. Do not lowball it to prevent your customer from paying duty. In addition to being honest, this will also ensure you will get the full value of the item back if the package is lost or damaged. If your item is worth $100 and you mark it as $10 and it disappears, guess what, you're out $90.

Thanks to NAFTA there is a lot of leeway for what you can send between Canada and the U.S. that is duty-free (but not tax-free). In this regard it is helpful to describe your item as handmade (if it is) to distinguish it between imported and resold items.

 

Can I Send Whatever I Want Anywhere?

Nope. Some countries don't like it when you ship animal parts, explosive chemicals, and assault weaponry past their borders. For a general overview of what can be sent where, check CP's International Destination Listing, which also includes handy charts showing what parcel services serve that country, maximum weights and maximum insurance coverage. For more detailed information and export requirement forms, look at the Special Requirements.

 

How Can I Track My Shipments?

Any service that includes delivery confirmation will provide a Tracking Number. When you input the tracking number into the Track field on CP's front page or their Tracking page, you will be taken to a screen that shows you where your parcel is and when it reached that point. Delivery confirmation is the final point in the tracking system.

 

 

You can also sign up for tracking updates by email.

Check CP's Tracking Guide or their Using Track page for more information.

The Tracking Number is extremely useful in proving both shipping and delivery. In the event of a PayPal dispute, PayPal will accept a Tracking Number to prove either. A Tracking Number will also help you get your money back in the event of a lost package.

Beyond Canada's border, CP's tracking service will not show intermediate stops, but it will show when the package was received by the foreign postal system, and when the item is delivered.

Oversize lettermail, Small Packet and Light Packet do not include tracking or delivery confirmation.

 

Something Has Gone Horribly Horribly Wrong And I'm About to Freak Out

Breathe. Drink some water. And then look at CP's Contact Page to find out who you can call or email to help you.

 

There's plenty more details where those came from, but that about wraps up the basics.  Hopefully, you've found this useful. If not, I'd recommend a hat.

Happy shipping!

Comments

[Anita]

Its equally frustrating the other way around when sending stuff from US to Canada. My cousins live right by the canadian border and I had suuch a difficult time figuring out a way to send them stuff. A lot of online stores wouldn't go through the hassle. While reading through many such blogs I came across a highly recommended parcel forwarding co called Shipito. Well, I wasn't too thrilled at first not knowing what they do and how fast my cousins would get their stuff but once I did business with the Shipito guys there was no turning back. Not only were they super friendly and fast but they were also cheap!

[Moving And Storage]

I've being researching about Moving and reading your blog, I found your post very helpful :) . I thought I would leave my first comment. I don't know what to say except that I have enjoyed reading. Nice blog!

[hannah-cherie]

This is an awesome post....thank you :)

[K]

Thank you so much!

It would be really awesome if you'd update this article with 2011 informations because some things have changed in Canada Post and it is still making me loose hair!

Thanks again for making it so much more simple, I wish CP could make there site and services simple like that.

[solange kasimwe]

my name is solange i have ben wheiting for the one moth now i live in skeena 1-3476 5th avenue East ..phone number (604)564.8474. was from udanda kampala to canada vancouver.

[L]

You ROCK! Thanks for the info :)

[mulberry bags]

i went to the same school as patrick. i remeber those girls from my school who wrote in. they were white trash...i always felt so bad for them.