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Mail Contact Information:
General Inquiries: 204-945-2820
Fax Number: 204-945-5753
Email: [email protected]
Mail Services Guide
INDEX
OUR SERVICES — AN OVERVIEW ........................................................................................................................................ 2
INTERDEPARTMENTAL MAIL (IDM) ............................................................................................................................... 3-11
How to use the service .................................................................................................................................................. 3
Quick Tip 1 ...................................................................................................................................................................... 4
Quick Tip 2 ..................................................................................................................................................................... 5
Quick Tip 3 ...................................................................................................................................................................... 6
Quick Tip 4 ..................................................................................................................................................................... 7
Quick Tip 5 ...................................................................................................................................................................... 8
Quick Tip 6 ...................................................................................................................................................................... 9
Quick Tip 7 .................................................................................................................................................................... 10
IDM SIGNATURE AND MAIL REDIRECTION SERVICES .................................................................................................... 11
FEDERAL MAIL (and services) THROUGH MDA ......................................................................................................... 12-14
How to use the service ................................................................................................................................................ 12
Business Reply Mail (BRM) ........................................................................................................................................ 12
Registered Mail ............................................................................................................................................................ 13
Quick Tip 8 ................................................................................................................................................................... 14
MAIIL FINISHING SERVICES ............................................................................................................................................. 15
COURIER CONTRACT MANAGEMENT ............................................................................................................................... 16
DIGITAL VARIABLE DATA PRINTING.................................................................................................................................. 17
2
MDA’s Mail Services offers more options than just the distribution of interdepartmental mail (IDM). Our full
line of solutions can benefit your organization:
INTERDEPARTMENTAL MAIL (IDM)
IDM is the fastest, most reliable, and cost-effective way to send internal mail to most
government offices. MDA delivers to over 240 locations throughout the province.
IDM is collected every business day for next business day delivery in Winnipeg and most
rural locations.
IDM SIGNATURE AND MAIL REDIRECTION SERVICES
With IDM Signature Service you can receive confirmation that your IDM package arrived
at its destination.
Mail Redirection Services can redirect your IDM mail to another location when your
office moves.
FEDERAL MAIL THROUGH MDA
Stop buying stamps or using expensive postage equipment! MDA can process, weigh
and send your mail quickly and efficiently.
MAIL FINISHING SERVICES
We can print, fold and insert your document using our high speed equipment.
COURIER CONTRACT MANAGEMENT
Save time and money by shipping parcels from your office. Over 900 offices are
already saving!
DIGITAL VARIABLE DATA PRINTING
MDA can handle your organization’s digital variable data black and white printing needs
quickly and efficiently through its Digital Printing Office.
OUR SERVICES
— AN OVERVIEW
If you’re sending mail anywhere in government, IDM is fast and less expensive than courier services and
the federal mail system. In Winnipeg, we deliver IDM the next business day and for locations outside of
Winnipeg, the delivery is one to two days.
MDA delivers every day to over 240 locations throughout the Province including most Provincial
government offices.
How to use this service:
Call MDA at 204-945-2820 to register for the
IDM system and have a six digit client number
assigned to you.
Custom IDM envelopes and prepaid labels are
used for IDM delivery system.
Place document(s) into an appropriate sized
IDM envelope. The most common envelopes
can be found in the MDA Products &
Services Catalogue.
Place an IDM prepaid label on the envelope and
have it ready for pick-up. You must use IDM prepaid
labels for the IDM system. IDM labels are also
available in the MDA Products & Services Catalogue.
Most offices have an area within the office to
place IDM and Federal Mail for pick-up.
Each working day we collect and process the mail.
Please be aware that some offices may not be on the
IDM system.
INTERDEPARTMENTAL MAIL (IDM)
3
4
1 Here are some guidelines for IDM to ensure the service you receive is quick and efficient:
Select the proper size (small or large) envelope or packaging
Place information/item(s) in IDM envelope or packaging
Correctly label with appropriate prepaid IDM label
Prepaid labels are available for purchase (SAP #054277 — 054280)
Contact Client Services at 204-945-3000 or [email protected]
Quick TIP
IDM prepaid Small Packet IDM prepaid Letter
IDM prepaid Oversized Letter
2 All items must have a complete address including:
Sender
Addressee
Organization
Branch
Unit number
Floor
City / Town
Province
IDM prepaid label
5
Quick TIP
3 All Items, including those in IDM envelopes, require a:
Return address
MDA six digit client number in the top left hand corner
######
6
Quick TIP
4 Boxes and mailing tubes must have a label or handwritten address. If you use an envelope
as a return address when labeling a parcel you will be billed twice: 1. letter cost plus
2. parcel cost
7
Quick TIP
5 MDA does not accept letter mail requiring postage with objects such as:
Paper clips
Pens
Keys
Hard objects
Please use padded / bubble envelopes for such items.
Manitoba Pin
DO NOT place such items inside
regular mail envelopes, because
they cannot go through the
postage meter machines.
Place such items in IDM
or bubble envelopes
8
Quick TIP
6 When bundling mail:
Place letters in one direction to prevent possible returns, delays, or charges
Sort envelopes by MDA six digit client number
Bundle separately with elastic according to MDA six digit client number
9
Quick TIP
7 All mail must be sorted and bundled by:
Regular
USA
International
Oversized
10
Quick TIP
IDM SIGNATURE
11
SERVICE
MAIL REDIRECTION
SERVICE MDA can redirect IDM mail to another location when your office moves.
How to use this service:
Contact our Client Service Representative at 204-945-2820 or [email protected] to request
a redirection form:
Fill out the form with current address, new address, length of time you request the
service (3 to 6 months or indefinitely) etc...
Once the allotted time ends, any mail sent to old address would then be returned
to sender.
MDA can also assist you with Canada Post’s Change of Address Service. Contact us for
more details.
Once your office has IDM service, you can receive confirmation that your IDM package arrived at
its destination.
How to use this service:
Order booklets of Signature Service Slips (SAP #054303)
Fill out a Signature Slip and retain the originator portion
Affix the remaining three copies to the item
Place the item in your IDM mail service
pickup/drop off area
Stop buying stamps or using expensive postage equipment! MDA can weigh, process and send out all of your
mail by assigning your office a six digit client number. This service is effortless and you only pay for the
service you require.
How to use this service:
Call MDA at 204-945-2820 or email [email protected] to request for a six digit client number
Include your Client Number on your envelopes under your return address
Send your mail to MDA
MDA will process, deliver to Canada Post, and bill you direct
MDA is knowledgeable about all Federal Mail programs and services. If you require a response from your
clientele, then Business Reply Mail (BRM) may be your solution.
Make it easy for your clients to respond by paying for their postage.
Your clientele will appreciate the convenience of BRM, because all they have to do is drop the envelope in the
mail as there is no need for a postage stamp. For you, it means only paying postage for the responses you
receive. You can use BRM with customers to:
Receive payments
Request information
Conduct market research
MDA can assist you with setting up your
business reply artwork and answer any
questions you may have.
Contact Client Services at
204-945-2820 to get started.
12
SERVICE
FEDERAL MAIL (and services)
THROUGH MDA
SERVICE
13
ABC Company
123 Anywhere Street
Winnipeg MB XXX ZZZ
CHI Company
456 Anywhere Street
Winnipeg MB XXX ZZZ
Leave this area blank for
meter impression
If you require proof of delivery outside IDM, Canada Post’s Registered Mail service is available through MDA.
How to use this service:
Contact our Client Service Representative at 204-945-2820 or [email protected] to request
this service
Registered mail items require postage and a registered label
Correct placement of registered label is to the left or right of the address
Please do not place the label on the upper right hand corner — this space must be clear for the
meter impression. Items with labels in this area will be returned to sender and will delay delivery
FEDERAL MAIL (and services) con’t
14
8 Canada Post addressing guidelines assists customers in avoiding common errors in
preparing mail that may result in unnecessary delays or extra surcharges.
Canada Post Addressing Guidelines
Destination address is within the ADDRESS ZONE and parallel to the longest side:
40mm from top
19mm from the bottom
15mm in from the left and right sides
If the address is in a window, it must be completely visible through
the window
TIPS to ensure mail is delivered on time:
Dark colour envelopes (dark red, green or black) should not be used
Staples cannot be used on the outside of envelope
No ‘lumpy’ inserts such coins, liquids, powders, etc. that can damage postage equipment
or cause injury to persons handling the mail
Coins and glass cannot be mailed as Standard Letter mail
Complete list of unacceptable items: canadpost.ca/tools/pg/manual/OG
ADDRESS ZONE
PLACE ADDRESS & POSTAL CODE HERE
15mm 15mm
19mm Leave blank for machine coding
40mm
Location for
Return Address Indicia or
Stamp area
Quick TIP
15
MAIL FINISHING SERVICES
When you need to reach a specific audience, target a local neighbourhood or send out any information to
a large group, MDA’s Mail Finishing Services is your answer. MDA can ensure your mailing is correct and
delivered on time.
List of services we can help you with:
Address correction/verification
Mail list management
Letter, label and envelope addressing
Mail sorting
Manual labeling
Matching
Folding
Inserting
Postage
How to use this service:
Before you start any large
mail-out, contact MDA at
204-945-2820 or [email protected]
You can save time and money by shipping parcels right from your office. Over 900 offices are already saving
by accessing MDA’s Courier Contract Rates.
How to use this service:
Call MDA at 204-945-2820 to obtain a Courier Agreement Number
Fill out either Purolator or Canada Post bill of lading
Contact Purolator or Canada Post with your Courier Agreement Number and arrange for pickup
Either Purolator or Canada Post will pickup and delivery
COURIER CONTRACT
16
MANAGEMENT
17
MDA specializes in Variable Data Digital Printing, more commonly known as merged document printing. We
print black and white documents using digital printing technology.
Send us your file and we’ll merge it, format it, give you a proof and print it. We can print double or single-sided
documents, staple, collate, and use various sizes of paper — all at high speeds.
Our machines process a single document 112 pages per minute: that’s 6,720 copies in an hour. The cost per
impression on our machines is significantly lower than the costs of running your own printer. Especially when
you consider toner, paper and your staff time.
Let us Assist YOU:
General Inquiries: 204-945-2820
Fax Number: 204-945-5753
Email: [email protected]
VARIABLE DATA DIGITAL
PRINTING
18
PRINTING
NOTES
Mail Contact Information:
General Inquiries: 204-945-2820
Fax Number: 204-945-5753
Email: [email protected]
02 | 14 | 2014
