Appendix A - Letters of Support and Gift Rules for Members of the House of Commons

Sep 16, 2026

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Guidance for Members of the House of Commons explains how to write letters of support while complying with the Conflict of Interest Code. It covers supporting funding proposals, job or immigration applications, character and employment references, and contacting federal organizations for program or application information. The guideline clarifies when official letterhead and title may be used, and when they must not be used for family or friends. It also introduces conflict-of-interest principles, including ministerial and parliamentary secretary restrictions, plus gift rule considerations and declaration obligations.

LanguageEnglish

CategoryLetters

FormatPDF

Pages7

Reading Time3 min

AccessFree to download

Writing letters of support

When you may use your official letterhead and title

When not to use your official letterhead and title

Gift rules for Members of the House of Commons

What counts as a gift or other benefit

Guideline for Members of the House of Commons Writing letters of support Here is some general information to help Members understand the Conflict of Interest Code for Members of the House of Commons. We encourage Members to contact the Commissioner’s Office for confidential advice by calling 613-995-0721 or by sending an email. Writing letters of support is a vital part of your role in representing your constituents. This guideline explains how you can write letters supporting constituents’ funding proposals, job or immigration applications, character references, and similar matters while upholding the purposes and principles of the Conflict of Interest Code for Members of the House of Commons. It also addresses conflict of interest considerations when writing letters of support for family or friends, and if you are also a minister or parliamentary secretary. By following this guideline, you can balance your duty to the community with personal relationships to maintain trust and credibility. Among its purposes, the Code seeks to maintain and enhance public confidence and trust in the integrity of Members, and society’s respect for and confidence in the House of Commons as an institution. Among its principles, Members are expected to fulfill their public duties with honesty, and to uphold the highest standards to avoid real or apparent conflicts of interest. Section 5 states that you do not breach the Code if an activity is one in which Members normally and properly engage on behalf of constituents. When YOU MAY USE your official letterhead and title Writing letters of support for constituents Letters may support events, projects, or individual constituents. They may be sent to private sector companies, not-for-profit organizations, other levels of government and other federal government institutions (in the case of visa or immigration applications, for example) . Letters of support for constituents should: • be addressed to a specific person (avoid “To whom it may concern”) • clearly state the purpose of the support • be objective, factual and professionally written • be sent through regular channels Character and employment references • When writing a character or employment reference, you should give a complete and fair assessment of the individual's character and qualifications. • The letter should be addressed to a specific person or organization and mention any relevant personal interactions or experiences to support the reference. • You must be personally acquainted with the person you are writing a reference for, and they must have a connection to your office, such as a former employee or volunteer. Funding proposals • When supporting constituents’ funding proposals, you should consider how the proposed project or initiative benefits the community or constituency. Federal organizations • When writing to a federal government institution on behalf of a constituent, you may seek clarification or information on programs, legislation or regulations, services, or the processing of applications (including their status) such as licence, passport, visa or immigration applications. • The letter should be addressed to the appropriate representative of the relevant department or agency. When NOT TO USE your official letterhead and title Letters of support for family or friends • You should not use your official letterhead or title when writing letters of support for family or friends, as this can be seen as improperly furthering their private interests. • You may use your honorifics (like “The Honourable” if you are a former minister), but should seek advice from your advisor in the Commissioner’s Office so you do not misuse your position to further private interests. • Your advisor can help you navigate potential conflicts of interest. Special provisions for ministers or parliamentary secretaries • The Conflict of Interest Act prohibits ministers, ministers of state (

FAQs

How do ministers or parliamentary secretaries handle potential conflicts when writing letters of support?

Ministers, minister of state, and parliamentary secretaries must seek advice from their advisor in the Commissioner’s Office to ensure they do not misuse their public office to further private interests in contravention of the Act. The guideline notes restrictions on intervening in or seeking to influence outcomes involving federal organizations.

Sep 16, 2026

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