Support: How to prepare Registered Mail (2024)

Create and print your own Registered Mail barcode labels with a compatible 4” x 6” thermal label printer.

EST desktop software lets you:

• Type in the destination address
• Type in the destination postal code
• Import an address file
• Capture each of your Registered Mail tracking identifiers in the Canada Post tracking system and associate each with the order (SOM) number
• Assign a "customer reference" to each Registered Mail item which can also be used for tracking
• Provide additional tracking events
• Use the advanced tracking options within theOnline Business Centre, which includes tracking by SOM number

Importing your tracking numbers into the Business Desktop

After preparing your Registered Mail items, you can import the Registered Mail barcodes directly into the Electronic Shipping Tool (EST) 2.0.

Using the EST 2.0 Machineable Mail import file, you can:

• Reduce data entry by automating the completion of the order (Statement of Mailing)
• Capture each of your Registered Mail tracking identifiers in our tracking system and associates with each with the Order (SOM) number
• Gain an additional tracking event for each item imported
• Track your items by SOM number using the “Manifest Search” option within the Online Business Centre

Learn more about how to use this option.

Learn moreabout Registered Mail PIN import feature that enables advanced tracking.

Downloada Serial number/Bar code request form.

Custom printing of Registered Mail barcodes

You can print Registered Mail barcodes directly on your mail items (showing through the envelope window), or on your envelopes.

Examples of custom print barcodes

Single window

Double window

Standard

All custom print and layout of Registered Mail™ barcodes is subject to testing and approval by Canada Post.

Tracking numbers for Registered Mail for custom applications

1. Complete the Serial Number/barcode Request Form. The minimum order is 100 barcodes.

2. Send the completed form to[email protected].

Tracking numbers will be sent to you via email. We will require a screenshot to confirm that the numbers have been entered correctly.

For more information about creating custom Registered Mail barcodes, contact us at [email protected].

Create test samples and submit for approval

1. According to our specifications, create 10 samples of the Registered Mail items. Include the notice/letter (with barcode) and the envelope. If the barcode is printed directly on the envelope, only the envelope samples are required.

2. Send the samples to:
   CANADA POST CORPORATION ORDER
   ACCEPTANCE
   2701 RIVERSIDE DR SUITE N0440
   OTTAWA ON K1A 0B1

Within 5 business days of receiving the samples, we will provide you the results and advise if it meets our requirements for approval. Approval is not required for each mailing unless you change the envelope or notice/letter format. We recommend that you obtain our approval annually to ensure samples comply with the most current specifications.

Prepare and drop off your mailing

1. Print and prepare the Registered Mail items as per the approved samples. Do NOT reuse numbers beyond the assigned range as we cannot track these items. For a new range of barcodes, please download the Barcode request form. Once completed send to[email protected].

2. Complete aLettermailStatement of Mailing using ourElectronic Shipping Tools (EST) 2.0,or manually, and indicate Registered Mail and the number of items.

3. Keep a record of the tracking numbers and the corresponding address information for follow-up tracking purposes.

4. Drop off your items and Statement of Mailing at a post office or a Receipt Verification Unit. If you deposit your items at a post office without a Statement of Mailing, your mail items must have a meter impression or postage stamps that cover the cost of the mail piece (depending on the weight) plus the Registered Mail fee. Please note that Registered Mail items cannot be deposited in street letter boxes.