How to Return Mail to Sender via Canada Post? (Step-by-Step Guide)
A recipient has to return a mail when the addressee does not live at that address. You must first contact the sender to inform them about the mistake. It is necessary to cross out the mailer’s postal address to tell Canada Post that the sender has used an incorrect address on the mailer. You should also write “Moved” or “Unknown” on the mail you received to confirm why you are returning it. Visit a Street Letter Box to deposit the mail and let Canada Post send it back to the sender.
The postal service is legally required to send all the mailers they receive. However, Canada Post also has specific conditions for returning mail that they deliver. For example, they won’t accept a return mail if you open the mailer.
Under the Canada Post Corporation Act, intentionally destroying, keeping, or throwing away mail that does not belong to you is a criminal offence. However, by following the right steps, you can initiate the return process and ensure the sender is notified.
As long as you don’t open or alter the mailer or parcel Canada Post does not charge any additional fees to return it. However, the sender will need to pay for the shipment return. The recipient has no obligation to pay for the return mail. In this guide, we will discuss everything you need to know about return mail.
Also, we discuss the finer details of Canada Post return mail such as the process involved in sending a return mail and its liability coverage
TL;DR
- Canada Post will reject a return mail request if the recipient has opened or altered the envelope or package.
- Crossing the delivery address and barcode is critical to stop automated sorting machines from reprocessing the mail to the same address.
- You can use a street letter box to return mailers instead of visiting a post office.
- Mailers and parcels lose service guarantees the moment they are marked as “Return Mail”.
Key Takeaways
- Canada Post has a reliable return mail policy.
- The recipient must follow the necessary steps to successfully return an mail to the sender.
- Senders must write a proper return address to get back their mailers.
- Writing “Moved” on the letter indicates that the addressee used to live at the address before.
- Writing “Unknown” signifies that you don’t know about the letter’s addressee.
- Incomplete or inexistent addresses are the primary reasons behind return mail.
- Canada Post doesn’t charge any additional fees from the recipient for returning mail.
- The postal service only provides liability coverage for some of its premium postal services.
Four Simple Steps to Return Mail in Canada
Sending back a letter through Canada Post is an easy process. All you have to do is follow a few simple instructions to return a letter via Canada Post. Usually, a letter gets returned by its recipient when the addressee does not live at that address.
The recipients can take a couple of steps to return a mailer via Canada Post after knowing that the letter is not meant for them.
Step 1: Do Not Open the Mail
If the mailpiece is not addressed to you, then you shouldn’t try to open it. Besides, Canada Post won’t accept return mail if the envelope or parcel is unsealed or altered. Opening the mail means voiding the standard return process. You will learn what to do in such scenarios later in this blog.
Step 2: Cross Out The Delivery Address and Barcode
Take a pen or marker, and cross out the delivery address and any printed barcode on the mailer. Crossing out an address is a way to tell Canada Post that the sender used the wrong address on the mailer. Besides, crossing out the barcode is essential because Canada Post’s automated sorting machines will reprocess and redeliver to the same postal address (which is yours).
Step 3: Write “Moved” or “Unknown” On The Mailer
It is not enough that you cross out the address on the wrongly delivered postal mail. After crossing out the address, you need to write “Moved” or “Unknown” on the letter you received. These wordings on the letter confirm why you are returning the letter to the sender.
Writing “Moved” on the letter implies that the addressee on the letter used to live at your address before. However, if you don’t know the mailer’s previous addressee, you can write “Unknown” on the letter.
Step 4: Deposit The Letter In The Street Letter Box
The last step you need to take to return a letter via Canada Post is to deposit it in the Street Letter Box. Canada Post will then collect the letter and send it back to the sender. Suppose you know the new address of the person to whom the letter was originally sent. In that case, you may write it in the piece of mailer. However, forwarding the letter would require additional postage. You can also visit the local Post Office to return the item.
Note: Canada Post is legally required to send all the mailers they receive. So, there is a chance that you will keep receiving the wrong mail until you let Canada Post know about the address change.
Source: Canada Post
Also Read: How To Write An Address International
What to Write on the Return Mail Envelope: Common Scenarios
It is often advisable to write the specific reason for the return to help Canada Post process the item better. Besides, the original sender also gets to know why the delivery to the intended recipient failed. So, they prepare to update their mailing list to avoid such failures in the future.
According to Canada Post guidelines, you must write the following for each situation;
Recipient Moved Away
Cross out the delivery address and write “Moved” on the front of the mailpiece for someone who used to live at your address. It could be even better to write the new address on the envelope if you happen to know the individual’s new address. However, this will come under mail forwarding, and you have to pay extra postage to route the mail to the intended recipient. So, writing their latest address is optional.
Recipient Never Lived There (Wrong Address)
If you have never heard about the individual living at your address, simply cross out the address and write “Unknown” or “Not at this address” on the mailer. This option directly lets you return the mail.
Unwanted Mail
Sometimes, individuals or businesses might be sending you unsolicited mail or packages. It could be very annoying when you don’t want to receive them. In such cases, first, do not open the item. Then, write “Refused” on the envelope or parcel. Canada Post will accept the return mail and send it back to the sender.
Deceased Recipient
Mailers intended for deceased recipients can be returned as well. Cross out the address and write “Deceased – Return to Sender” on the envelope or package. It will help the sender to get the notification. Then, they can update their record and stop sending future mailers.
Accidentally Opened the Mail
You might have rushed and opened the mail or package without reading the intended recipient’s name. Sadly, Canada Post won’t process such items under the standard Return to Sender rule. In such a case, follow these instructions;
- Tape the envelope or shut the package.
- Cross out the delivery address.
- Write “Opened by Mistake” or “Opened in Error” on the front.
- Drop the item at your nearest Canada Post office instead of a street letter box.
Conditions For Returning Mail to Sender Via Canada Post
Canada Post has specific conditions for returning mail that they deliver. In other words, Canada Post doesn’t have to return all the mailers that do not get delivered. For instance, Canada Post will not accept return mail if you open the mailer.
If the mailer meets any of the following conditions, Canada Post will consider a parcel a “Return to Sender” item.
- The recipient refuses to accept the mailer
- The recipient endorses the mailer as “Moved” or “Unknown”
- The address provided on the mailer is incomplete or nonexistent
- If the mailer does not bear a label for a parcel return service
- The mailer uses a manual COD or Cash in Deliver shipping label
Apart from the conditions mentioned above, if Canada Post cannot make the delivery for any reason, they will automatically return the mailer to the sender.
Also Read: How To Send An Envelope In The MailWhen Is An Address Considered Undeliverable by the Postal Services?
More often than not, a mailer gets returned when something is wrong with the address. And as long as a letter or parcel has an address on it, Canada Post must deliver it to the address. Furthermore, the sender can not make any changes or corrections to the postal address once they mail it.
But, when does Canada Post classify an address as undeliverable?
An address is considered undeliverable by the Canada Post under the following circumstances:
- The address is non-existent
- The address provided on the letter or package is incomplete
- The address provided on the package is incomplete
- The addressee has moved from the address provided on the mailer
- The addressee refuses to accept the mailer
- The addressee does not pay postage on demand
Canada Post Return Mail Fees
Recipient
Canada Post doesn’t charge anything to return mail when it is received by mistake. However, the recipient must not open or alter the envelope or parcel. Otherwise, there will be an obligation to pay for the return postage or other processing charges.
Sender
The original sender is financially liable for paying for the handling of returned items. Canada Post charges a “Return to Sender” shipping fee. This cost is based on the weight or volumetric equivalent of the returned item. However, there’s no time delivery guarantee once an item is marked as returned.
Return to Sender Postage For Canada Post Parcels
As long as the recipient does not open or alter the parcel Canada Post does not include any additional features/options. However, the sender will have to pay the Return to Sender shipping fee. The recipient has no obligation to pay for the return mail or any costs associated.
In other words, the sender or shipper is responsible for the Return to Sender fee and any other charges associated with it. Canada Post bases the Return to Sender fee on the weight or the volumetric equivalent of the parcel’s weight.
Also Read: What is a Mailer in Advertising Also Read: Recycle Junk MailDelivery Guarantee For Return Mail Live At Your Address
When Canada Post receives a return mail, it loses all its on-time delivery guarantees. As far as Canada Post is concerned, every return mail is a refused one, and they automatically categorize them as undeliverable. It is worth noting that the expense of disposing of and recycling the return mail is the sender’s responsibility.
Liability Coverage For Return Mail Loss or Damage
Canada Post does not provide any liability coverage for regular letters or parcels. So, if you send a regular mail or postcard and expect Canada Post to provide liability coverage for it, you might get disappointed.
However, Canada Post does provide liability coverage for some of its premium postal services. You can get liability coverage of $100 for any loss or damage to the mailer. It is worth noting that Canada Post does not provide any Additional Liability Coverage.
Also Read: Where to Write a Return Address on a LetterFinal Words About Mail Delivered to the Wrong Address
Canada Post has a reliable return mail policy. Return mail enables businesses to track the deliverability of their direct mail campaigns. However, doing this manually takes a lot of time, cost, and effort.
You need PostGrid’s Direct Mail automation software to manage all outgoing and return mail efficiently. The dashboard or integration provides instant notification the moment you receive a return mail. So, you can automatically determine the deliverability rate and sync critical data with your systems.
With a tool like PostGrid, businesses can print standardized and verified postal mail addresses. There’s a built-in option for SERP-certified address verification to improve deliverability rates.
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PostGrid is a direct mail automation tool that enables you to minimize the return rate of mail. With a tool like PostGrid, businesses can print standardized and verified postal mail addresses. Furthermore, there is practically zero manual error as PostGrid automates the entire direct mail process.
PostGrid even offers an address verification API to ensure Canada Post can deliver to an address. As a result, you can minimize the return rate of your direct mail campaigns and optimize their reach.
Frequently Asked Questions
What if You Accidentally Opened Mail That You Need to Return?
If the package is opened, its contents are compromised. However, you can follow the steps below to increase the chances of Canada Post returning it to the sender.
- Avoid resealing the package yourself.
- Write “Opened by Mistake” or “Opened in Error” on the envelope and drop it off at the local post office.
How is Returning a Government Official's Mail Different From Promotional Flyers?
Canada Post treats these two types of mail differently. It prioritizes the safe and secure return of government mail to the organization. However, promotional flyers generally do not have the sender’s name and address. They fall under the ‘unaddressed mail’ or ‘neighborhood mail’ category, making them ineligible for return by Canada Post.
What Happens After a Mail is Marked 'Return to Sender'?
Canada Post will process the item, check if the address is deliverable, and return it to the sender. If you forgot to mention the return address, they may hold it for a specific period and then destroy it. However, in the case of government documents, the postal service provider will send them back through secure channels even without a return address.
