HomeMy WebLinkAboutFIN-2025-407 - Elimination of Return EnvelopesStaff Report
Financial Services Department www.kitchener.ca
REPORT TO: Planning and Strategic Initiatives Committee
DATE OF MEETING: December 1, 2025
SUBMITTED BY: Saleh Saleh, Director, Revenue Division, 519-904-6308
PREPARED BY: Saleh Saleh, Director, Revenue Division, 519-904-6308
WARD(S) INVOLVED: ALL
DATE OF REPORT: September 29, 2025
REPORT NO.: FIN -2025-407
SUBJECT: Elimination of Return Envelopes
RECOMMENDATION:
That the City of Kitchener discontinue the practice of including return envelopes with
mailed paper bills effective February 1, 2026.
REPORT HIGHLIGHTS:
• The purpose of this report is to respond to Council's direction to assess the feasibility of
discontinuing the inclusion of return envelopes with mailed paper property tax and utility
bills.
• A municipal survey indicated that most municipalities across Ontario do not include return
envelopes with paper bills.
• Eliminating return envelopes is expected to save approximately $5,400 annually which will
be shared between the tax base and the utility enterprises.
• It is recommended that the City discontinue the practice of including return envelopes with
mailed paper bills effective February 1, 2026.
• This report supports Cultivating a Green City Together: Focuses a sustainable path to
a greener, healthier city; enhancing & protecting parks & natural environment while
transitioning to a low -carbon future; supporting businesses & residents to make
climate -positive choices.
BACKGROUND:
As costs of paper continue to rise, the City of Kitchener is committed to lowering its carbon
footprint and reducing costs at the same time. On August 25, 2025, Council passed the following
motion related to the feasibility of eliminating return envelopes currently being included with
mailed paper bills:
"WHEREAS the City currently includes return envelopes with mailed property tax and utility bills
to facilitate customer payments;
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WHEREAS eliminating return envelopes may result in cost savings and environmental benefits
through reduced paper usage and waste;
THEREFORE BE IT RESOLVED that staff be directed to review the feasibility of discontinuing
the inclusion of return envelopes in mailed customer property tax and utility bills and report back
on findings and recommendations prior to the end of 2025. "
This report provides information and a recommendation related to the discontinuation of
including return envelopes with paper bills.
REPORT:
The City currently provides return envelopes with mailed paper property tax and utility bills for
customers who do not pay online or through their bank. The City sends approximately 78,000
return envelopes annually which represents approximately 6,400 ratepayers. The estimated
annual cost associated with these return envelopes is $5,400.
As shown in the table below, a survey of municipalities across the Province indicates that most
of the municipalities do not include return envelopes with their paper bills.
Municipality
Return Envelope included with paper bills?
Yes/No
City of Toronto
No
City of Sarnia
No
City of Guelph
No
City of Windsor
No
Town of Newmarket
No
City of Vaughn
Yes
City of Oshawa
No
City of Ottawa*
Yes
City of Waterloo
No
City of Cambridge
No
* Return Envelopes are included only for supplementary bills and new utility accounts
Based on findings from the municipal survey, along with anticipated cost savings and
environmental benefits, Staff are recommending that the City discontinue the inclusion of a
return envelope with paper bills.
STRATEGIC PLAN ALIGNMENT:
This report supports Cultivating a Green City Together: Focuses a sustainable path to a
greener, healthier city; enhancing & protecting parks & natural environment while
transitioning to a low -carbon future; supporting businesses & residents to make climate -
positive choices.
FINANCIAL IMPLICATIONS:
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Operating Budget — The recommendation will result in a cost savings of approximately $5,400
annually which will be divided between the tax base and the utility enterprises.
COMMUNITY ENGAGEMENT:
INFORM — This report has been posted to the City's website with the agenda in advance of the
council / committee meeting.
PREVIOUS REPORTS/AUTHORITIES:
There are no previous reports/authorities related to this matter.
APPROVED BY: Jonathan Lautenbach, CFO, General Manager of Financial Services
ATTACHMENTS: None
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