Mailing Terms and Definitions:
Address Accuracy/Validation: Canada Post has established guidelines for how "accurate" a database of addresses must be to avoid extra postage charges. This commonly referred to as running Address Accuracy. Validating list accuracy applies to LCP (Letter Carrier Presort) mailings over 4,999 pieces, and NDG mailings over 49,999
Address Admail: mailings of 1,000 pieces or more that meet the requirements of Canada Post; significant reduction in postage rates
ASCII pronounced "ask-ee", an Acronym for American Standard Code for Information Interchange; If someone needs an ASCII file, they are simply asking for a PC-based file
Audit Code: a single alphabetic character that must be printed on all LCP mail pieces to inform Canada Post the mail preparation process is accurate. Canada Post selects a new audit code along as well as update to current sort information on a monthly basis
CASS: Coding Accuracy Support System - the address accuracy system of the USPS (United States Postal Service). All USA bound mail, categorized as “Automation mailings” must be validated by a CASS process
Continuous Form: continuous form is paper supplied and printed as a roll of paper on a cardboard or plastic core or as a fan-folded stack of paper
Comma Delimited data file: a file format used to exchange information between database programs. See example below of a comma separated or comma delimited file: "John","Doe", "Jane","Sample", Observe each component of information delimited by a comma and encapsulated by double quotes. Database programs import data by breaking the information into fields based on the commas and the quotes
DMC (Delivery Mode Code): part of the LCP (Letter Carrier Presort), a specific Delivery Mode Code is printed onto each mail piece and describes the type of delivery service and the letter carrier route applicable to that address
FSA (Forward Sortation Area): a geographic region represented in the first three characters of a postal code
FSA Select - using addresses within a certain pre-selected FSA.
Inserter: An inserter is a machine that automatically stuffs, or inserts, mail pieces into an envelope. It collates one of each insert one on top of the other pushes them as a set into an envelope
Laser friendly ink: Many inks used by a printer are not suitable for laser printing; ask your print supplier at the time you order your materials if the inks used on your printed materials are safe to run through a laser printer
LCP (Letter Carrier Presort): Amongst the most economical sort options for addressed mailings
LDU (Local Delivery Unit): represented in the last three characters of a Canadian postal code; the LDU may be a single post office, specific municipal block or office building
Lettermail and Incentive Lettermail: Lettermail, commonly known as First Class mail; Incentive Lettermail can provide a discount over regular Lettermail rates based on volume, frequency, and concentration in a given area; Incentive rates are given by contract only
Machineable Mail: reduced postage rate for Lettermail, Addressed Admail or Publications; Automation markings will be printed onto the piece by Canada Post
Merge/Purge: merging or combining two or more data files into one large data file and Purging or deleting duplicate records based on specific criteria
Meter Impression: the process by which the date, postage rate paid and meter number is stamped by a postage meter machine onto a mail item
Micro Perf: tiny perforations produced by a perforating wheel on paper; a preferred type of perforation as it is esthetically pleasing and functionally useful
NDG (National Distribution Guide): a mail sort economical for mailings of 1,000 pieces or more; less expensive than Lettermail, however more expensive than Addressed Admail; processed and assembled according to a specific Canada Post guide
Nth Select: a method used to reduce the size of a mailing by selecting only a portion of the total database; e.g. mail an item to every 2nd person in your list, or every 8th person... or every Nth person; Nth selection is most commonly done by a computer randomly select records
Nesting: nesting refers to placing one insert inside another e.g. if a coupon is placed within the folds of a letter, rather than inserted on top, the coupon is nested into the letter; most nesting is done by hand, however, certain types are possible during a bindery process
Invalids or Non- Qualifier: a term given to an address rejected during the Letter Carrier Presort process, the address is incomplete, missing qualifying information
Postal Indicia: a Canada Post approved image valid for postage that contains a service description (class of mail) and a permit number (account number of the company paying for the postage); printed as graphic image by a laser printer or inkjet machine
Rural FSA: postal codes which have a zero as their second character, this type of postal code is used for towns and cities which do not have letter-carrier delivery
Self-Mailer: a self-mailer is mail which is self-contained, not enclosed in an envelope or carrier; self-mailers can be newsletters, brochures, or postcards
Unaddressed Admail: also known as a Householder mailing; can be coupons, catalogues, envelopes or product samples, and are not addressed; individual items are prepared within Canada Post guidelines of thickness, weight and size restrictions, packaged in cross-tied bundles, and labeled according to a predetermined delivery areas (see FSA and LDU)