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CLF for the Internet - E-Mail
All outgoing e-mail messages sent by GoC
employees must include the sender's name, institution, telephone and fax numbers with area code and
extension numbers, postal and e-mail addresses. Where an e-mail address serves a program or service
rather than an individual, contact information must include the institutional name, postal and e-mail
address, telephone and fax numbers.
Rationale
With the increased use of electronic mail as a communication tool for delivering
GoC information, it is important to identify
the source of the information at both institutional and individual levels. Public servants
who provide information via e-mail can not make assumptions regarding the end-use of
information. E-mail recipients may respond immediately, store the message indefinitely,
forward it to other recipients, import it to other documents or print a hard copy record.
Thus, all e-mail messages must contain enough information to identify the individual and the
institution s/he represents, as well as sufficient contact information to facilitate further
communication via various methods (i.e. telephone, fax, post, etc.).
Interpretation
Outgoing e-mail to which a signature block must be attached includes all correspondence
being sent to institutional clients outside of the department. For example, these clients
may be Canadian or international citizens or businesses, other levels of government -
provincial, municipal, territorial, international, volunteer organizations or personnel
in other federal government departments.
December 2002
- It is important to remember to include the institution's applied title found
at
http://www.tbs-sct.gc.ca/Pubs_pol/sipubs/TB_FIP/titlesoffedorg1_e.asp in both
official languages in the signature block of every employee. This applies to the
signature block of employees whether they are providing information and services in
a region designated bilingual or unilingual. For an example of a signature block, please
refer to CLF Signature Blocks.
- The inclusion of "Government of Canada / Gouvernement du Canada" is recommended for
the signature blocks of all institutions for the following reasons:
- It ensures the Government of Canada is identified where official graphic identifiers
are not present or visible
- It ensures the Government of Canada is identified in cases where institutions do
not have an approved applied title
- It supports TB minister's decisions on ensuring the primacy of the identity of the
Government of Canada
- It ensures that international audiences correctly identify an institution as part
of the Government of Canada
- A Teletype number (TTY) for the institution of the sender should also be included
with the telephone and fax numbers as part of your signature block.
Example:
John Doe
613-123-4567 | facsimile / télécopieur 613-123-4567 | TTY/ATS 613-123-4567
doe.john@hc-sc.gc.ca
Health Canada | 123 Green St. Ottawa ON K2P 1B2
Santé Canada | 123 rue Green Ottawa ON K2P 1B2
Government of Canada | Gouvernement du Canada
July 2000
A good practice would be to include a signature block when e-mail is being sent
within the department when the e-mail being sent has direct impact on the management
of government and the various activities it carries out. For example, if the content
of the e-mail is required by the institution to control, support or document the delivery
of programs, to carry out operations, to make decisions, or to account for activities
of government, then a signature block should be attached.
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Standard 4.2