Mail Receptacles Regulations

Regulations Respecting the Delivery of Mail to and the Collection of Mail from Certain Mail Receiving and Dispatching Facilities Whereas a copy of the proposed Mail Receptacles Regulations, substantially in the form set out in the schedule hereto, was published in the Canada Gazette Part I on Saturday, July 9, 1983 and a reasonable opportunity was thereby afforded to interested persons to make representations to the Minister with respect thereto. Therefore, His Excellency the Governor General in Council, on the recommendation of the Honourable André Ouellet, pursuant to section 17 of the Canada Post Corporation Act*, is pleased hereby to approve the revocation of the Mail Receptacles Regulations, C.R.C., c. 1282 and the making by the Canada Post Corporation on September 7, 1983 of the annexed Regulations respecting the delivery of mail to and the collection of mail from certain mail receiving and dispatching facilities. S.C. 1980-81-82-83, c. 54 These Regulations may be cited as the Mail Receptacles Regulations. In these Regulations, apartment building means a building containing three or more self-contained dwelling units with a common entrance; (immeuble d’habitation) business premises means a commercial building or an office complex; (entreprise commerciale) commercial building means an office building, hotel or multiple use building that has multiple occupancy, is four or more storeys in height, and is not primarily used as an apartment building; (immeuble commercial) letter chute means an enclosed rectangular shaped metal tube extending through each storey of a building in a continuous vertical line leading directly to a mail dispatching facility at the bottom of the tube; (couloir aux lettres) local postmaster in respect of a building, means the employee of the Corporation who is in charge of the postal area in which the building is located; (maître de poste local) mail box means a privately owned mail receiving facility designed for indoor or outdoor use in an urban area; (boîte aux lettres) mail box assembly means a privately owned group of mail boxes in an apartment building or office complex designed for the reception of the mail of all occupants of the building or complex and so constructed that each owner or tenant has an individual compartment that is capable of being kept locked; (batterie de boîtes aux lettres) mail dispatching facility means a receptacle or room designed for the reception of mailable matter that is to be collected by a post office representative for transmission by post; (installation de dépôt de courrier) mail receiving facility means a receptacle designed for the receipt of mail; (installation de réception de courrier) mail room means a room designed for the receipt or dispatch of mail; (salle de courrier) office complex means a building that is used for offices, or used for offices and some other purpose and contains at least three offices; (ensemble de bureaux) parcel compartment assembly means all parcel compartment units installed inside or outside an apartment building or office complex; (batterie de casiers à colis) parcel compartment unit means a cabinet designed for the reception of mail having individual storage compartments that are capable of being kept locked; (casier à colis) post office representative means an employee of the Corporation, a mail contractor, an employee or agent of a mail contractor and any other person authorized by the Corporation to perform a function on behalf of the Corporation; (représentant des postes) recognized representative of an addressee means the person at the addressee’s residence or place of business who usually receives the addressee’s mail or has written authority from the addressee to receive the addressee’s mail; (représentant reconnu du destinataire) rural mail box means a privately owned mail receiving facility and mail dispatching facility designed for outdoor use in a rural area. (boîte aux lettres rurale) The Corporation may install, erect or relocate or cause to be installed, erected or relocated in any public place, including a public roadway, any receptacle or device to be used for the collection, delivery or storage of mail. No person shall relocate or remove any receptacle or device referred to in section 3 without prior authorization by the Corporation. The Corporation may authorize the collection of mailable matter in a commercial building where the building has a daily volume of mailable matter to be collected that is sufficient to justify the regular collection of mailable matter; and the mail dispatching facility and the letter chute, if any, are constructed and installed at no expense to the Corporation and in accordance with the specifications for such facility and chute set out in Schedule I. The owner of a commercial building may apply to the Corporation to authorize the collection of mailable matter at his building by submitting to the local postmaster an application for that service, in writing, together with particulars of the mail dispatching facility and the letter chute, if any, including a copy of the building plans showing complete details of the proposed letter chute, if any, and indicating accessibility and distances to the mail dispatching facility for the purpose of the collection of mailable matter; a description of the building and its use or intended use, the number of floors, the number of tenants, the nature of the businesses of the tenants and any other relevant information requested by the Corporation to enable it to determine the volume of mailable matter likely to be deposited at the facility; a map of the area showing the parking space allotted to any mail collection or delivery vehicles and the distance between the nearest dispatching facility and that parking space; and the proposed effective date of occupancy of the building, if applicable. The Corporation may alter, suspend or terminate a collection service authorized pursuant to section 5 where the building ceases to be a commercial building; the collection service can no longer be provided on an economical basis; or the owner of the building has failed to comply with these Regulations. Where a collection service is provided in respect of a mail dispatching facility, the owner of the building in which the facility is located shall cause the notice referred to in paragraph 1(i) of Schedule I to be placed in each notice frame of the mail dispatching facility and letter chute, if any. Where a collection service in respect of a mail dispatching facility is suspended or terminated pursuant to section 7, the owner of the building in which the facility is located shall forthwith cause a notice to be placed in each notice frame of the mail dispatching facility and letter chute, if any, stating that the service has been suspended or terminated. Where a mail delivery service is inaugurated or extended to serve an area, delivery shall be effected to buildings in that area, subject to the following conditions: delivery shall be effected to any building, other than an apartment building, in which mail receiving facilities that comply with the requirements of Schedule II have been installed or in respect of which arrangements have been made with the local postmaster for delivery to an addressee or to the recognized representative of an addressee; delivery shall be effected to an apartment building if the apartment building has a central office located adjacent to the main entrance of the building to which mail may be delivered for all occupants, or the apartment building is equipped with a mail box assembly constructed and located in accordance with the specifications set out in Schedule III; delivery shall be effected to parcel compartment units in an apartment building or office complex if the conditions set out in Schedule IV are complied with; subject to paragraph (e), delivery shall be effected to a place of business that has not installed a mail receiving facility that complies with the requirements of Schedule II, if the employee of the Corporation delivering the mail is able to enter the place of business, and personal delivery of the mail can be made at or near the entrance of the place of business to its addressee or the recognized representative of an addressee; delivery shall only be effected to the residence or place of business of an addressee if that residence or place of business is not more than 35 m from a municipal thoroughfare or sidewalk unless delivery was effected to the addressee prior to July 1, 1979, or the addressee erects a mail box that is located on the property where the residence or place of business is located, and adjacent to the thoroughfare or sidewalk; delivery shall not be effected to any building unless it is provided with a suitable path or other means of access from the road or sidewalk that is kept in a safe condition during all seasons of the year and is kept clear of any hostile or threatening animal; delivery shall not be effected to any building unless it bears a building number that conforms to the municipal plans at or near the entrance at which the mail receiving facility is installed; and delivery shall not be effected to any apartment building, commercial building or office complex where the main entrance is kept locked unless a lock provided by the Corporation is installed in such a manner that a post office representative can gain easy access to the building or complex or unless some other satisfactory arrangement has been made for such access with the local postmaster. Prior to the inauguration or extension of mail delivery service in any area, the Corporation shall send a notice to householders and the owners of apartment buildings and business premises in the area stating that if provision is not made for the reception of mail in accordance with these Regulations, mail will not be delivered to that address but will be left with the local postmaster to be collected by the addressee thereof. Where mail delivery service is provided in any area and any householder or the owner of any apartment building or business premises fails to provide for the reception of mail in accordance with these Regulations, or the mail receiving facility or the means of access to it at any private house, apartment building or business premises in that area becomes unsuitable or unsafe for the reception of mail, the Corporation shall send a notice to the householder or the owner of and each tenant in the apartment building or business premises stating that if provision is not made for the reception of mail in accordance with these Regulations, mail shall not be delivered to that address but shall be left with the local postmaster to be collected by the addressee thereof. Subject to subsection (2), where any householder or the owner of any apartment building or business premises does not make provision for the reception of mail in accordance with these Regulations within the period specified in the notice, mail shall not be delivered to that address but shall be left with the local postmaster to be collected by the addressee thereof. In the circumstances referred to in paragraph 12(b) mail delivery service may be continued to the address to which the notice referred to in that section is sent until the termination of the period specified in the notice for rectification of the unsuitable or unsafe mail receiving facility or means of access to it. In the case of an office complex that contains a mail box assembly and a mail room, where items of mail that are too large to be delivered through a mail box in a mail box assembly or the delivery of which requires that the addressee or the recognized representative of an addressee be contacted personally by the post office representative, those items shall be delivered through a dutch door from the mail room; or in such other manner as may be authorized by the local postmaster. Mail may be delivered by means of deposit in rural mail boxes and mailable matter may be collected from rural mail boxes where the rural mail box is constructed in accordance with the specifications set out in Schedule VI; placed outdoors at a location on a rural mail route approved by the local postmaster; and located, erected and identified as required by section 16. A rural mail box shall be located along the right hand side of the road according to the courier’s line of travel in a position where the courier can reach and service it from his vehicle without impeding pedestrian or vehicular traffic; erected so that the box is securely attached to a fixed post or cantilever arm, the bottom of the box is approximately 100 cm above the roadway, the box does not obstruct or obscure other boxes located nearby, and the box allows the ready delivery or collection of mail; and identified by having the following information printed in permanent lettering not less than 2.5 cm high on the side of the box or on a plate securely attached to the box and placed so as to be visible to the courier as they approach the box while driving on the right-hand side of the road according to their line of travel: if civic addressing has been implemented in the municipality and the relevant post office, the civic address or the civic address and the boxholder’s name, and if civic addressing has not been implemented in the municipality, the boxholder’s name or a specific Canada Post designator in lieu of the boxholder’s name, as arranged with the local postmaster. Every letter chute shall be constructed of rust resisting materials; have an interior designed to present a continuous free flowing surface, unencumbered by any bracket or protruding joint that could cause stoppage; extend through each storey of the building in a continuous vertical line from the point of its beginning down to a mail dispatching facility; be installed in a location where it will be conveniently accessible throughout its entire length for the removal of obstructions and for cleaning purposes; be fitted on each storey with a locking device that, when unlocked, will permit free access to all portions of the chute’s interior on that storey; have a clear plate glass cover on its front portion sufficiently exposing the interior of the chute to permit easy observance of any obstruction except that the front portion of the chute in the lobby area or main floor of the building may consist of material other than glass if the chute is constructed to permit access to its interior at that point; be equipped at each storey above the main floor with a letter slot designed to permit the insertion of letters only; be clearly marked with the words “Letters-Lettres” at or near each letter slot; and be provided with a readily visible, glazed notice frame near the letter slot on each storey capable of containing a notice setting out the hours of collection by a post office representative. A mail dispatching facility that is a receptacle shall be located at the base of a letter chute except as provided in subsection (4); be located as near as possible to the main entrance of the building at a location approved by the Corporation; be accessible to the public at least during the business hours of the building in which it is installed; be equipped with a door that hangs on side hinges with peened pins and fastened by weld, solder or rivets, and is fitted with an official letter box lock obtained from the Corporation; be equipped on its bottom with a non-flammable elastic cushion or other non-flammable resilient material that is level with the threshold of the door; contain hooks suitably located to hold the satchel or receptacle used by the post office representative; be installed in such a manner that the bottom of the receptacle is approximately 75 cm from the finished floor and the space between the bottom of the receptacle and the floor is open and unobstructed; subject to subsection (2), contain a mailing slot of the standard letter size; be clearly marked with the words “Letters-Lettres” at or near the letter slot or with the words “Mail-Courrier” if a large mailing slot is installed; and have a metal plate or glazed notice frame securely affixed to its door or upper front portion that is capable of containing the notice referred to in paragraph 1(i) of this Schedule. In lieu of the standard letter size of opening, a mail dispatching facility may have an opening large enough to accept items of mailable matter larger than letters if the mailing slot conforms to the general size and baffle design of the regular standing mail receptacle used by the Corporation; and the mail dispatching facility is large enough to accommodate mailable matter in sufficient volume that the facility does not require a greater frequency of clearance than mail dispatching facilities in the surrounding area. In addition to a mail dispatching facility at the base of a letter chute another mail dispatching facility may be installed by the owner of the building, in which case that mail dispatching facility shall be located adjacent to the base of the letter chute; be large enough to accommodate bundles of mailable matter and bulky mailable matter that cannot be inserted in the mail dispatching facility at the base of the chute in sufficient volume that the facility does not require a greater frequency of clearance than mail dispatching facilities in the surrounding area; have a slot for mail that conforms to the general size and baffle design of the regular standing mail dispatching facility used by the Corporation; and be clearly marked with the words “Mail-Courrier”. A separate mail dispatching facility without a letter chute may be installed by the owner of the building if the installation conforms to paragraphs (1)(b) to (j). A mail dispatching facility that is a mail room shall be located at the base of a letter chute except as provided in subsection (6); be designed so that the letter chute will empty into it at a point not less than 110 cm above the floor of the mail room; be located on either the main floor or lower floor, at a location approved by the Corporation, where it will be conveniently accessible to a post office representative; be large enough to accommodate mailable matter in sufficient volume that the facility does not require a greater frequency of clearance than other mail dispatching facilities in the surrounding area, provide adequate working space for post office representatives who may be required to perform functions on behalf of the Corporation therein, and accommodate a bag rack and other equipment that may be supplied by the Corporation; be provided with adequate lighting; have a suitable door that is fitted with a lock obtained from the Corporation; contain at least one mailing slot of the type authorized in subsection 2(2) that is conveniently located in the wall but not in the door of the mail room, is accessible to the public at least during the business hours of the building in which the facility is located, is large enough to permit the insertion of bundles of mailable matter and bulky mailable matter, and conforms to the general size and baffle design of the regular standing mail receptacle of the Corporation; be clearly marked with the words “Mail-Courrier”, at or near the mailing slot; and have a metal plate or glazed notice frame securely affixed to its wall, adjacent to the mailing slot, that is capable of containing the notice referred to in paragraph 1(i) of this Schedule. Where a mail dispatching facility that is a mail room cannot be located at the base of a letter chute, the mail room may be situated at another location in the building in which case it shall conform to paragraphs (5)(c) to (i). Every mail box in a building other than an apartment building shall be a box that is fastened securely on or adjacent to the front door, is constructed of a sturdy material with an opening sufficiently large to allow a post office representative to insert bulky mailable matter with ease therein, and when equipped with a slot, has the slot measuring not less than 13.5 cm by 4 cm and located on or near the top of the box; is fastened securely on or adjacent to any entrance door other than the front door or on the building wall, is readily accessible to a post office representative, complies with the specifications set out in subparagraphs (a)(ii) and (iii), and is no farther from the street line than is the front door; a letter slot cut in the front door or in a panel adjacent to the front door that is not less than 17.5 cm by 4 cm, and placed not more than 125 cm and not less than 60 cm from the finished floor line; or a letter slot cut in any entrance door other than the front door or in a panel adjacent to any entrance door that is no farther from the street line than is the front door, and complies with the specifications set out in subparagraphs (c)(i) and (ii). In the case of a mail receiving facility described in paragraph 1(b) or (d), the number of the building on which the facility is located shall be clearly visible in relation to the facility. In an office complex where the mail receiving facility as described in paragraphs 1(a) to (d) is not suitable having regard to the particular characteristics of the office complex, a mail box assembly with or without a mail receiving facility, as may be authorized by the local postmaster, shall be provided. A mail box assembly referred to in section 3 shall be constructed and installed in accordance with the specifications set out in Schedule V. Every mail box assembly shall be located adjacent to the main entrance of the apartment building and be readily accessible to a post office representative. Every mail box assembly shall be so constructed that a post office representative, when sorting the mail for that assembly, is not required to reach higher than 170 cm from the finished floor level in order to place mail in the top row of boxes in the assembly or lower than 45 cm from the finished floor level in order to place mail in the bottom row of boxes in the assembly. All parts of the boxes of the top and bottom rows must fit within the height requirements set out in subsection (1). The interior of each mail box in a mail box assembly shall measure at least 35 cm in length; and at least 7.5 cm each in height and width and in the case where one of those dimensions measures less than 12.5 cm, the other dimension shall measure at least 25 cm, and in the case where one of those dimensions measures 12.5 cm or more, the other dimension shall measure at least 13.5 cm. Every mail box assembly shall be constructed and installed in such a manner as to prevent loss or entrapment of mail; damage to mail; and injury to a post office representative. Each box in a mail box assembly shall be equipped with a door through which mail may be obtained and every such door shall be equipped with a lock. Each box in a mail box assembly must have a holder in which the apartment number of the tenant may be placed in such a manner that the number is readily visible to the post office representative who is placing mail in the box. Every mail box assembly shall be constructed so that a post office representative has ready access to the mail boxes in the assembly by means of 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; an enclosed room at the rear of the assembly having a working space of at least 90 cm in width; or where there is an open space or public foyer at both the front and rear of the assembly and the means of access described in paragraphs (a) and (b) are not reasonably obtainable, a cupboard type door on the rear of the assembly that when closed, prevents unauthorized entry, is constructed of metal, is hinged so that the hinge or hinge pin cannot be removed from the outside when the doors are closed, and has a master lock that is firmly anchored through the entire thickness of the door. The master door of access to a mail box assembly shall be fitted with a lock obtained from the Corporation. The lock shall be fitted so that, when it is locked, the bolt is engaged in metal to a depth of at least 6 mm. The installation of the lock referred to in section 8 shall be supervised by the local postmaster who shall retain custody of the key for the lock. Any signalling or communication device or other equipment with a function not related to mail delivery that is installed in conjunction with a mail box assembly shall not permit or require access to the interior of the mail box assembly in order to use or maintain the device or equipment. [Repealed, SOR/2010-288, s. 5] Mail shall be delivered to a parcel compartment assembly if the normal method of delivery of mail at that apartment building or office complex is to a mail box assembly; the local postmaster has approved the delivery of mail to the assembly; the assembly is readily accessible to the occupants of the building and to post office representatives; each parcel compartment unit is safe and secure; each parcel compartment unit is constructed so as not to cause damage to mail or injury to persons using it; the interior dimensions of each individual storage compartment are not less than 7.5 cm by 25 cm by 35 cm; each parcel compartment unit is constructed so as to allow the installation of the lock mechanism and key referred to in subsection 3(1) of this Schedule in each individual storage compartment; the bottom row of individual storage compartments is not less than 38 cm from the finished floor level; and the assembly has a return slot that permits keys to be deposited securely after a parcel has been retrieved from an individual storage compartment. The storage compartments of a parcel compartment assembly shall be individually and consecutively numbered. The Corporation shall provide a lock mechanism and a key for each individual storage compartment. The lock mechanism and key referred to in subsection (1) are the property of the Corporation. The local postmaster may suspend delivery of mail to a parcel compartment assembly if it is not maintained in a clean state; it is in a state of disrepair; or it has become unsafe or unsuitable for the reception of mail. The local postmaster shall, on suspending delivery of mail to a parcel compartment assembly, send a notice of the suspension by registered mail to the owner of the parcel compartment assembly; and cause a copy of the notice to be placed in each mail box of the mail box assembly of that apartment building or office complex. Where, pursuant to section 4, there has been a suspension of delivery of mail to a parcel compartment assembly, delivery of mail to that assembly shall be resumed when the reason for such suspension has been obviated. Every mail box assembly in an office complex shall be installed in a location that is readily accessible to the occupants of the office complex and to post office representatives; and on the main floor level unless a freight or passenger elevator service is available and can be used by post office representatives. Where a mail box assembly is installed with a mail room, the room shall be situated behind the mail box assembly; lighted with a brightness equal to not less than 1 klx measured 75 cm above the floor; adequately ventilated; and of a sufficient size to allow a minimum working space 90 cm in width along the length of the mail box assembly, and such additional working space as determined by the local postmaster, where there is a requirement for the processing or temporary storage of mail within the mail room, or the mail receiving facility is approved by the local postmaster as a mail room in accordance with the specifications set out in Schedule I. Every mail box assembly shall be constructed in accordance with the specifications set out in sections 2 to 10 of Schedule III subject to such modifications as the circumstances require. Where a mail box assembly is installed without a mail room, a secure space of a size determined by the local postmaster shall, if he so requires, be provided for the temporary storage of mail for the office complex. The secure space referred to in section 3 shall be equipped with a lock obtained from the Corporation and shall be installed within or beside the mail box assembly. The owner of a mail box assembly that is installed with a mail room shall, at his own expense, cause the assembly and room to be regularly inspected, cleaned, repaired and kept free from defects and obstructions. Every rural mail box shall be designed in such a manner that the name plate or the space reserved for the name of the boxholder is not obscured by the signal device. The material used for a rural mail box shall be sufficiently sturdy to bear the weight of the box and contents without distortion; and be sufficiently weatherproof to enable it to withstand the climate in which it is used. The minimum interior dimensions of a rural mail box shall be 45 cm in length by 17.5 cm in width by 17.5 cm in height, in the case of a rectangular box; and 45 cm in length by 25 cm in diameter, in the case of a cylindrical box. Every rural mail box shall be equipped with a door that is located in the front of the box; cannot be secured with a lock; has a minimum effective opening of 17.5 cm in width and 17.5 cm in height, if the opening is rectangular, or 25 cm in diameter, if the opening is round; is capable of remaining in the open position while mail is being deposited or withdrawn and shall be a tight fit and self-sealing when closed; has a handle, lip, flange or other similar aid for opening it; and is constructed of a material sturdy enough to withstand normal every day handling. Every rural mail box shall be equipped with a signal device that may be rendered visible above the box and that, when it is so visible, will indicate from a distance, either to the courier or the householder, that mail has been delivered or deposited in the box for pickup. The signal device referred to in subsection (1) shall be located on the right hand side when facing the box from the front; and affixed so that it does not impede vehicular or pedestrian traffic. The actuating mechanism of the signal device shall not in any way interfere with the interior of the box. The mounting hardware for a rural mail box shall be such as to be flush with the bottom of the interior of the box.