Heads Up: Canada Post Downtime, Invoicing Changes & Labour Disruption – What Nonprofits Need to Know

If your organization relies on Canada Post for donor communications or campaign fulfillment, some important updates could impact your summer fundraising strategy. Starting in early July, Canada Post will roll out a new cloud-based SAP system — and while the upgrade promises long-term efficiencies, there are two critical developments to keep on your radar:

1. A scheduled system outage that will temporarily pause services 

2. An escalating labour dispute that may cause further delays — or even a full strike 

Here’s what you need to know and how to plan around it. 

Scheduled Downtime: June 30 – July 2 

Canada Post will undergo a major system migration starting Monday, June 30 at 6:00 PM (ET) until Wednesday, July 2 at 7:00 AM (ET).

During this window: 

• No orders can be submitted or processed 

• Systems will be offline 

• Direct mail campaign timelines may be affected 

If you have scheduled donor communications or fulfillment during this window, we recommend adjusting your timeline now to avoid disruption. 

Invoicing Changes – Action May Be Required 

Effective July 2, Canada Post is rolling out three key changes to its invoicing process: 

Consolidated Invoices 

You’ll now receive one weekly invoice that combines all Canada Post charges across Parcels, Smartmail Marketing, and Specialized Services. 

Action: Let your accounting team or external vendors know so they can prepare for the format change. 

Weekly Billing 

Monthly billing is being replaced with weekly cycles for most clients. 

Action: Update your internal processes to align with the new schedule. 

New Invoice Data File Format 

Files will remain in .TXT format, but the structure and field names may change. If you access invoices via Connect or SFTP, you’ll need to ensure templates are updated to reflect the new fields. 

Action: Review Canada Post’s updated file specifications and prepare accordingly. 

Learn more about these invoicing changes here 

Parcel Customers – Additional Updates 

Two other notable changes for organizations using Canada Post for parcel delivery: 

• Event-Based Billing: You’ll only be billed once Canada Post physically scans the item — no need to submit label cancellations for items not shipped. 

• Optional Paperless Manifest: You’ll no longer need to print a paper copy for domestic parcel shipments, as long as data is submitted electronically. 

Labour Disruption Alert: Prepare for Delays 

Update as of June 23, 2025: 

Negotiations between Canada Post and the Canadian Union of Postal Workers (CUPW) are at a standstill. CUPW issued strike notices in May and has since launched a nationwide overtime ban, a clear sign of escalation. 

Canada Post has issued its final offer, and a government-supervised vote by union members is expected soon. If that offer is rejected, a full strike could begin with minimal warning. 

Even now, service delays are likely due to: 

• Reduced staffing and overtime bans 

• Tension across sorting and delivery operations 

• Growing uncertainty around next steps 

If you have any direct mail or donor stewardship campaigns planned for late July or August, we strongly recommend adding buffer time and exploring digital alternatives in case of interruption. 

What This Means for You 

For nonprofits and member-based organizations, these changes could affect: 

• The timing of your mail drops 

• When your donors receive appeals, renewals, or tax receipts 

• Your internal billing and reconciliation workflows 

• Campaign effectiveness if donor engagement is delayed 

What You Can Do Now 

• Review the Canada Post downtime window and shift campaign schedules if needed 

• Talk to your accounting team or mail house about invoicing changes 

• Monitor strike news and union updates regularly 

• Prepare a digital fallback plan (email, SMS, or social) for time-sensitive communications 

• Reach out to us if you need help with backup strategy or vendor coordination 

We’re Here to Help 

At Keys, we’re tracking developments closely and are in regular contact with our partners. We’ll continue to keep you informed — and we’re happy to support you in adapting your campaign timelines, messaging, and channel mix. 

Questions or concerns? Reach out to your account lead or email us at alison@keysmarketinggroup.com. 

Let’s keep your donor communications running smoothly — no surprises, no missed opportunities.