Instructions for mailing overseas

1. New Mailing Guidelines for Parcel Mail Through Canada Post and Morale Mail
2. Guidelines for Mailing by Canada Post
3. Canadians sending letters for “Any Canadian Armed Forces Member”
4. Canadian Forces Morale Mail Guidelines from Canada to theatre
5. Additional Mailing Information
6. Humanitarian Aid/Charitable Donations
7. Addresses for overseas operations
8. STATIC CFPO’s

1. Mailing Guidelines for Parcel Mail Through Canada Post and Morale Mail

All senders of parcel mail are required to complete a Canada Post Customs Declaration Form (iAW Canada Post Guide: International Parcel Air/Surface 43-074-172 also known as CP 72) for each parcel which must be attached to the outside of the respective parcel. A separate list of items including quantity, description, weight (if known), and value must be inscribed in the bottom left corner of the parcels.

To meet Ukraine Customs requirements for Op UNIFIER, the inscribed list will be replaced by the Operation specific ‘Care Package Load List’ for each parcel which must be attached to the bottom left corner of the respective parcel in a clear sealed shipping envelope.

Parcels without the proper customs documentation /labels will take additional time to be processed and may be refused.

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2. Guidelines for Mailing by Canada Post

Canada Post Free Mail Initiative

Family and friends of Canadian Armed Forces members deployed on overseas missions can send letters up to 500 grams to deployed troops free of charge until 31 Dec 2020.

The above is applicable to letters being sent to any of the PO Box Stn Forces, Belleville Ontario addresses and to any deployed Her Majesty's Canadian Ships.

It is important to note that the letters must be addressed to a specific soldier, and include rank and mission information. They must be deposited at a Canada Post retail outlet as mail deposited in street letter boxes bearing no postage will not be delivered.

It is strictly prohibited to use this service 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 SJS 002/09 081418Z JAN 09 (CHARITABLE GOODS DONATIONS)).

CAF family members and friends sending letters or packages to deployed CAF Members

Sending letters and packages can be a wonderful way to keep in touch with loved ones and friends serving overseas. Here are some guidelines to assist in properly preparing your letter or parcel.

• Plan in advance for special occasions. Once an item is mailed, it could take three weeks or more for the mail to be delivered to the addressee in theatre.
• Parcels must be clearly addressed with rank, initials and name; unit and section. See addresses for overseas operations.
• Clearly write the sender's address in the top left corner.
• If mailing by Canada Post, any postal services costing $5 or more is GST exempt.
• Ensure that the parcel is wrapped properly and securely and use packing tape. Do not use string to bind the parcel.
• The following are specific guidelines for this service (Note: Oversize and overweight parcels will not be accepted):
  • Weight: Maximum 20 Kg (Approx 44 lb).
  • Size: Two conditions must be met regarding size:
    • maximum length is one meter (Approx 39");
    • the maximum length plus girth is two meters (Approx 79")
      The definition of girth =width + height + width + height.

  

  In the following illustration, the parcel has the following dimensions: length = 1.0 m (Approx 39"), width = 0.3 m (Approx 12"), and height = 0.15 m (Approx 6").

  To calculate its maximum size simply add the length (1.0 m) + its girth (0.3 m + 0.15 m + 0.3 m + 0.15 m) = 1.9 m (Approx 75").

• A Canada Post International Parcel Air/Surface Shipping Label is required with every parcel addressed to one of our Belleville PO BOX STN Forces addresses or when sending mail to a deployed HMC Ship serviced through either Halifax and or Victoria. The customs label must be signed by the sender of the parcel. Parcels sent to Canada through a Canadian Forces Post Office must also bear an International Parcel Air/Surface Shipping Label. Customs authorities of the destination country may examine all mail and may confiscate any prohibited item. Note that sending illegal and prohibited items may lead to criminal charges being laid against the sender.
• Batteries, except lithium batteries, should be sent in the original packaging; not loose or in a device. Lithium batteries are allowed only when in a device.

Prohibited Items

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):

• alcohol, beer and wine
• tobacco products, cigarettes and cigars
• weapons, including replicas Knives
• explosives, radioactive materials or ammunition including inert ammunition
• matches
• flammable liquids or solids
• compressed gas, aerosol cans (i.e. shaving cream, air fresheners, etc.)
• cigarette lighters
• corrosive fluids
• obscene magazines or pictures
• drugs
• perishable items
• Lithium Batteries (unless mounted in a device)

Additional mailing prohibitions may be placed on parcel contents by the Host Country. It is the sender’s responsibility to ensure that they comply with the prohibitions listed above and host Country prohibitions for mail. A list of Host Country restrictions can be found at International Destination Listing.

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3. Canadians sending letters for “Any Canadian Armed Forces Member”

• Canadian Armed Forces members serving overseas appreciate receiving correspondence from Canadians as well as groups, schools and organizations from across Canada.
• Post cards, greeting cards and letters only may be sent as per the addressing instructions below.
• The Canada Post free letter mail program is not extended to letters/cards addressed to “Any Canadian Armed Forces Member” and all such items will require postage.
• Only parcels as described in the “Bulk Mail” section below are acceptable, however they require postage. Parcels addressed to “Any Canadian Armed Forces Member” containing any items other than correspondence will be returned to sender at the sender’s expense. For those wishing to send care packages or donations please refer to this link: Donations.

Bulk mail

Schools, groups, businesses and associations may send cards and letters bulked in a parcel to ‘Any Canadian Armed Forces Member’. The parcel is not to contain any other item other than correspondence and requires postage. Parcels found to contain items other than correspondence will be returned to the sender at the sender’s expense.

Addressing

All letters and parcels containing letters/cards are to be addressed to “Any Canadian Armed Forces Member” including mission address. Please refer to our “Operational Addresses” to obtain the address information. Note that the lines “Rank/Initials/Name” and “Unit/Section” of the operational address are to be replaced with “Any Canadian Armed Forces member”.

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4. Canadian Forces Morale Mail Guidelines from Canada to theatre

The CF Morale Mail service provides families and friends within Canada a cost-free alternative to using Canada Post to send care packages to those serving at a CAF deployed operation. This is one-way service to theatre only.

Eligibility

Only families and friends of soldiers within Canada may send letters and parcels to Canadian Armed Forces members, DND employees, CAFPSA personnel, and CAF Contractors.

Delivery time frame

Because Morale Mail is often sent only once weekly from locations across Canada, it may take 28 days or more from the time of mailing to delivery to the addressee in Theatre.

Indemnity or expediency

If either is a concern, it is strongly encouraged that the item is sent via Canada Post with an appropriate amount of indemnity coverage or with a service that has a faster delivery time such as Canada Post Xpress Post or Priority Courier service.

Where to mail

Morale Mail can typically be dropped off at a Base or Wing Mail Room, or Military Post Office; at some locations the Military Family Resource Centre may be able to accept parcels. Contact your local MFRC for more information.

Mailing Guidelines

A Canada Post International Air/Surface Shipping Label must be completed and attached to the respective parcel, and a detail list of contents must be inscribed in the bottom left-hand corner of the parcel to include quantity, description, weight (if known), and value.

To meet Ukraine Customs requirements for Op UNIFIER, the inscribed list will be replaced by the Operation specific ‘Care Package Load List’ for each parcel which must be attached to the bottom left corner of the respective parcel in a clear sealed shipping envelope. Parcels for Op UNIFIER not meeting this requirement will take additional time to process and move to theatre for delivery.

Inquiries

To ask a question regarding the Morale Mail service, please send us an e-mail.

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5. Additional Mailing Information

Security Screening

Senders are encouraged to place their address and phone number on the top left corner of the parcel thus enabling the CF Postal Service to contact them should there be address or content concerns. If the parcel contains questionable contents and there is no return address, the parcel will be opened, the contents verified, prohibited items removed, a letter enclosed explaining the actions of the CF Postal Service, and the parcel sent to the addressee. A record of the parcel, the contents removed, a copy of the enclosed letter, and disposition of the contents will be maintained by the CF Postal Service.

Loss of Personal Property

Morale Mail Service is not recommended for sending personal property or items of any significant value. For those items, customers are advised to use the Canada Post mail service and to purchase indemnity coverage. DND employees and CAF members wishing to submit a claim for damage or loss pursuant to Defence Administrative Orders and Directives 7004-2 are to complete and submit the form according to the guidelines at DAOD 7004-2B and submit to their serving AJAG office.

Limitation of Liability

As this service is provided entirely by the Canadian Armed Forces, no claim is to be raised against the Canada Post Corporation. Except as specified at the “Loss of personal property” paragraph above, the Canadian Force Postal Service and the Department of National Defence shall not be responsible for any direct, indirect, general, special or consequential damages regardless of whether such damages result from the loss or mishandling, damage or delay in delivering of items mailed through Morale Mail service.

Return Mail Service

The Morale Mail service should not be used if the addressee is scheduled to return to Canada within four weeks of the mailing date. Should a parcel be undeliverable in theatre, the parcel shall incur ‘postage due’ charges, and forwarded to the addressee in Canada. If the addressee did not leave any forwarding address, the parcel shall incur ‘postage due’ charges and be returned to sender. If there is no forwarding information or return address, the parcel shall be opened in an effort to discover where the parcel is to be sent and, failing that, the contents disposed of in theatre.

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6. Humanitarian Aid/Charitable Donations

Humanitarian Aid/Charitable Donations are strictly prohibited within the Canadian Forces Postal Service as per existing regulations (CANFORGEN 02/09 SJS 002/09 081418Z JAN 09), and thus cannot be forwarded to overseas locations.

Donations to the troops

Donations to the troops are not accepted in Morale Mail. Please refer to the Support Our Troops web page.

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7. Addresses for overseas operations

Note: Packages intended for all Missions must bear a list of content along with the value of each article.