Rules for ministers and parliamentary secretaries

When writing a letter of reference, you must consider in what capacity you know the individual seeking the reference.

• If a reference is based on a personal relationship (like a relative, friend, classmate, neighbour, or fellow member of a group you belong to), you should not use official ministerial, parliamentary secretary or Member of the House of Commons letterhead and titles.
• To give character and employment references for someone in your official capacity, you must know them personally.
• If a reference is for a former employee, a volunteer or an acquaintance, and given in the context of your role as a Member, minister or parliamentary secretary, you may use your official letterhead and title as a minister, parliamentary secretary or Member.
• As a minister or parliamentary secretary, you may not write to a departmental, Crown corporation, or agency official to support a job applicant, or about the staffing or appeal processes. You may, however, agree to have your name listed in the “personal reference” section of the applicant’s resumé.

The Conflict of Interest Code for Members of the House of Commons says in section 5 that Members are not breaking the Code if they are doing something that is a normal and proper part of their duties to their constituents.

However, when writing letters of support for people and businesses in your riding or helping them deal with federal departments and agencies, you must not:

• Use your position or act in any way to improperly further your constituents’ private interests.
• Use your position to influence another person or act in any way to further the private interests of a family member.

Educational sessions offered by the Commissioner’s Office can help you understand the rules around letters of support. So can your advisor in the Commissioner’s Office. Please call 613-995-0721 or send an email.