Service Letter Template for Canada

A Service Letter is a formal document from a past employer that confirms someone's work history and performance. In Canada, these letters help employees transition between jobs by providing proof of their employment dates, job duties, and sometimes their reason for leaving.

While not legally required under Canadian employment law, Service Letters play an important role in job searches and reference checks. Good Service Letters stick to facts rather than opinions, protecting both employers and employees from potential legal issues while giving future employers useful information about a candidate's work background.

Request a Service Letter when leaving a job to document your employment history accurately. These letters prove especially valuable during job searches, visa applications, or professional certification processes in Canada where formal verification of past work experience is needed.

Many employees ask for Service Letters during their exit interview or resignation process, before losing direct contact with HR personnel. The letter becomes a permanent record of employment details that might be harder to obtain years later, particularly if the company restructures or your former supervisor leaves. For regulated professions, these letters often satisfy licensing bodies' requirements for employment verification.

• Letter Of Employment Verification: Basic Service Letter confirming dates of employment and job title
• Letter Of Support: Detailed Service Letter including performance evaluation and specific achievements
• Referral Letter: Expanded Service Letter recommending the employee for future opportunities
• Letter Of Authorization: Special Service Letter granting permission to share employment details with specific third parties
• Authorization Letter To Collect Documents: Administrative Service Letter allowing designated representatives to obtain employment records

• HR Managers: Draft and issue Service Letters on behalf of the company, ensuring accuracy and compliance with employment standards
• Former Employers: Provide factual details about past employment relationships and verify work history
• Employees: Request and use Service Letters when changing jobs, applying for visas, or pursuing professional certifications
• Hiring Managers: Review Service Letters to verify candidates' work experience and employment history
• Professional Regulators: Accept Service Letters as proof of work experience for licensing and registration requirements
• Immigration Officials: Use Service Letters to validate employment history for visa and permanent residency applications

• Employee Details: Gather accurate dates of employment, job titles, and department information
• Job Description: Review the employee's main duties, responsibilities, and any significant achievements
• Company Information: Include official letterhead, correct legal business name, and current contact details
• Verification Process: Check HR records to confirm all employment details before drafting
• Format Selection: Use our platform's Service Letter template to ensure all required elements are included
• Review Steps: Have a second HR team member verify the letter's accuracy and completeness
• Documentation: Keep a copy for company records and note any specific requests or restrictions

• Company Information: Official letterhead with full legal business name, address, and contact details
• Employee Details: Full name, employee ID (if applicable), and current contact information
• Employment Period: Precise start and end dates of employment relationship
• Position Details: Job titles held, departments worked in, and key responsibilities
• Factual Statements: Objective information about employment without subjective assessments
• Authentication: Authorized signatory's name, title, and signature
• Privacy Notice: Statement about information sharing limitations and consent
• Date of Issue: Current date when the letter is prepared and signed

A Service Letter and an Employment Reference Letter serve different purposes in Canadian employment documentation, though they're often confused. While both relate to employment verification, their content and use cases differ significantly.

• Purpose and Scope: Service Letters focus on confirming basic employment facts like dates and positions held, while Reference Letters provide detailed performance assessments and recommendations
• Content Style: Service Letters maintain strict objectivity with factual statements only, whereas Reference Letters include subjective evaluations and personal observations
• Legal Weight: Service Letters serve as official employment records often used for legal or administrative purposes, while Reference Letters primarily support job applications
• Timing: Service Letters are typically issued upon employment termination, but Reference Letters can be requested and provided at any time
• Liability Context: Service Letters minimize legal exposure by sticking to verified facts, while Reference Letters may carry more liability risk due to their evaluative nature