When it comes to shipping printed products, such as books, forms, and brochures, ensuring that they arrive at their destination in perfect condition is crucial. To help achieve this, the Canadian government has set out clear packaging and packing guidelines.
These rules, developed by Public Services and Procurement Canada (PSPC), aim to standardise the way printed products are packaged for transit, storage, and handling. The guidelines not only ensure protection during delivery but also help suppliers meet safety, cost, and environmental standards.
Go deeper with GlobalData
Here’s a closer look at what these requirements mean for those involved in the shipping and receiving of printed materials.
Packaging printed products: why it matters
Packaging plays a vital role in protecting goods during transport. Whether printed materials are shipped across town or across the country, the risk of damage during transit is always present.
This is particularly true for delicate items like books, envelopes, and other printed materials. The new packaging and packing guidelines ensure that these products are protected, arrive in good condition, and are easy to handle.
The main goal of the guidelines is to avoid damage during the shipping process, especially when printed goods are being transported long distances.
With clear rules in place, suppliers and logistics companies can ensure that materials are packaged securely, reducing the chances of unnecessary delays, returns, or claims.
This approach is particularly important for government contracts, which require strict adherence to regulations to maintain consistency and reliability in the supply chain.
Standard packaging requirements
One of the fundamental aspects of the packaging guidelines is the requirement to use new cartons for packing unless specified otherwise in the contract.
Reusing cartons is only allowed if they are still in good condition, with no signs of damage or wear. When packaging printed materials, suppliers are encouraged to use flat configurations whenever possible, which helps prevent any unnecessary bending or warping during transport.
Printed products are usually wrapped in durable Kraft paper or shrink-wrapped in plastic for added protection. Sealing these packages is done with strong adhesives or tapes to ensure the contents stay secure during handling. #
Each package must also be clearly labelled to identify the contents, which helps avoid confusion and ensures that the correct products are delivered to the right place.
Carton specifications and handling
The guidelines also focus on the proper specifications for cartons used to pack printed products. All cartons must be uniform in size and filled to capacity to prevent any empty spaces or voids that could lead to shifting or damage.
The weight of the filled cartons should not exceed the limits set in the contract, with the typical weight limit being 35 lbs (approximately 16 kg).
For stability, cartons are stacked on pallets in a way that maximises space and prevents them from toppling over during transport. Special attention is given to how cartons are secured.
This includes using straps to hold them in place, ensuring they remain stable throughout the shipping process. The pallets themselves must also be made of strong, durable material, such as high-quality lumber, to withstand the weight of the stacked cartons and products.
Special packaging for specific products
Certain printed products require more specialised packaging due to their unique characteristics.
For instance, expensive or delicate books need extra care when being packed. Individual containers are recommended for high-value books to prevent any potential damage.
Additionally, books that are particularly heavy or finely finished may be interleaved with soft paper to avoid crushing or scuffing.
For products like envelopes, which are used in automated processing systems, it’s critical that they remain flat. Warped or bent envelopes can cause operational issues at processing centres, making them unsuitable for use. To prevent this, envelopes are often compression banded to maintain their shape.
Printed forms, especially multi-page or continuous forms, need precise packaging to prevent them from becoming misshaped or damaged. The cartons used for these products are designed to compress the forms into a flat, secure position to avoid damage during handling.
Sustainability and environmental considerations
Along with the focus on protecting printed products, the packaging guidelines also take into account sustainability.
In line with Canada’s commitment to reducing waste, suppliers are encouraged to use packaging materials that are reusable, returnable, or recyclable.
This helps reduce the environmental impact of packaging and supports the government’s broader sustainability goals.
The takeaway
Packaging printed products according to these standards ensures that items arrive in the best possible condition, while also complying with government regulations.
For those involved in the shipping and receiving of printed materials, understanding and adhering to these packaging guidelines is essential to maintaining a smooth, efficient, and environmentally responsible supply chain.
Whether handling books, forms, or other printed goods, following these guidelines helps ensure that products are delivered safely and efficiently, while also contributing to a more sustainable future.
