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Example letter of offer with options

Remove this text box before using: Note to Human Resources/Minister Support Staff: Salary for exempt staff members are equivalent to the current maximum of the Public Service groups and levels as defined in the Exempt Staff Position Structure found in Appendix A of the Policies for Ministers’ Offices (Policies). The number of employees directly reporting to the exempt staff should be taken into account when establishing the salary. As a general rule, the maximum salary range is reserved for exempt staff with relevant professional qualifications, such as ten or more years of relevant prior employment experience, or extraordinary skills and qualifications. The first salary increase establishes the anniversary date for subsequent annual increases. A change in function or position title does not justify a salary increase. A minister can grant a salary increase for a promotion to a higher group and level of responsibility as defined in the Exempt Staff Position Structure found in Appendix A of the Policies.

Letter of offer template

Protected B

(To be personalized as required)

(Date)

(Name)
(Address)

Dear (Mr. / Mrs. / Ms.):

(Choose one of the options a- f)

Option a) Unspecified period – full time

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Ministers’ Offices, I am pleased to offer you employment as (Insert title as per Appendix A of the Policies for Ministers’ Offices) reporting to (Insert title), effective (Insert date). Please be aware that your services may be required for a shorter period depending on operational requirements. Your annual salary will be $(insert salary).

Option b) Unspecified period – part-time

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Ministers’ Offices, I am pleased to offer you part-time employment as (Insert title as per Appendix A of the Policies for Ministers’ Offices) reporting to (Insert title), effective (Insert date). You will be required to work (Insert number of hours) per week (Insert schedule or days). Please be aware that your services may be required for a shorter period depending on operational requirements. Your salary will be pro-rated based on a full-time annual salary of $(insert salary).

Option c) Specified period – full-time (not applicable for students/interns)

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Ministers’ Offices, I am pleased to offer you employment as (Insert title as per Appendix A of the Policies for Ministers’ Offices) reporting to (Insert title), from (Insert start date) to (Insert end date). Please be aware that your services may be required for a shorter period depending on operational requirements. Your annual salary will be $(insert salary).

Option d) Specified period – part-time (not applicable for students)

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Minister’s Offices, I am pleased to offer you part-time employment as (Insert title as per Appendix A of the Policies for Ministers’ Offices) reporting to (Insert title), from (Insert start date) to (Insert end date). You will be required to work (Insert number of hours) per week (Insert schedule or days). Please be aware that your services may be required for a shorter period depending on operational requirements. Your salary will be pro-rated based on a full-time annual salary of $(insert salary).

Option e) Acting Assignment

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Minister’s Offices, I am pleased to offer you acting pay while you are temporarily performing the duties of (Insert title as per Appendix A of the Policies for Ministers’ Offices), reporting to (Insert title), from (Insert date) to (Insert end date). Please be aware that your services may be required for a shorter period depending on operational requirements. Your annual salary will be adjusted during this period to $(Insert salary).

Option f) Student employment

As Minister of (Insert Minister’s title), pursuant to section 128 of the Public Service Employment Act and in accordance with the Treasury Board Policies for Ministers’ Offices, I am pleased to offer you employment as a student, reporting to (Insert title), from (Insert start date) to (Insert end date). You will be required to work (Insert number of hours) per week (Insert schedule or days). Please be aware that your services may be required for a shorter period depending on operational requirements. Your salary will be $(Insert hourly rate) per hour.

Option for prior years’ service, if previous service as an exempt staff – Sick Leave

(I do or I do not – choose one) authorize you to transfer in (Insert number) hours of your sick leave credits as per subsection 3.2.2 of the Policies for Ministers’ Offices, which you have earned as a result of prior service as an exempt staff.

Option for prior years’ service, if previous service as an exempt staff – Vacation Leave

(I do or I do not – choose one) authorize you to transfer in (Insert number) hours of your vacation leave as per subsection 3.2.2 of the Policies for Ministers’ Offices, which you have earned as a result of prior service as an exempt staff.

Option for prior years’ service, if previous service as an exempt staff – Severance pay

(I do or I do not – choose one) agree to transfer in (Insert number) year(s) of prior service as an exempt staff for the purpose of determining severance pay as per subsection 3.7.1 of the Policies for Ministers’ Offices.

Option for relocation assistance (only applicable to EX-02 salary equivalent and above)

You will be provided with relocation assistance, which will be determined in accordance with subsection 8.2 of the Policies for Ministers’ Offices, up to a maximum of amount of $(Insert amount). Relocation assistance is provided by a third-party service provider and is coordinated through the departmental national coordinator. To ensure that your moving expenses are eligible for reimbursement, before making any arrangements for your move, please contact (Insert name of the departmental national co-ordinator) at (Insert telephone number or email address), who will provide you with further information. In the case of early voluntary termination of employment, the relocation expenses would be recovered on a pro-rated basis.

Your employment is subject to the terms and conditions outlined in the Terms and Conditions of Employment as attached to this letter and as amended periodically. It is also subject to the Policies for Ministers’ Offices, Open and Accountable Government, 2015, and other applicable Government of Canada policies. Failure to respect any of the terms and conditions may result in termination of your employment.

For information with regards to your pay and benefits, please contact (Insert name and contact information). Any other employment-related inquiries may be directed to (Insert name and contact information).

I would like to take this opportunity to welcome you to my office. I wish you success in your new position. (To be removed if letter is for acting or extending a term)

Yours sincerely,

 

 

(Name)
Department of Fisheries and Oceans

___ I accept this offer and the attached Terms and Conditions of Employment. I have read and agree to comply with the applicable provisions of Open and Accountable Government.

 

___ I decline this offer.

 

____________________________________ __________________
Name Date

Attachment: Terms and Conditions of Employment

c.c.: Prime Minister’s Chief of Staff
Yannick Dallaire, Director, Talent Acquisition and Onboarding (NCR)
Sonia Maisonneuve, Team Lead, Departmental Compensation
Liaison Officer

Annex

Terms and Conditions of Employment
(Exempt Staff Other than Students)

The following terms and conditions, and any periodic amendments, will apply for the duration of your employment with the minister’s office. As well, terms and conditions found in the Policies for Ministers’ Offices and other Government of Canada policies, and any periodic amendments, also apply. A copy of the Policies for Ministers’ Offices is available online at https://www.canada.ca/en/treasury-board-secretariat/services/policies-ministers-offices-january-2011.html.

Tenure

Your employment as an exempt staff member is at the minister’s pleasure such as, your employment can be terminated without notice and with no compensation except for what is provided in the Policies for Ministers’ Offices. Notwithstanding the foregoing, in accordance with subsection 128(2) of the Public Service Employment Act your employment will cease 30 days after the minister ceases to hold office or changes portfolio. A copy of the Public Service Employment Act is available online at https://laws-lois.justice.gc.ca/eng/acts/p-33.01/.

Conflict of Interest and Post-employment Restrictions

Your employment is subject to the requirements of the Conflict of Interest Act (Act), including the post-employment restrictions imposed by that Act. The Office of the Conflict of Interest and Ethics Commissioner will be informed when your employment commences and again when it ceases. The Office of the Conflict of Interest and Ethics Commissioner is responsible to review annually, with each reporting public office holder the information contained in his or her confidential reports and the measures taken to satisfy his or her obligations under this Act. A copy of the Conflict of Interest Act is available online at https://laws-lois.justice.gc.ca/eng/acts/c-36.65/.

Lobbying Act

As a designated public office holder under the Lobbying Act, you are also subject to that Act’s post-employment restrictions on lobbying, which are administered by the Commissioner of Lobbying. A copy of the Lobbying Act is available online at https://laws-lois.justice.gc.ca/eng/acts/l-12.4/.

Conduct

As a term and condition of your appointment, you must also comply with the Ethical and Political Activity Guidelines for Public Office Holders contained in Annex A of Open and Accountable Government. As stated in these guidelines, you are expected to act with honesty and uphold the highest ethical standards so that public confidence and trust in the integrity and impartiality of government are maintained and enhanced. You have an obligation to perform your official duties and arrange your private affairs in a manner that will bear the closest public scrutiny. This obligation is not fully discharged merely by acting within the law. A copy of Open and Accountable Government is available online at http://pm.gc.ca/eng/news/2015/11/27/open-and-accountable-government.

Exempt staff members have a duty to hold in confidence information that comes into their possession in the course of their duties. Your employment in the minister’s office requires full and absolute discretion.

Security

Your employment requires a (Secret or Top Secret) security clearance, which you currently possess. Please note that maintaining this level of security clearance is a condition of your employment. You must also comply with other security requirements for the safeguarding of government information and assets. Additional information about these requirements can be found in section 2 of the Policies for Ministers’ Offices.

Hours of Work and Overtime

The scheduled work week is usually 37.5 hours from Monday to Friday. The scheduled work day is usually 7.5 hours. As an exempt staff member you are not eligible for overtime pay. You may be eligible for management leave, at the Minister’s discretion. Please consult subsection 3.5.5 of the Policies for Ministers’ Offices for additional information about management leave. Part-time exempt staff work the hours per week as established in their letter of offer and are not eligible for overtime.

Direct Deposit

The method of payment for exempt staff members will be direct deposit to a Canadian financial institution of your choice. By accepting this offer of employment, you agree to provide the information required to establish direct deposit.

Salary Increases

Salary increases are conditional on fully satisfactory performance. Your first salary increase will determine the anniversary for subsequent increases, which may be awarded annually at the minister’s discretion. Exempt staff members are not entitled to performance pay or bonuses. Please consult subsection 3.3.2 of the Policies for Ministers’ Offices for additional information about salary increases.

Employee Benefits

Exempt staff members participate in the following compulsory benefit plans as per subsection 3.4.1 of the Policies for Ministers’ Offices, some of which have eligibility requirements:

 

You will have access to basic coverage under the Public Service Health Care Plan and the Public Service Management Insurance Plan. You may be eligible for additional coverage, at your own expense. Additional details will be provided by a human resources advisor after you begin work.

Vacation

You will be entitled to vacation leave, which is determined based on your years of employment as exempt staff and/or in the public service. Your vacation leave entitlement will be calculated in accordance with subsection 3.5.1 of the Policies for Ministers’ Offices. Vacation leave must be pre-approved and recorded.

Designated Paid Holidays

There are 11 designated paid holidays per year. For details about these holidays, please consult subsection 3.5.3 of the Policies for Ministers’ Offices.

Sick Leave With Pay

Exempt staff earn sick leave credits at the rate of 9.375 hours for each calendar month for which an individual receives pay for at least 75 hours. Sick leave must be approved and recorded. The minister or the minister’s Chief of Staff may request a medical certificate as evidence that you are unable to perform your duties due to illness or injury.

Election Leave

Exempt staff are subject to the provisions of subsection 3.5.4 of the Policies for Ministers’ Offices with regard to election leave. Please consult this subsection carefully, which sets out requirements for seeking leave or cessation of employment in the event that you decide to become actively involved on a full-time basis in an election campaign.

Parking

If you choose to drive a vehicle to work, you are responsible for the cost of parking.

Smoking/Vaping

In accordance with subsection 4(2) of the Non-smokers’ Health Act, we are obligated to inform you that smoking/vaping is prohibited in the workplace. Your direct supervisor will inform you of the location of designated smoking areas.

Proactive Publication

Exempt staff are required to proactively publish expenses, as per the Access to Information Act, which includes hospitality and travel related to government business.

Cessation of Employment

If the minister ceases to be a minister or changes portfolio, in accordance with subsection 128(2) of the Public Service Employment Act your employment will cease 30 calendar days after the minister ceases to hold office or changes portfolio, unless you receive a new offer of employment as an exempt staff member. If not re-appointed, all benefits cease in accordance with subsection 3.7 of the Policies for Ministers’ Offices.

Severance Pay

You will be eligible to receive severance pay if your employment ceases when the minister ceases to be a minister or changes portfolio, you are dismissed, you are laid off, you resign or, you die. Severance pay will be calculated based on your years of service in accordance with subsection 3.7.1 of the Policies for Ministers’ Offices. For purposes of calculating severance pay, service earned through prior employment in another minister’s or Member of Parliament’s office may only be a) transferred upon joining a minister’s office if explicitly provided for in the letter of offer and b) included if you have not already received severance pay for that service.

Separation Pay

In accordance with subsection 3.7.2 of the Policies for Ministers’ Offices, at the minister’s discretion, you may be eligible to receive separation pay when your employment ceases. Only service with the current minister will be taken into consideration when calculating separation pay.

Essential Resources

You should familiarize yourself with Open and Accountable Government and with the Policies for Ministers’ Offices, which may be amended periodically. These documents provide essential information that applies to the employment and activities of ministers’ exempt staff.

Terms and Conditions of Employment
(Student Exempt Staff)

The following terms and conditions, and as amended periodically, will apply for the duration of your employment with the minister’s office. As well, terms and conditions found in the Policies for Ministers’ Offices and other Government of Canada policies and as amended periodically also apply. A copy of the Policies for Ministers’ Offices is available online at https://www.canada.ca/en/treasury-board-secretariat/services/policies-ministers-offices-january-2011.html.

Tenure

Your employment as a student exempt staff is at the minister’s pleasure meaning that your employment can be terminated without notice and no compensation. If the minister ceases to hold office or changes portfolio, your employment will cease immediately.

Conflict of Interest and Post-Employment Restrictions

Your employment is subject to the requirements of the Conflict of Interest Act, including the post-employment restrictions imposed by that Act. The Office of the Conflict of Interest and Ethics Commissioner will be informed when your employment commences and again when it ceases. The Office of the Conflict of Interest and Ethics Commissioner is responsible to review annually, with each reporting public office holder, the information contained in his or her confidential reports and the measures taken to satisfy his or her obligations under this Act. You will also be subject to post-employment restrictions contained in the Lobbying Act, which is administered by the Commissioner of Lobbying.

Conduct

As a term and condition of your appointment, you must also comply with the Ethical and Political Activity Guidelines for Public Office Holders contained in Annex A of Open and Accountable Government. As stated in these guidelines, you are expected to act with honesty and uphold the highest ethical standards so that public confidence and trust in the integrity and impartiality of government are maintained and enhanced. You have an obligation to perform your official duties and arrange your private affairs in a manner that will bear the closest public scrutiny. This obligation is not fully discharged merely by acting within the law. A copy of Open and Accountable Government is available online at http://pm.gc.ca/eng/news/2015/11/27/open-and-accountable-government.

Student exempt staff have a duty to hold in confidence information that comes into their possession in the course of their duties. Your employment in the minister’s office requires full and absolute discretion.

Security

Your employment requires a (Secret or Top Secret) security clearance, which you currently possess. Please note that maintaining this level of security clearance is a condition of your employment. You must also comply with other security requirements for the safeguarding of government information and assets. Additional information about these requirements can be found in Part 2 of the Policies for Ministers’ Offices.

Hours of Work and Overtime

The scheduled work week is usually 37.5 hours from Monday to Friday. The scheduled work day is usually 7.5 hours. However, as a student exempt staff, your work schedule will take into account your academic schedule, as such your work schedule and the number of hours of work per week will be stated in your letter of offer. Also student exempt staff are not eligible for overtime pay.

Direct Deposit

The method of payment for student exempt staff members will be direct deposit to a Canadian financial institution of their choice. By accepting this offer of employment, you agree to provide the information required to establish direct deposit.

Leave

For the purposes of leave, designated holidays, lay-off, and part-time assignments, student exempt staff are subject to the Public Service Terms and Conditions of Employment for Students. As per the Policies for Ministers’ Offices, student exempt staff are not eligible for severance pay, separation pay, acting pay, or leave with pay (other than bereavement leave), nor outplacement assistance.

Designated Paid Holidays

There are 11 designated paid holidays per year. For details about these holidays, please consult subsection 3.5.3 of the Policies for Ministers’ Offices.

Parking

If you choose to drive a vehicle to work, you are responsible for the cost of parking.

Smoking/Vaping

In accordance with subsection 4(2) of the Non-smokers’ Health Act, we are obligated to inform you that smoking/vaping is prohibited in the workplace. Your direct supervisor will inform you of the location of designated smoking areas.

Proactive Publication

Exempt staff are required to proactively publish expenses, as per the Access to Information Act, which includes hospitality and travel related to government business.

Essential resources

You should familiarize yourself with Open and Accountable Government and with the Policies for Ministers’ Offices, which may be amended periodically. These documents provide essential information that applies to the employment and activities of ministers’ exempt staff.

Remove this text box before using: Note to Human Resources/Minister’s Support Staff: Termination letters should be distributed as soon as possible in each termination situation. If information is unknown (i.e.: continued employment with another minister), then conditional language (could, would, should) should be used in this letter, as appropriate.
In the event of a Cabinet shuffle or a change in Government, the 30 calendar day period begins the day after the minister ceases to be a minister. (i.e.: A Cabinet shuffle occurs on October 1, day 1 is October 2, and the 30th day, termination date, would be October 31.)

Letter of termination or cessation of employment template

Protected B

(To be personalized as required)

(Insert name)
(Insert address)

Dear (Insert name),

Please accept my thanks for your service to Canada. I must inform you that your position within my office will cease effective (Insert date – in the event of a change in government or cabinet shuffle, this is day 30) close of business. The following outlines your termination benefits and your obligations upon leaving office.

Compensation on Termination

Severance Pay

Subsection 128(2) of the Public Service Employment Act provides that exempt staff continue to be employed for 30 calendar days after a minister or minister of state leaves office and, unless they resign, they are paid their regular salaries during that 30-day period. Exempt staff are also entitled to severance pay calculated based on years of service in accordance with subsection 3.7.1 of the Policies for Ministers’ Offices. Your severance pay will be calculated based on your current position as (Insert title as per Appendix A of the Policies for Ministers’ Offices) at your salary of $(Insert salary) per year. Calculations are pro-rated in respect of part of a year’s service.

Separation Pay (Enter only if authorized, as this allowance should not normally be paid upon resignation)

In recognition of your years of service to the Government of Canada, and in accordance with subsection 3.7.2 of the Policies for Ministers’ Offices, I am authorizing a payment of (Insert the number of months) months’ separation pay. Please note that in accordance with subsection 3.7.2.2 of the Policies for Ministers’ Offices, should you work for another minister’s office or any federal institution during the period covered by your separation pay, whether compensated directly as employee or contractor, or indirectly, as an employee or subcontractor of a contractor, the separation pay is to be refunded proportionately.

Vacation Pay (not applicable to students exempt staff)

Any earned and unused vacation leave will be paid out as per subsection 3.7.3 of the Policies for Ministers’ Offices. The amount for this benefit will be calculated based on your current salary of $(Insert salary) per year.

Payment of these benefits will be issued after your termination date as noted above. If you have any questions, please contact (insert name and contact info).

Option a) If pay services are provided by the Pay Centre
You will receive a separate letter from the Public Service Pay Centre that will provide further details on your individual pay, leave and benefits upon termination. Additional information on compensation entitlements can be found in the Policies for Ministers’ Offices at https://www.canada.ca/en/treasury-board-secretariat/services/policies-ministers-offices-january-2011.html.

Option b) If pay services are provided by the department
For information with regard to your pay and benefits, and leave upon termination, please contact (Insert name and contact information). Additional information on compensation entitlements can be found in the Policies for Ministers’ Offices at https://www.canada.ca/en/treasury-board-secretariat/services/policies-ministers-offices-january-2011.html.

Sick Leave

Upon cessation of employment, any earned and unused sick leave credits will be restored upon reappointment as an exempt staff member within two years from the date employment ceased.

Professional Outplacement Support (Delete this subsection if outplacement services are not offered)

As per subsection 3.7.5 of the Policies for Ministers’ Offices, I am pleased to authorize up to $(Insert amount not to exceed $5,000) to cover fees for professional outplacement services, should you wish to retain such services. Outplacement services provide assistance in transitioning to new jobs or help re-orient job-seekers in the labour market. Costs for training or skills improvement, such as computer literacy or language courses are not included. In order to receive this assistance, you must register with an outplacement firm within 30 days of your termination date even if services would be rendered at a later date. However, in all cases, services must be rendered within one year of your termination date.

Eligibility to Participate in Public Service Internal Advertised processes

If you have been employed for at least three (3) continuous years in the office of a minister or minister of state, as per subsection 3.7.5 of the Policies for Ministers’ Office, you may be eligible to participate in internal advertised processes open to all employees of the public service. The Public Service Commission has retained the authority to confirm eligibility and would provide its determination in writing. The eligibility for mobility would be for a period of one year from your date of termination.

Additional information regarding eligibility for mobility can be found at the following link: https://www.canada.ca/en/public-service-commission/services/political-activities/mobility-provisions/mobility-provision-former-ministers-staff.html.

Conflict of Interest and Post-Employment Obligations

Exempt staff must comply with the Conflict of Interest Act, particularly with respect to the conflict of interest and post-employment requirements. In this regard, the Office of the Conflict of Interest and Ethics Commissioner will be informed that your employment as a member of my exempt staff will cease. You will also be subject to post-employment restrictions contained in the Lobbying Act, which is administered by the Commissioner of Lobbying.

Exempt staff are included within the definition of designated public office holders (DPOHs) under the Lobbying Act and are subject to a five (5) year post-employment prohibition on lobbying. Additional information on the definition of DPOH and the responsibilities of former DPOHs under the Lobbying Act is available from the Office of the Commissioner of Lobbying of Canada.

Again, thank you for your (dedicated and exemplary) service to Canada.

Yours sincerely,

 

 

(Name)
(Title of the Minister or signing authority)

c.c.: Prime Minister’s Chief of Staff
(Insert name), (Human Resources Advisor) and / or (Departmental Compensation Liaison
Officer)

 

Letter of acceptance of resignation template

Protected B

(To be personalized as required)

(Insert name)
(Insert address)

Dear (Insert name),

Thank you for your letter of (Insert date) in which you indicated your intention to resign as a member of my exempt staff. As agreed, your resignation will take effect on (Insert date) at close of business. I would like to thank you for your hard work and dedication in serving Canadians.

I would like to remind you of your obligations under the Conflict of Interest Act, particularly with respect to the conflict of interest and post-employment requirements. In this regard, the Office of the Conflict of Interest and Ethics Commissioner will be informed that your employment as a member of my exempt staff will cease. You will also be subject to post-employment restrictions contained in the Lobbying Act, which is administered by the Commissioner of Lobbying.

You are entitled to severance pay calculated based on years of service in accordance with subsection 3.7.1 of the Policies for Ministers’ Offices. Your severance pay will be calculated based on your current position as (Insert title as per Appendix A of the Policies for Ministers’ Offices) at your salary of $(Insert salary) per year. Calculations are pro-rated in respect of part of a year’s service.

You are also entitled to receive payment for vacation leave that has been earned and unused. As per subsection 3.7.3 of the Policies for Ministers’ Offices, the calculation will be based on your current salary.

Upon cessation of employment, any earned and unused sick leave credits will be restored upon reappointment as an exempt staff member within two years from the date employment ceased.

Payment of these benefits will be issued after your resignation date as noted above. If you have any questions, please contact (insert name and contact info).

Eligibility to Participate in Public Service Internal Advertised processes

If you have been employed for at least three (3) continuous years in the office of a minister or minister of state, as per subsection 3.7.5 of the Policies for Ministers’ Office, you may be eligible to participate in internal advertised processes open to all employees of the public service. The Public Service Commission has retained the authority to confirm eligibility and would provide its determination in writing. The eligibility for mobility would be for a period of one year from your date of termination.

Additional information regarding eligibility for mobility can be found at the following link: https://www.canada.ca/en/public-service-commission/services/political-activities/mobility-provisions/mobility-provision-former-ministers-staff.html.

I would like to take this opportunity to express my appreciation for your service to Canadians. Please accept my best wishes for your future endeavours.

Yours sincerely,

 

 

(Name)
(Title of the Minister or signing authority)

c.c.: Prime Minister’s Chief of Staff
(Insert name), (Human Resources Advisor) and / or (Departmental Compensation Liaison
Officer)

Remove this text box before using:

Note to Human Resources/Minister Support Staff:

The first salary increase can be awarded at any time after initial appointment – based on fully satisfactory performance. The first increase establishes the anniversary date for future increases in that position, and further annual increases can only be granted on the anniversary date. This also applies in situations where there is a change in minister.

When an exempt staff is hired/rehired in the same position at the same level, even in a different portfolio or with more responsibilities, no salary increase is permitted. The minister may grant a salary increase for a promotion to a higher group and level as defined in the Exempt Staff Position Structure found in Appendix A of the Policies for Ministers’ Offices. Otherwise, a change in minister does not provide sufficient justification for salary increases.

Letter for salary increase template

Protected B

(To be personalized as required)

(Date)

(Name)
(Address)

Dear (Insert name):

As Minister of (Insert Minister’s title), I am pleased to inform you that I have authorized an increase in your salary in your current position as (Insert position title as per Appendix A of the Policies for Ministers’ Offices). Effective (Insert date) your salary will be $(Insert new salary) per year. This position continues to report to the (Insert title) and, notwithstanding the foregoing, your appointment may be for a shorter period of time depending on operational requirements.

Your employment continues to be subject to the terms and conditions outlined in the Terms and Conditions of Employment attached to your original letter of employment, and any periodic amendments. It is also subject to the Policies for Ministers’ Offices and other applicable Government of Canada policies. Failure to respect any of the terms and conditions may result in termination of your employment. A copy of the Policies for Ministers’ Offices is available online at https://www.canada.ca/en/treasury-board-secretariat/services/policies-ministers-offices-january-2011.html.

For information with regard to your pay and benefits, please contact (Insert name and contact information). Any other employment-related inquiries may be directed to (Insert name and contact information).

I would like to take this opportunity to thank you for your hard work and dedication in serving Canadians.

Yours sincerely,

 

 

(Name of Minister)
(Minister’s Title)

c.c.: Prime Minister’s Chief of Staff
(Insert name), (Human Resources Advisor) and / or (Departmental Compensation Liaison
Officer)

Date modified: