What is Registered Mail?

When you use our Registered Mail service, you get a receipt as proof of mailing, and we secure a signature upon delivery. You can confirm the delivery of your item online or by phone the next business day after delivery. Use it for your Lettermail™ items mailed in Canada for delivery in Canada.

Registered Mail is the only accepted delivery option legislated in more than 1,000 federal and provincial statutes. Typical items sent Registered Mail include:

• legal documents
• contracts
• financial documents
• passports
• birth certificates

How long does it take Registered Mail to reach destinations in Canada?

Benefit from reliable domestic Lettermail delivery:

Local – 2 days*
Regional – 3 days*
National – 4 days*

*Between and within major centres in Canada; some exceptions apply.

What's included

Choose Registered Mail and automatically get these features:

• Proof of mailing
• Secure handling from start to finish
• Signature (view online an image of the recipient's signature)
• Archiving of delivery information for 7 years
• Coverage up to $100 for loss or damage (some exceptions apply)
• Delivery confirmation
• Redirection
• Return to sender

Read more about Registered Mail features.

What's extra

For a fee, add the following options:

• Additional coverage for loss or damage up to a maximum of $5,000 (some exceptions apply).
• A hard copy of the signature sent by Lettermail service or fax within 3 business days of your request. Call 1-888-550-6333 to request. Note: you can view an image of the recipient's signature, at no charge, on our website.

Read more about Registered Mail options.

Rates & prices

The cost to send your item is the Registered Mail fee plus postage at the Lettermail rate. View Registered Mail pricing. Find a rate for your Lettermail item now.

How do I track Registered Mail items?

Get confirmation that your Registered Mail item has arrived at its destination by using:

• Our online tool, Track.
• Our automated system at 1-888-550-6333 (from outside Canada 1-416-979-8822).

Your confirmation will be available the next business day after delivery.

Preparing your Registered Mail items

Prepare your Registered Mail items using our bar-coded labels, or print bar codes directly on your mail items or envelopes.

Using Canada Post Registered Mail labels

1. Request from any Post Office Registered Mail peel and stick labels. They include a tracking number and corresponding bar code.
2. Apply a label to each envelope.
3. Record the tracking numbers for each item so that you can track them later.
4. Create a Statement of Mailing in Electronic Shipping Tools (EST) or manually. If you deposit your items 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.
5. Drop off your items at a Canada Post Revenue Verification Unit or Post Office. We will scan each envelope and give you an official customer receipt as proof of mailing. Please note that Registered Mail items cannot be deposited in street letter boxes.

Printing Registered Mail bar codes yourself

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

You will need a commercial software program. Contact your IT department to identify software that is compatible with your operating environment. If you are a commercial customer and you have a mail service provider, check with them to see if they have the systems in place to create the bar codes.

Printing bar codes—step-by-step

Request bar code numbers

1. Review the Registered Mail Envelope Layout Guide.
2. Complete the Serial Number/Bar Code Request Form. The minimum order is 100 bar codes.
3. Send the completed form by email to documcc@canadapost.ca. We'll send you your tracking numbers within one business day by return email.

Create test samples and submit for approval

1. Before producing the bar codes, enter the bar code numbers into your printing system and then send a 'screen print' image that confirms the start and end numbers to documcc@canadapost.ca.
2. According to our specifications, create 10 samples of the Registered Mail items. Include the notice/letter (with bar code) and the envelope. If the bar code is printed directly on the envelope, only the envelope samples are required.
3. Send the samples to:
   
   ORDER ACCEPTANCE
   2701 RIVERSIDE DR SUITE N0168
   OTTAWA ON K1A 0B1

Within 5 business days of receiving the samples, we will let you know if your artwork elements and bar code are approved. Approval is not required for each mailing unless you change the envelope or notice/letter format. But 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 or numbers beyond the assigned range as we cannot track these.
2. Complete a Lettermail Statement of Mailing using our Electronic Shipping Tools (EST) 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.

Import your tracking numbers into the Business Desktop

After preparing your registered mail items, you can import the registered mail barcodes directly into the Business Desktop (BDT).

Using the BDT Machineable Mail import file for BDT, you can:

• reduce data entry by automating the completion of the order (Statement of Mailing)
• captures 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

For more information on how to use this option, please see the attached PDF

Support

Need help? Contact us and we'll gladly answer your questions.