Instructions for mailing overseas

Hand sanitizers cannot be shipped by mail internationally - There has been an increase in customers trying to ship hand sanitizer products to destinations outside Canada affected by the coronavirus outbreak. Hand sanitizers are alcohol or ethanol-based products classified as Class 3 Flammable Dangerous Goods and cannot be mailed internationally.

For the nineteenth consecutive year Canada Post will provide free regular parcel services for family and friends of deployed CAF/DND members from 15 Oct 24 to 15 Jan 25. Parcels will be delivered free of charge from any Canada Post retail outlet to designated CAF Bases, and will then be forwarded through the CAF Postal System to members overseas. Canada Post understands how important these messages are to uplift the spirits of Canadian men and women serving overseas.

Canada Post offers the following services:

• Free delivery of letters weighing up to 500 g to deployed troops will continue until December 31, 2025.
• Free Regular Parcel service to designated missions and deployed ships from October 15, 2024 until January 15, 2025.
• These items are sent to any of the PO Box Stn Forces, Belleville, Ontario addresses and to HMC Ships addressed in Halifax or Victoria, as listed in CFPO Address section.

It is important to note that the mail item must be addressed to a specific CAF member and include rank and mission information. They must be brought to a Canada Post retail outlet for processing. Mail deposited in street letter boxes bearing no postage will not be delivered.

Canada Post has seen a significant increase in parcel volumes as Canadians stay home and shop more online. With incoming parcel volumes at Christmas levels, the safety measures they’ve implemented in their processing facilities mean it is taking longer to process. Those measures include physical distancing in facilities that were not designed for keeping people 2 meters apart. While they are delivering in record numbers for this time of year, customers should anticipate delays.

In order for the CFPS to offer guaranteed delivery by Christmas, the Christmas mail deadline is 1 Dec 2024. Mail must reach our postal facilities in Trenton (via the Belleville address) or the Fleet Mail offices in Victoria or Halifax by that date to guarantee delivery by Christmas.

Having said that, if you are a bit late with mailing, don’t worry too much. While the letter, card or package you send may not be guaranteed to arrive by Christmas, any and all mail that arrives at the Canadian Forces Postal Unit is still sorted between the different operations/locations, combined into larger shipments, and then sent to each location on a weekly basis. This work by the postal unit staff continues every week, all year round. Regardless of what day it is on the calendar, any received mail item is always appreciated by the deployed soldier, sailor or aviator when it arrives.

Careful preparation and packaging helps ensure safe and secure delivery of items. The Canadian Forces Postal Services strongly recommends the use of environmentally friendly packaging.

The following tips are recommended for most parcels:

• Choose a rigid, good quality, corrugated cardboard box. If you’re reusing a box, be sure to remove old shipping labels or cover up old addresses.
• Wrap the item in tissue paper or newspaper (if fragile). For items mailed in a frame, like pictures, protect the front and back with strong cardboard larger than the frame. Place soft material between the frame and the cardboard to reduce pressure on the glass.
• Package all liquids in multiple layers of waterproof wrapping to prevent damage to other contents and packages if the liquid spills.
• Pack and seal the item in a container or box small enough to fit inside your shipping box.
• Label the inner container with the address and return address and then put it inside the shipping box.
• Surround the inner container with cushioning material (like an old t-shirt or bubble wrap) on the top, bottom and all sides to limit movement and protect the item.
• Close the shipping box with reinforced tape.
• Wrap the shipping box in kraft paper.
• Tape all seams with reinforced tape.
• Write the address and return address on the top — the largest side of the box.

To avoid unnecessary delays in delivery of your mail items, follow these addressing guidelines:

• The address should ideally be printed in uppercase
• There should be two spaces between the province or territory and the Postal Code.
• Postal Codes should be printed in upper case with the first three elements separated from the last three by one space. Do not use hyphens. If the Postal Code is not formatted in this manner, the mail may be delayed.
• Mail Items must be clearly addressed with rank, initials and name on the first line; unit/ship (and section if known) on the second line.
• Clearly write your return address in the top left corner.

• The minimum size of a letter is 14 cm x 9 cm (5.5 inches x 3.5 inches)
• The maximum dimensions of a standard letter are 24.5 cm x 15.6 cm (9.6 inches x 6.1 inches)
• The maximum dimensions of an oversize/non-standard letter is 38 cm x 27 cm (15 inches x 10.6 inches)
• A letter can’t be more than 2 cm (about 3/4 inches) thick
• The maximum weight of a letter is 500g.

If your letter is larger than the maximum dimensions or weight above it will be considered a parcel instead.

• The maximum size of any one side is one meter

• The length plus girth of a parcel can’t be more than two meters.

  Girth

  Length: Longest side of your item
  Width: Depth of your item
  Height: Thickness of your item
  Girth: The distance around the parcel: (width + height) x 2

  For example, if the width of your item is 20 cm and the height is 15 cm, the girth is 70 cm (20 + 15) x 2 = 70 cm.

• The maximum weight is 20kg.

All mail using the CFPS will be security screened for dangerous or prohibited items before it is prepared for shipment overseas.

Parcels suspected of containing questionable contents,

• Canada Post will be contacted
• the parcel will be opened
• the contents verified
• prohibited items removed
• a letter enclosed explaining the actions of the CFPS, and
• if possible, the parcel will be forwarded to the addressee.

The CFPS will maintain a record of their actions concerning the parcel, the removed contents, a copy of the letter, and disposition of the contents.

When an item is prohibited from importation, it means the item is not allowed to enter the international destination. If the item does enter the destination, it will most likely be seized and destroyed by customs, and will cause delays in mail delivery for other mail packages for other deployed members.

No article may be sent by mail if their nature or packaging may expose postal employees to hazards, or damage other items of mail. Mailing the following items is strictly prohibited by Canada Post and the Canadian Armed Forces (CAF):

• Weapons, (including knives) or replica weapons
• Obscene material including magazines or pictures
• Dangerous goods as defined by Transport Canada’s Transportation of Dangerous Goods Regulations
• Compressed gas, (i.e. aerosol cans such as shaving cream, air fresheners, etc.)
• Corrosive fluids
• Flammable liquids or solids (matches, lighters, Many perfumes and toiletries have an alcohol base which is flammable)
• explosives, radioactive materials or ammunition including inert ammunition
• Lithium Batteries
• Alcohol (beer, cider, coolers, wine, etc.)
• Tobacco products (Cigarettes, Cigars, Cigarillos, Chewing Tobacco, Loose Tobacco, etc.)
• Electronic Smoking Products (E-Cigarettes, Cigars, Cigarillos, Pipes and Liquid Cartridges, etc.)
• Cannabis or any product containing Cannabis
• Drugs or other controlled substances including narcotics
• Perishable items (Fruit, Vegetable, Meat, etc.)
• Plants, Seeds, Fruit, Bark, Plant Parts or Soil
• Animals

Additional mailing prohibitions may be placed on parcel contents by the destination Country. It is the sender’s responsibility to ensure that they comply with the prohibitions listed above and destination Country prohibitions for mail as the CFPS, DND and Canada Post can’t assume responsibility when mail is returned or seized outside of Canada because these articles are prohibited at the destination.

A list of International Country restrictions and prohibitions can be found at International Destination Listing.

CAF Policy states that it is strictly prohibited to use the CFPS to send humanitarian aid or charitable donations considering that neither can be forwarded overseas via the Canadian Armed Forces Postal Service as per existing regulations

(CANFORGEN 02/09 - CHARITABLE GOODS DONATIONS).

It’s understandable that you, either as an individual or an organization/company, may wish to provide something tangible to improve the quality of life for the CAF member deployed outside of Canada. The intention to donate is admirable and it’s understood that this is a show of support for the work of the CAF and its members.

The Canadian Armed Forces operates an efficient and effective supply chain to support operations maximizing use of limited cargo space while minimizing excess capacity. The CFPS is not a separate means of delivery, but a part of this overall supply chain. Generally there is no space available in the postal system for humanitarian aid or charitable donations.

There are other ways to support CAF members, such as:

• Military Family Resource Center
• Op Santa Claus
• Tiny Troops
• Soldier On