Instructions for mailing overseas

1. Guidelines for mailing by Canada Post

Mail Instructions During Canada Post Labour Dispute

Due to the current labour relations situation within Canada Post, there is a potential for postal services disruptions across Canada.  We advise anyone wishing to send mail to deployed soldiers to use caution and discuss their options for delivery with their local Postmaster prior to purchasing postage.  We encourage family members and friends of soldiers to utilized the Canadian Forces Morale and Welfare Services’ (CFMWS) Morale Mail system which is offered through most Military Family Resource Centers (MFRC) across the country.

Family and friends of soldier can either drop off their mail in person or have it couriered at their own to the MFRC closest to their location.  It is recommended that the MFRC is consulted regarding any local policies and regulations they might have for Morale Mail prior to dropping off or couriering mail to their location.  Contact information for MFRCs can be found at www.familyforce.ca/EN/Pages/default.aspx by selecting the location nearest to you and using the ‘contact us’ link found on each page.

For further information, as the situation develops, the Canadian Forces Postal Service (CFPS) can be contacted at postal_question_postale@forces.gc.ca

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 2016.

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.

Parcels will be delivered free of charge from any Canada Post Retail Outlet to designated overseas locations from 14 October 2015 to 15 January 2016. This offer is restricted to those operations served by the Belleville Ontario K8N 5W6 address and to any deployed Canadian ships. It is important to note that parcels must include the proper customs declaration forms and be addressed to a specific soldier with rank and mission information.

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).

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 up to three weeks for the mail to be delivered to the addressee in theatre. If an individual in theatre is consistently experiencing more than three weeks for mail to arrive, it is recommended that the indivdiual discuss the matter with their serving Canadian Forces postal support personnel 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.
Diagram of package dimensions

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").

  • When mailing by Canada Post, a Canada Customs declaration form 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 form must be signed by the sender of the parcel. Parcels sent to Canada through a Canadian Forces Post Office must also bear a Customs declaration form. 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 should be sent in the original packaging and not loose or 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:

  • alcohol, beer and wine
  • tobacco products, cigarette and cigar
  • weapons, including replicas
  • Knives
  • explosives, radioactive materials or ammunition
  • matches
  • flammable liquids or solids
  • compressed gas, aerosol cans (i.e. shaving cream, air fresheners, etc.)
  • propane cigarette lighters
  • corrosive fluids
  • obscene magazines or pictures
  • drugs
  • perishable items

Canadians sending letters for “Any Canadian Armed Forces member” 

  • Canadian 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 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 Forces Member” and all such items will require postage.
  • Only parcels as described in the “Bulk Mail” section below are acceptable. Parcels addressed to “Any Canadian Forces member” containing any items other than correspondence will be returned to sender and 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.  The parcel is not to contain any other item other than correspondence.  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 Forces member". 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 Forces member".


2. Canadian Forces Morale Mail guidelines from Canada to theatre

The 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.  

Eligibility

Families and friends within Canada may send letters and parcels to Canadian 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 as long as 28 days 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 insurance or with a service that has a faster delivery time such as Canada Post Express Post or Priority Courier service.

Where to mail

Morale Mail can be dropped off typically at a Base or Wing Military Family Resource Centre, Mail Room, or Military Post Office.

Within the National Capital Region (Ottawa) - Morale Mail may be sent within the internal mail system.  It is essential to write “Via HCC” on the item to the right of the address.

Mailing Guidelines

As per the Guidelines for mailing by Canada Post. Customs Documentation is not required but the contents must be written on all parcels; just below the return address is an ideal location to list the contents.

Charitable Donations/Humanitarian Aid

Charitable donations and humanitarian aid are not acceptable within the Morale Mail system and will be returned to sender.

Donations to the troops

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

Security Screening

Senders are encouraged to place their address and phone number on the top left corner of the parcel thus enabling the CAF 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 CAF 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 CAF 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 insurance.  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 Forces, no claim is to be raised against 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 be taxed, and forwarded to the addressee in Canada.  If the addressee did not leave any forwarding address, the parcel shall be taxed and 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.

Inquiries

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


3. Addresses for overseas operations

OP CALUMET- Sinai, Egypte

RANK/INITIALS/NAME
UNIT/SECTION
CCMFO
PO BOX 5237 STN FORCES
BELLEVILLE ON  K8N 5W6

OP CROCODILE - Democratic Republic of the Congo

Authorized senders only.  All other mail will be returned to sender.

Personal mail:

FIRST NAME/LAST
NAME PO BOX 500 (KNSHA)
STATION A
OTTAWA ON  K1N 8T7
CANADA

Official Mail:

RANK NAME INITIALS OR TITLE
OP CROCODILE
CANADIAN EMBASSY KNSHA
C/O DFAIT
125 SUSSEX DRIVE
OTTAWA ON  K1A 0G2

OP FOUNDATION or IMPACT - Qatar

FIRST NAME, LAST NAME
OP FOUNDATION or IMPACT (QATAR)
PO BOX 5301 STN FORCES
BELLEVILLE ON K8N 5W6

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

OP FOUNDATION (Bahrain)

RANK, FIRST NAME, LAST NAME
OP FOUNDATION (BAHRAIN)
PO BOX 5302 STN FORCES
BELLEVILLE ON K8N 5W6

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

OP FOUNDATION - Jordan

RANK, FIRST NAME, LAST NAME
OP FOUNDATION (JORDAN)
PO BOX 5303 STN FORCES
BELLEVILLE ON K8N 5W6

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

OP HAMLET - Port-au-Prince, Haïti

RANK/INITIALS/NAME
UNIT/SECTION
OP HAMLET PO BOX 5250 STN FORCES
BELLEVILLE ON  K8N 5W6

OP JADE - Middle East

RANK INIT NAME
UNIT/SECTION
OP JADE
PO BOX 5239 STN FORCES
BELLEVILLE ON K8N 5W6

OP KOBOLD - Pristina, Kosovo

RANK INIT NAME
UNIT/SECTION  
CANADIAN CONTINGENT PRISTINA
PO BOX 5249 STN FORCES
BELLEVILLE ON  K8N 5W6

OP PROTEUS - Jerusalem

RANK INIT NAME
UNIT/SECTION  
OP PROTEUS
PO BOX 5240 STN FORCES
BELLEVILLE ON  K8N 5W6

OP SATURN and SOPRANO - Sudan

RANK/INITIALS/NAME
UNIT/SECTION
OP SATURN - SOPRANO
PO BOX 5225 STN FORCES
BELLEVILLE ON  K8N 5W6

OP SNOWGOOSE - Cyprus

RANK/INITIALS/NAME
UNIT/SECTION
OP SNOWGOOSE
PO BOX 5051 STN FORCES
BELLEVILLE ON  K8N 5W6

OP IMPACT - Kuwait

RANK, INITIALS, NAME UNIT/SECTION
OP IMPACT (KUWAIT)
PO BOX 5006 STN FORCES
BELLEVILLE ON K8N 5W6

OP IMPACT - Baghdad, Iraq

RANK, INITIALS, NAME 
UNIT/SECTION
OP IMPACT (BAGHDAD)
PO BOX 5304 STN FORCES
BELLEVILLE ON K8N 5W6

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

Operational Support (OS) Detachment - Kuwait

RANK/INITIALS/NAME
OS Det Kuwait
PO BOX 5006 STN FORCES
BELLEVILLE ON K8N 5W6

CFS Alert - Alert, Nunavut, Canada

RANK/INITIALS/NAME
UNIT/SECTION
CFS Alert
PO BOX 5210 STN FORCES
BELLEVILLE ON  K8N 5W6

Canadian Ships

RANK/INITIALS/NAME
MESS #/SECTION
NAME OF THE SHIP
PO BOX 17000 STN FORCES
VICTORIA BC  V9A 7N2

RANK/INITIALS/NAME
MESS #/SECTION
NAME OF THE SHIP
PO BOX 99000 STN FORCES
HALIFAX NS  B3K 5X5

OP ADDENDA - Kabul, Afghanistan

RANK/INITIALS/NAME
UNIT/SECTION
OP ADDENDA (Kabul)
PO Box 5231 STN FORCES
BELLEVILLE, ON K8N 5W6

OP REASSURANCE - Land Component

RANK/INITIALS/NAME
UNIT/SECTION
(LAND COMPONENT)
OP REASSURANCE
PO BOX 5208 STN FORCES
BELLEVILLE ON K8N 5W6

OP SIRONA (Sierra Leone)

RANK,INITIALS,NAME
OP SIRONA 
PO BOX 5051 STN FORCES 
BELLEVILLE ON K8N 5W6

NOTE: Mail is no longer being accepted for OP SIRONA. Any future mail for this mission will be redirected to the addressee's home base/unit.

OP UNIFIER (Ukraine)

RANK / INITIALS / NAME
UNIT/SECTION
OP UNIFIER (Ukraine)
PO BOX 5214 STN FORCES
BELLEVILLE ON K8N 5W6

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