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Canada Post: Your Partner in Postal PlanningDelivery Planning Standards Manualfor Builders and Developers

DK8837

Delivery PlanningStandards ManualPrepared by:

Manager, Address Management and Delivery Network

2701 RiveRsiDe DR suite B216 OttAwA ON K1A 0B1

Canada PostFebruary 2010

ii February 2010 Delivery Planning Standards Manual

Table of Contents

HOw tO use tHis MANuAL . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1ReGiONAL DeLiveRY PLANNiNG OFFiCes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2iNtRODuCtiON . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

SECTION A Single Occupancy Mail Delivery Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 single Family Housing Developments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 1 .0 Community Mail Boxes on Plastic Bases (CMBB) . . . . . . . . . . . . . . . . . . . . . 7 2 .0 Mini-Parks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 3 .0 Community Mail Box on a support structure . . . . . . . . . . . . . . . . . . . . . . 15

SECTION B Multiple Occupancy Mail Delivery Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Apartment Buildings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Office Complexes & Retail Centres . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 1 .0 Lockbox Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 2 .0 Mailroom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

SECTION C Service to Industrial/Business Parks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

SECTION DRenovations to Multiple-Unit Buildings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

APPENDICESA Community Mail Box Detailed illustrations . . . . . . . . . . . . . . . . . . . . . . . . . . . 26B standards for Parcel Compartment units in Lockbox Assemblies and Mailrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38C types and General specifications for Lockbox Assemblies and Mailrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 1 .0 Front-Loading Lockbox Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . 39 2 .0 Rear-Loading Lockbox Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . 41 3 .0 Choosing Postal Box Assemblies . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 4 .0 typical Lockbox sizes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 5 .0 specifications for Lockbox Assemblies . . . . . . . . . . . . . . . . . . . . . . . 43 6 .0 Mailrooms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 7 .0 General Lockbox Assembly instructions . . . . . . . . . . . . . . . . . . . . . . 47 8 .0 special Notice to installers of Lockboxes . . . . . . . . . . . . . . . . . . . . . 48 9 .0 Canada Post Lock and Key system . . . . . . . . . . . . . . . . . . . . . . . . . . 49 10 .0 inspection Prior to Commencement of Mail Delivery . . . . . . . . . . . 50 11 .0 Regular inspection and Maintenance . . . . . . . . . . . . . . . . . . . . . . . 50 12 .0 Access for Delivery Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51D Canada Post specifications Affecting Postal Delivery standards . . . . . . . . . . . 52

1 February 2010 Delivery Planning Standards Manual

How To Use This Manual

this manual has been developed in cooperation with builders, developers , architects, planners and municipal authorities .

inside are standards for design, construction , and installation of the many mail facility options available for every type of development .

the manual is divided into four sections depending on the type of development :

A: single OccupancyB: Multiple OccupancyC: industrial/Business ParksD: Renovations to Multiple-unit Buildings

each section details the requirements/ options available for each type of development .

while this manual is comprehensive in detailing the mail delivery options available to you, it is essential that your plans be reviewed with a Delivery Planner .

Who is Your “Delivery Planner”?At several points in this manual, you are advised to contact your Delivery Planner for more details or specific advice . Your Delivery Planner is your link to Canada Post, and he or she can take you through your project from preliminary plans to inspecting the constructed product .

the address and phone number of the Delivery Planning office nearest you are on the following page .


Regional Delivery Planning OfficesManager Delivery PlanningAtLANtiC ReGiON6135 ALMON stHALiFAX Ns B3K 5N2(902) 494-4001 ext 44249

Manager Delivery PlanningGReAteR tORONtO AReA (GtA) ReGiON1860 MiDLAND Ave FLR 2sCARBOROuGH ON M1P 5A1(416) 751-0160 ext 2013

Manager Delivery PlanningQueBeC ReGiON555 MCARtHuR st suite 1513MONtReAL QC H4t 1t4(514) 345-7503 ext 57329

Manager Delivery PlanningPRAiRie ReGiON266 GRAHAM Ave suite 405wiNNiPeG MB R3C 0K2(204) 987-5000 ext 75226

Manager Delivery PlanningHuRON-RiDeAu ReGiON955 HiGHBuRY AveLONDON ON N5Y 1A3(519) 457-5266

Manager Delivery PlanningPACiFiC ReGiONPO BOX 2110 stN teRMiNALvANCOuveR BC v6B 4Z3(604) 662-1606 ext 25819


Introduction

Although door to door delivery still exists, centralized mail delivery is now part of all new residential and com-mercial developments in Canada .

selecting the right type of service from the many options available will ensure efficient postal service, helping to make your development more attractive to potential buyers and occupants .

Centralized mail delivery has many advantages :

1. You can pick up your mail from your own compartment any time of the day or night;

2. individually locked compartments offer security and privacy;

3. Parcel compartments (available with some systems) allow delivery of larger items rather than the recipients having to pick them up in person at the local postal outlet;

4. A central mail delivery system can be designed or customized to fit into any development or building;

5. Centralized mail delivery can contribute to the efficient house-keeping of the building;

6. in some large buildings, it minimizes elevator tie-up by postal employees with bags of mail while delivering to each floor .


Section A

Single Occupancy Mail Delivery Systems


Section A

Single Family Housing DevelopmentsDelivery service options for single family housing developments include:

• CommunityMailBoxes;• Mini-Parks (see page 10 for

Definition of Mini-Parks) .

the criteria for selecting the most appropriate option should include:

• thesizeofthedevelopment;• thenumberofhomeseachcentral-

ized mail facility will serve; and, • your plans for the design and

appearance of the subdivision .

the above options should be situated in convenient central locations close to individual residences on sites chosen for easy access and a pleasing appear-ance . this allows customers to pick up and send their mail from one conve-nient, accessible place .

Mail and parcels can be retrieved from individually locked compartments any time of the day or night . Neighbour-hood Community Mail Boxes and Mini-Parks also make mailing letters more convenient, through outgoing mail collection slots .


Section A

Your Delivery Planner can help you select the appropriate option and site(s) for your development, and provide complete plans and specifi-cations . For concrete foundation pad requirements, refer to Community Mail Box pad drawings (Appendix A) .

it is important to note that all sites must be accessible to disabled persons . if your development has special requirements in this regard, early consultation with your Delivery Planner will ensure these needs are considered .

Community Mail Boxes in clusters (mini-park)


Section A

1.0 Community Mail Boxes on Plastic Bases (CMBB)

1.1 Community Mail Boxes have three sizes of compartments . the small size is assigned to individual addresses, and is for the delivery of letters, magazines, etc .; the two larger sizes are for parcels and other items of a similar nature . each Community Mail Box installation also has a letter slot for outgoing mail collection .

1.2 standard Community Mail Box installations are done by Canada Post .


Section A

Location

1.4 Community Mail Boxes are intend-ed to serve customers in developments where:

a) lot and street layout of the subdivision are well established;

b) roads are suitably maintained and passable year-round; and,

c) municipal cooperation is obtained in the siting and installation of Community Mail Boxes .

1.5 each Community Mail Box loca-tion is chosen by your Delivery Planner after consultation with the planner/developer and the local municipality .

1.6 Community Mail Boxes should be located a minimum of 9 m from inter-section corners so as not to hamper driver visibility . sites are not installed at major intersections .

1.7 Community Mail Boxes are usually not located adjacent to curb lanes that have ‘No stopping’ or ‘No Park-ing’ zones .

Installation

1.8 Once you have identified your proposed Community Mail Box sites, contact your Delivery Planner to review your plans . Canada Post will maintain responsibility for resolving any concerns with the municipality that may arise during and upon completion of the Community Mail Box installation . Liability insurance is mandated as a condition of contract agreement for all work done on behalf of Canada Post by Community Mail Box installation and maintenance contractors .

1.9 Canada Post’s installation contractor is responsible for ensuring that all municipal services (hydro, telephone and cable utilities) either above or below ground are located , acceptably cleared and not damaged during the installation of the Commu-nity Mail Boxes .


Section A

scale 1:50

1550

5501750

50

≈160

0

500470

1150

50550

1550

≈160

0

550

1550

≈160

0

(All measurements are in mm)


Section A

2.0 Mini-Parks2.1 Mini-Parks are clustered Communi-ty Mail Boxes with each cluster serving over 38 households .

2.2 where a Mini-Park is to be located on privately held land, the property owner must grant Canada Post a “License to Occupy” the land . this document is available from your Delivery Planner .


Section A

Location2.3 the following site selection criteria should be considered when planning the location of a Mini-Park:

a) at a natural entry point to a development ;

b) within a boulevard or at a convenient location within a development;

c) near existing lighting fixtures (minimum recommended lighting level is 30 lux);

2.4 Other options are available for non-standard conditions (eg ., where geography is not suitable for Commu-nity Mail Boxes on a plastic base) .

NOTE: For sites where generic drawings do not apply (Appendix A), contact your Delivery Planner for assistance .


Section A

Examples of Mini-Park Configurations


TYPICAL SPACING

2 Community Mail Boxes

LINEAR BACK-TO-BACK



LINEAR

LINEAR

BACK-TO-BACK

U-SHAPE

U-SHAPE


Section A



U-SHAPE

U-SHAPE

BACK-TO-BACK FACE-TO-FACE


Section A

BACK-TO-BACK

FACE-TO-FACE

OCTAGONAL

6 Community Mail Boxes(CONFiGuRAtiON OF 8 siMiLAR)


Section A

3.0 Community Mail Box on a Support Structure

3.1 Costs over and above a standard Community Mail Box installation must be borne by the developer and arrangements made with Canada Post in advance .

3.2 Your Delivery Planner will provide the cost of this option for your project .

470

1768

1668

1000

1752

1209

1000

1214

667

1768

490



Section B

Multiple Occupancy Mail Delivery Systems Multiple-Unit

A multiple-unit development is any development consisting of three or more units sharing a common indoor area such as, but not limited to, a lobby .


Section B

Apartment BuildingsDelivery service options available for apartment buildings include:

• lockboxassembly;• mailroom.

For apartment buildings with 100 or more units, a mailroom should be installed .

For a building of this many units, a mailroom allows for more efficient delivery of the mail because there is not a large number of panels to continually open and close . Multiple open panels can also be a hindrance to lobby traffic in terms of flow and safety .

A mailroom also provides a higher degree of security for the bags of undelivered mail that the carrier has with him or her .

Responsibilities

Developer/owner must:

– supply, install and maintain the mail delivery equipment to Canada Post specifications;

– ensure that all mail delivery equipment is accessible by persons with physical disabilities .


Section B

Office Complexes & Retail Centres

the delivery service options available for office complexes and retail centres include:

• lockboxassembly;• mailroom;

the criteria for selecting the most appropriate option include:

• thesizeofthebuilding;• the number of units the selected

option must serve;• thephysicallobbylayout;• the volume and type of mail

occupants are likely to receive;• installation in a location that is

readily accessible to the occupants and Canada Post delivery personnel ;

• plansforthedesignandappearanceof the development’s amenities;

• easy access to the ground floor ofthe retail centre;

• parkingandloadingdockaccessforefficient mail delivery .

For Office Complexes and Retail Centres with 100 or more units, a mailroom should be installed .

For a building of this many units, a mailroom allows for more efficient delivery of the mail because there is not a large number of panels to continually open and close . Multiple open panels can also be a hindrance to lobby traffic in terms of flow and safety .

A mailroom also provides a higher degree of security for the bags of undelivered mail that the carrier has with him or her .


Section B

Responsibilities

Developer/owner must:

– supply, install and maintain the mail delivery equipment to Canada Post specifications;

– ensure that all mail delivery equip-ment is accessible by persons with physical disabilities .

– Provide Canada Post with a sketch or diagram of the building show-ing the location of the mail delivery equipment to be installed and a list of the suite/unit numbers in order to plan for delivery .

Canada Post will:

– help with plans and specifications;– help to determine location;– provide planning advice .

NOTE: Multi-Unit development

if the development does not have a common indoor area, such as a lobby , Canada Post will provide a CMB in the immediate area . the Delivery Planner will assess the indoor area of the development prior to installing a CMB outside .

the following guidelines apply to all newly constructed developments, as well as those undergoing major renovation .

NOTE: Business and Retail Centres

Because business users receive more legal size documents, compartments must be at least a ‘C’ size and in some cases there may be a requirement for ‘D’ size compartments for large volume mail receivers . PLEASE NOTE: A tenant receiving a small volume of mail may move and be replaced by a tenant receiving a much larger volume of mail or many legal-size documents, which cannot be handled through a ‘B’ size compartment . Please contact your Delivery Planner to assist you in determining your needs with respect to box size and quantity required during the building plan development stage .

GUIDELINE: Plan one ‘C’ size (14 cm x 30 .5 cm) compartment for every 230 M2 of leasable space including one ‘D’ size (30 .5 cm x 30 .5 cm) compartment for every 10 units of leasable space .


Section B

1.0 Lockbox Assemblies

Definition:

A lockbox assembly is a privately owned group of mailboxes, designed to receive mail for all occupants of the building, and constructed so that each tenant has an individual compartment that is securely locked . For the delivery of mail to the individual boxes, access is provided to the front or rear of the boxes (reference Appendix C) .

1.1 Lockboxes can be installed in a wall unit or as a free-standing delivery unit .

1.2 where lockboxes are installed , it may be necessary to provide a secure area for temporary safe-keeping of mail . in this case, locks would be provided by Canada Post at no charge, and keys would remain in the possession of Canada Post .

1.3 when ordering Lockbox Assemblies , the developer/owner should provide the Mailbox supplier with a list of the suite/unit numbers which will be assigned within the multi-tenant building in order for the sup-plier to order the number plates for the outside of the mail-boxes . For centralized mailbox

equipment other than “Front-Loading tilt Out style”, the developer /owner must label the inside of the boxes as well so that the Post Office delivery person may sort the mail to the appro-priate compartments when the Master Door is opened .


Section B

2.0 Mailroom

Definition:

A mailroom is a privately owned group of mailboxes, designed to receive mail for all occupants of the building, and constructed so that each tenant has an individual compartment that is securely locked . For the delivery of mail to the individual boxes, access is provided to the rear of the boxes from a secure enclosed room (reference Appendix C) .

2.1 Parcel compartments ensure prompt delivery of oversize items . ‘D’-size parcel compartments are recommended to accommodate the wide range of parcel sizes that tenants may receive .


Section C

Service to Industrial/Business ParksNOTE: Delivery to industrial/ business parks is reviewed on a case-by-case basis . Consult your Delivery Planner for more information .


Section D

Renovations to Multiple-Unit Buildings


Section D

Renovations to Multiple-Unit Buildingswhen planning renovations to any building, there are instances when your Delivery Planner should be contacted .

1 . when a single occupant building which currently receives delivery to the “Door” undergoes renova-tions where there is an increase in the number of occupants in a build-ing and would now consist of three or more units sharing a common in door area such as, but not limited to, a lobby:

a) unit numbers must be assigned to all the tenants’ premises including any existing tenants .

b) Centralized mailboxes are to be installed by the developer/ owner for all the tenants’ premises including any existing tenants according to Canada Post’s requirements .

c) An electronic Micro-switch (time delay access switch) may be installed if there are any locked doors preventing access to the centralized mailboxes . (see Appendix C, section 9 .0)

d) tenant Notification of the change in delivery and start date is the responsibility of the developer /owner of the renovated property in conjunction with Canada Post .

2 . where renovations to an existing multi-tenant building which receives delivery to the “Door” change the number of occupants:

a) unit numbers must be assigned to all the tenants’ premises including any existing tenants if they do not already have unit numbers assigned .

b) Centralized mailboxes are to be installed by the developer/owner for all the tenants’ premises including any existing tenants according to Canada Post’s requirements .

c) An electronic Micro-switch (time delay access switch) must be installed if there are any locked doors preventing access to the Centralized Mailboxes .

3 . where renovations require altera-tions to the current mail facility including additions, lowering, raising , and relocating the mail facilities :

a) Canada Post specifications must be followed .

b) where fire regulations require existing multi-tenant individual mailboxes to be altered, centralized mailboxes at the main floor entrance area may be the best way to proceed . However, if the mailboxes were installed previously and were not subject to Canada Post’s height requirements but are now to be altered, they must be installed according to Canada Post’s requirements .

if the renovations are of a cosmetic nature, it may be beneficial to contact Canada Post to ensure there are no other requirements to be incorporated at the same time .

the above types of modifications will require the alteration of Canada Post’s delivery to the building, which can affect tenants if not properly planned .


Appendices

Appendix A


Appendix A

Appendix A

Community Mail Box Detailed IllustrationsNOTE: For sites where generic drawings (8412, 8413, 8414) cannot be applied, contact your Delivery Planner for assistance .


Appendix A Concrete Pad Installation Guideline

Drawing 8412

NOTES: see page 30



Drawing 8412 cont’d


Appendix A Notes on Concrete Pad Installation Guideline


Appendix A Typical CMBB Sidewalk Site Municipal Installation

Drawing 8413


Appendix A

NOTES:

i) the Developer and/or Municipality are to circulate development plans to the Canada Post Delivery Planner for input on Community Mail Box site location(s) .

ii) Municipalities normally request that:

• thedeveloperdepresswheelchairaccessible curbs in front of Com-munity Mail Boxes when pour-ing streets, as per Municipal and Canada Post standards in order that newly poured curbs do not need to be cut immediately after-wards .

• the developer post a signshow ing streets and lots at the development entrance, identifying various amenities in the subdivision including the placement of all Community Mail Box sites .

NOTE: where there are no public sidewalks with wheelchair access ramps at either end and where there are Barrier Curbs or Rolled Curbs measuring 20 Degrees or more, developers are required to provide a wheelchair Access Ramp measuring 2 meters wide with flares from the outer 2 meter limits on both sides . the Delivery Planner should be contacted for the specific dimensions where multiple Community Mail Box sites at the same location are to be installed .


Appendix A Typical CMBB Curb Site Municipal Installation

Drawing 8414


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Appendix B

Standards for Parcel Compartment Units in Lockbox Assemblies and Mailrooms

Parcel Compartment Boxes

General Description

Parcel Compartment boxes are large mailboxes installed in addition to the required customer compartment boxes and are not assigned to a specific building tenant . “D” size boxes are typically used for this application

A mail item which is too large to fit the regular customer compartment is placed in one of these larger compart-ments . the key for the compartment is placed in the regular mail compart-ment for the appropriate customer . the key has a notice tag attached which provides instruction to the customer on how to retrieve the parcel and after retrieving the parcel , provides the customer with instructions to place the key in the return slot provided .

Requirements

1 . Prior consultation with your Delivery Planner is essential when consider-ing plans to provide parcel compart-ments in a lockbox assembly .

2 . Parcel compartments shall be individually and consecutively numbered , and shall not repeat individually assigned customer compartment numbers .

3 . Parcel compartment locks must be a unique key code series and must not be duplicated in the customer compartment lock .

4 . Parcel compartment keys must be clearly identified as to which compartment they provide access and must attach a permanent tag which provides instruction for customer use .

5 . the compartment must be accessible to delivery personnel by the same means the customer compartments are accessed; i .e . master front door or rear mailroom .

6 . there must be a key return slot in the parcel compartment door .

7 . As a guideline, plan for one “D” size box for every fifteen tenant boxes .

8 . if “D” size compartment is used as a Parcel Compartment, the key return slot should be large enough to accept the key and tag only, not mail .


Appendix C

Types and General Specifications for Lockbox Assemblies and MailroomsLockbox Assemblies there are a variety of lockbox systems available on the retail market, most of which fall into two general categories, front-loading or rear-loading postal box assemblies . Depending on your particular requirements either of these box types will provide appropriate mail delivery functionality .

1.0 Front-Loading Lockbox Assemblies

in front-loading lockbox assemblies access for the delivery personnel is provided through a master door or similar access feature . this permits the delivery personnel to utilize the same floor space as the customer, therefore reducing the overall space required . two major types of front-loading box are available

1.1 Drop front, Lockbox Assemblies

Drop front lockbox assemblies, (often referred to as “K” panels) consistof a number of vertically oriented mailboxes banked to form a unit which when unlocked by the delivery personnel tilt out at the top to permit the mail to be deposited through the open box tops . Customer access is provided by a side hinged, individually locked customer compartment door .

– usually used in small residential apartment buildings

– useful in buildings with 3 to 16 units– available in banks of 3 to 8 boxes

– can be mounted into the wall or surface mounted

– limited sizes available, not suited to commercial or retail tenants

– does not provide parcel sized boxes .

1.2 Master Door Lockbox Assemblies

with this style of lockbox assembly the delivery personnel is provided access to multiple boxes by opening a master door on the front of the assembly . Customer access is provided by a hinged, individually locked customer compartment door . these boxes are available in a number of standard sizes (see below) .

– available in a variety of sizes which can be mixed in a single assem-bly to provide for varying tenant needs (see typical lockbox sizes on page 38)

– larger boxes can be used as parcel delivery compartments .

– available in flush or surface mount models


Appendix C

1.3 Front-Loading ‘B’ Boxes

– useful where wall space is limited (takes less area than ‘K’-Panels);

– can be inserted either fully or partially into a wall, or added onto a wall;

– can be used in buildings with a large number of tenants if a mail-room cannot be installed or is not feasible ;

– larger compartments in varying configurations are available . (see illustration on page 38)


Appendix C

2.0 Rear-Loading Lockbox Assemblies

Rear-loading lockbox assemblies consist of boxes which are open at the back so that mail is delivered to the rear of the box assembly from inside a mailroom located directly behind the assembly . the boxes form part of the wall with the front oriented into the building lobby to provide

customer access and the rear oriented into the mail room which provides the delivery personnel access to de-posit mail into the open backs of the boxes . Mailrooms must comply with Canada Post requirements as outlined in Appendix C, section 6 .0 .

3.0 Choosing Postal Box AssembliesCanada Post recommends that the following items be considered when choosing a postal box assembly:

3.1 Size

Choose a box size which is as large as possible based on the space available . Larger mailboxes provide enhanced mail service and convenience for the building tenants by:

– Reducing the need for folding of mail items

– Accepting small packets and parcels delivered directly to the customer’s mailbox .

– Providing a larger capacity – which will allow multiple day accumulation – vacations, etc .

3.2 Parcel Compartments

include a number of parcel compart-ments in the final assembly . Parcel boxes allow building tenants to receive larger mail items, which will not fit in the individual customer compartment . this reduces the need for the customer to be directed to a local post office to collect such mail items .


Appendix C

4.0 Typical Lockbox Sizes

“B” Size

Approximately 14 cm x 14 cm x 35 cm

used for personal compartments in residential and small business applications . NOTE: the “B” size compartment must be a minimum of 14 cm x 14 cm x 35 cm . when order-ing lockbox assemblies, one additional “B” size compartment must be allowed for housing Canada Post’s office lock .

“C” Size

Approximately 14 cm x 30 .5 cm x 35 cm

used for larger mail receivers in business buildings . these may also be used as optional parcel compartments if space is at a premium .

“D” Size

Approximately 30 .5 cm x 30 .5 cm

used for large volume receivers in busi-ness applications, as well as optional parcel compartments .

14 cm

14 cm

30 .5 cm

14 cm

30 .5 cm

30 .5 cm

NOTE: Not to scale

NOTE: these are the minimum size requirements regardless of front- loading or rear-loading lockbox assemblies .


Appendix C

5.0 Specifications for Lockbox Assemblies

5.1 every lockbox assembly shall be located adjacent to the main entrance of the building and be readily acces-sible to delivery personnel . there is to be only one Lockbox Assembly per building .

5.2 every lockbox assembly shall be so constructed that delivery person-nel, when sorting the mail for that assembly, are not required to reach higher than 170 cm from the finished floor level in order to place mail in the top row of boxes or lower than 45 cm from the finished floor level in order to place mail in the bottom row of boxes . the entire box (in the top row) and the entire box (in the bottom row) must be contained within these maximum measurements; since there is always the potential for full utiliza-tion of the box .

5.3 every lockbox assembly must be installed with a minimum of 15 cm between the last row of boxes and all adjoining walls which create inside corners . this is to ensure ease of access to the boxes and applies to all inside corners both on the customer side and the postal delivery side of all assemblies .

5.4 every lockbox assembly shall be constructed and installed in such a manner as to prevent:

a) loss or entrapment of mail;b) damage to mail; c) injury to post office delivery personnel;d) injury to the customer .

5.5 each box in a lockbox assembly shall be equipped with a door through which mail may be obtained and every such door shall be equipped with a lock .

5.6 each box in a lockbox assem-bly shall have a holder in which the name (optional) and apartment suite number of the tenant must be placed in such a manner that they will be readily visible to the post office delivery personnel when he/she is placing mail in the box .

*Boxes should be numbered sequen-tially low to high, top to bottom, left to right .

PLEASE NOTE: Choose solid well constructed equipment . Quality boxes will provide many years of trouble free service . well built mailboxes will ensure that the tenant’s mail is always securely protected and that there is a minimum risk of injury to the customer, or to the delivery person-nel and damage to the mail items . Proper installation is also critical to ensure the security of the mail over a long service life (see section 7 .0 of this appendix) .


Appendix C

5.7 every lockbox assembly shall be constructed so that delivery personnel have ready access to the lockboxes in the assembly by means of:

a) a master lock on the front of the assembly installed not more than 170 cm or less than 45 cm from the finished floor level;

b) an enclosed room at the rear of the assembly having a working space of at least 100 cm width; or

c) where there is an open space or pub-lic foyer at both the front and rear of the assembly and the means of access described in paragraphs (a) and (b) are not reasonably obtain-able, a cupboard type door on the rear of the assembly that:

i) when closed, prevents un authorized entry,

ii) is constructed of metal, 2 cm plywood , or other sturdy material ,

iii) is hinged so that the hinge or hinge pin cannot be removed from the outside when the doors are closed, and

iv) has a master lock that is firmly anchored through the en-tire thickness of the door and, where the door is constructed of a material other than metal, is firmly anchored to a metal plate .

5.8 a) the master door of access to a lock-

box assembly shall be fitted with a lock obtained from Canada Post .

b) the lock referred to in subsection (a) shall be fitted in such a manner that, when locked, the bolt of the lock is engaged in metal to a depth of at least 4 .5 mm . For a copy of the lock template, please contact your Delivery Planner .

c) Certain units on the market do not meet the exact specification to allow the placement of the new corporate crown lock . therefore, it is recommended that you contact your Delivery Planner prior to purchasing and installing the Lock Box Assembly to ensure that the unit will accept the corporate lock . Otherwise, all costs to retrofit will be at the expense of the owner .

5.9 the installation of the lock referred to in section 5 .8 shall be supervised by the local postal official who shall retain custody of the key for the lock .

5.10 Any signalling or communication device or other equipment with a func-tion not related to mail delivery that is installed in conjunction with a lockbox assembly, shall not permit or require access to the interior of the lockbox assembly in order to use or maintain the device or equipment .


Appendix C


Appendix C

6.0 Mailrooms

6.1 the minimum box size recom-mended is a ‘B’-size module (Please refer to Appendix C, page 38) .

6.2 where a mailroom facility is installed , the mailroom must:

a) meet all requirements as set out in specifications section;

b) be located behind the lockbox system ;

c) be lighted with a brightness not less than 100 lux, measured 75 cm above the floor, should have no impediments or obstructions which would reduce lighting or visibility of suite numbers, or create any other unsafe conditions . examples of some types of impediments or obstructions are suspended ventilation ducts, pipes above the floor and pipes or ducts running along walls, pipes in front of the mailboxes, hot pipes or ducts or debris around the mailboxes .

d) be adequately ventilated; and,

e) be of sufficient size to allow;

i) a minimum working space behind the boxes of 1 00 cm in width along the length of the group lockbox system; and,

f) all mailroom doors must be equipped with a High security Deadbolt purchased from your local authorized dealer . Please work with your Delivery Planner .

ii) such additional working space as determined by your Delivery Planner, where the processing or temporary storage of mail takes place within the mail-room; or where the mailroom is approved by your Delivery Plan-ner as a mail-dispatching facility .

6.3 Construction of Mailroom Access Doors:

a) minimum allowable height is 2 03 cm throughout . No obstruc-tions shall be permitted within the room, which might impede delivery personnel . examples are suspended ventilation ducts, pipes above the floor and pipes or ducts running along walls, pipes in front of the mailboxes, hot pipes or ducts .

b) minimum allowable width is 81 cm;

c) construction shall be solid core .

6.4 Your Delivery Planner must review the plan for the mail room .

NOTE: see section 9 .0 of this appendix for more information on Canada Post’s specifications on mailroom Lock and Key systems .


Appendix C

7.0 General Lockbox Assembly Instructions

7.1 Wall Openings – For a neat appearance , make sure that the wall opening is smaller than the over-all dimensions of the unit, so that the moulding will cover the hole properly . this installation is subject to Canada Post specifications .

7.2 Support – Normally, the wall will not be thick enough to support the full depth of the fixture . Build a support, making sure that it is level .

7.3 Installing the Unit – Fix the unit to the wall on all sides in accordance with manufacturers instructions .

7.4 Setting the Moulding – if possible, attach to wall directly; otherwise, to wood filler and/or caulking between the wall and the unit .

7.5 Clearance of Tongues (Tilting Part) on all Banks – ensure proper operation of all tilting parts .

7.6 Framework – Depending on the type of wall, vertical studs at each end may not be needed (eg, in solid walls such as cement) . to fix several units, one above the other or side-by-

side, both vertical and horizontal studs are required . vertical studs must be flush with the wall to support mould-ing . ensure clearance of tongues when installing horizontal studs .

7.7 ensure that the Master Doors can open and close easily (do not bind at the top or bottom) .

7.8 ensure that the Master Doors open fully to allow ease of sortation into the boxes by the delivery personnel (i .e ., that the Boxes are not installed too close to corners or walls) .

7.9 ensure that the customer compart-ments open fully with their keys in the lock so that the tenants can obtain their mail easily .

NOTE: the installation of these systems is subject to Canada Post regulations . Please consult with your Delivery Planner .

to ensure lockbox assemblies are properly installed, please refer to section 8 .0 “special Notice to installers of Lockboxes .”


Appendix C

8.0 Special Notice to Installers of Lockboxes

Lockbox audits indicate that mail can become trapped within the wall cavity surrounding the lockbox assembly. The occurrence of this can be reduced with proper installation. Therefore we request your assistance and ask that you carefully follow the manufac-turer’s installation instructions, paying particular attention to the following areas.

8.1 the opening in the wall should fit close to the outside of the box cabinet . it should be straight and square ensuring a minimum gap between the wall framing and the cabinet .

8.2 Provide adequate framing in the wall to ensure that the lockbox assembly can be anchored securely . Note that in normal operation the anchoring is subjected to considerable force . this can result in the lockbox being “pulled” from the wall after numerous openings, particularly if there is not sufficient anchoring .

8.3 ensure that the lockbox assembly is installed tightly to the wall . there should not be cracks which permit mail items to be inserted between the frame and the finished wall . Recipients, wish-ing to redirect mail, often place it in such cracks which can result in the mail item slipping into the wall cavity and becoming lost . we recommend this seam be sealed with an appropriate caulking .

Provide adequate framing to ensure anchoring

Minimize gap around lockbox cabinet

Fit frame tight to wall(Caulking recommended)

Lockbox cabinet


Appendix C

9.0 Canada Post Lock and Key System

9.1 Before mail service can begin, the master doors of all lockbox as-semblies or mailrooms must be fitted with Canada Post locks so that the bolt of the locks engage in metal at least 4 .5 mm when locked . Post Office delivery personnel will supervise the installation of Canada Post locks, and keys will remain in the Canada Post delivery personnel’s custody .

9.2 when the main door to the build-ing is to be kept locked, the delivery personnel must be allowed access to the lockbox assembly by:

a) placing the assembly in an accessible foyer or between the open street entrance and the locked entrance; or,

b) having a Canada Post lock in or near the locking main door, connected directly or by an electric circuit to the master lock so that the lock’s catch can be released by inserting a Canada Post key; or,

c) having one door in the foyer equipped with a Canada Post lock and assigned for the sole use of Canada Post; or,

d) situating the door to the mailroom to allow entry from the open foyer or an exterior wall .

9.3 Owners of apartments or other buildings having a locked entrance between the street and the mail-receiving facilities must provide and install a postal access device . this device must include a lock, which is furnished at no charge by Canada Post, that permits the building entrance locking system to be by-passed . All fittings , except the actual Canada Post lock, are to be provided and installed by the building owner . the build-ing owner must ensure that the lock receptacle or deadbolt accepts a Canada Post lock cylinder .

9.4 where a lockbox assembly is installed, your Delivery Planner may determine that a secure area be provided for the temporary storage of mail for the building . this secure space will be equipped with a lock obtained from Canada Post and will be installed within or immediately beside the lockbox assembly .

NOTE: Combination or Punch Key Access are not allowed, access to the building by delivery personnel must be by means of the Canada Post Lock and Key system only .


Appendix C

10.0 Inspection Prior to Commencement of Mail Delivery

Prior to the implementation of the actual postal delivery service, Canada Post will inspect to ensure that the lockbox assemblies have been installed in accordance with Canada Post’s specifications; the light-ing is adequate; the mailboxes are functioning properly; the equipment is labelled properly both on the out-side and on the inside (if applicable) and there are no obstructions or safety hazards which would impede delivery .

the inspection should be arranged a week or two in advance to the actual in-service date so that if there are any defects, they can be resolved prior to tenants requiring mail delivery . inspec-tion should be arranged through your Delivery Planner or the supervisor of the postal installation from which the mail delivery originates .

11.0 Regular Inspection and Maintenance

11.1 the owner of a lockbox assembly and mailroom facility will, at his or her expense, ensure that both the system and the room are regularly inspected, cleaned, repaired and kept free from defects and obstructions .

11.2 if a lockbox assembly or unit within an assembly is considered unsafe, or insecure, Canada Post may request that the owner of the building repair or replace the lockbox . As well, Canada Post will notify the owner and the tenants that unless the condition is corrected within a reasonable period of time, mail delivery to the assembly may be suspended .

11.3 Building Owner/tenants should consider the suggestions listed below:

to ensure the mailbox is secure and the Canada Post Lock is protected against theft install anti-pry units available through your local locksmith, lockbox manufactures etc . the anti-pry unit

must be installed in a manner to pre-vent prying open of the main lockbox assembly door and the theft of the Canada Post lock .

Consider installing a secondary lock on the mail panels / mailrooms to prevent unauthorized access to the mailroom . Building owners / tenants may consider installing a “Maglock” on the lockbox and the mailroom door to prevent un-authorized access during after-hours .

ensure that individual mail compart-ment locks are changed whenever new tenants move in or building keys are returned by former tenants .

Place a security signage reminding customers / tenants to pick-up mail as soon possible

Consider Closed Circuit television surveillance of building access and mailbox panels .


12.0 Access for Delivery Personnel

Building owners must ensure that adequate parking facilities are made available for postal delivery and collection personnel in the delivery area or at another suitable location . this will help to achieve the most efficient delivery and collection of tenants’ mail . use of a loading dock may also

be required at high-volume locations to move equipment to the postal service facility . easy accessibility of elevator service to Canada Post personnel is necessary where the loading dock and postal facilities are not on the same floor .

Appendix C


Appendix D

Canada PostSpecifications Affecting Postal Delivery Standards

Specification 658CONCRete PReCAst FOuNDAtiON PAD FOR Community Mail Box

Specification X-013COMMuNitY MAiL CeNtRe/MiNi-PARK sHeLteR

Any specification used must be the latest revision. Contact your Delivery Planner for more information.

(See page 2 of this manual for the locations of Regional Delivery Planning Offices.)

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