URGENT: Work Reference Letter Advice Needed

[JBLoknath]

Folks – I have applied on July, 2012 under CEC, and provided all the required documentation. The set included detailed reference letter from my corporate HR.
However, one of my colleagues (who might be applying soon) pointed out that the letter is on corporate letterhead, but the letterhead actually belongs to our US division. The reason is – we do not have corporate HR in Canada, and all our validation/experience letters get issued by US office. As a result, the reference letter letterhead has US addresses of the office, and not Canadian!
Please note that letter clearly mentions that I am an employee of Canadian division. HR was also generous enough to mention their phone number and email address in the letter.
So, I have two questions:
1. Do you guys think it will pose a problem for me? What steps can I proactively take now to avoid the confusion?
2. Has anybody faced similar kind of issue? I am thinking it should be very common for large MNCs. Please share your exp.

Thanks,
JBL

 

[seton]

If your letter explicitly stated that you were employed by the Canadian division and you also were able to submit your T4s (i.e., evidence of Canadian taxation), I don't think this will be an issue that warrants any action. It would be clear, from both the contents of the letter and your other evidence that you gained Canadian experience.

 

[JBLoknath]

Thanks Seton.

Yes, the letter explicitly states that - Mr JBL is employed with XYZ Company Canada Inc. In addition, my salary is quoted in CA dollars.
I have also submitted all T4s (2010, 2011 and 2012) and CRA assessment reports (2010, 2011), as well as pay-slips of entire two year period preceding the application date.

I am thinking not to generate unnecessary traffic to CPP-O email address with my clarification if experts agree here that I do not have to worry.
My only fear is - they will not consider letter from US division as valid ref. letter, and will not give me a chance to explain.

Thanks,
JBL

 

[JBLoknath]

Other seniors, please advice! Your opinion will guide my action. Thanks in advance.

 

[Andy2109]

This is no problem. Content holds the key and you are good with it.

 

[JBLoknath]

Oh Thank You Andy. Getting comfortable now

Will wait for other people's advice before I can make a decision.
Please share your thoughts seniors. I guess I am restless since CIC must be looking at July'2012 apps now.

Crossing my fingers.

Thanks,
JBL

 

[JBLoknath]

Hi Seniors - Your opinions please. Thanks in advance.

 

[jes_ON]

Just my opinion - I agree with you that a letter from the US is not going to help your case. There is no requirement that the letter be written by someone in corporate HR. In fact, a direct supervisor or manager is preferred.

So my suggestion would be to ask your Canadian supervisor/manager to also write a letter, and submit that without delay. It may be unnecessary. But since you can't be sure that CIC will ask for it if they want it, why take a chance? Esp. since your application should be in the queue for assessment and decision in the near future... If there is no Canadian letterhead, at least attach the business card of the person signing, with Canadian contact info...

 

[JBLoknath]

Thanks Jes.

I think the issue is - it is by the company policy, that only HR releases all official letters. In fact, my direct boss also used to be part of US division, and moved on now in a different role!

I tried to got the letter from CA folks earlier but there is no one in a position of authority (using letterhead, supplying business card etc.) to issue that one.

What should I do? Should I send an explanation letter to CPP-O?

Thanks for your opinion.

 

[jes_ON]

I tried to got the letter from CA folks earlier but there is no one in a position of authority (using letterhead, supplying business card etc.) to issue that one.

I simply do not understand what this means. Do you have a boss? Does s/he have a business card? People in business write letters of reference for their subordinates ALL THE FRIGGING TIME. It is a standard business practice. I have not once worked for an employer that forbade writing letters of reference, and if they did, I know it would have been easy to find a manager/supervisor that would have written one anyway (because we Yanks really do believe in freedom of speech). BTW - so what if it's not "official"? CIC would just want to have someone verify...

Sorry, I'm sure you're frustrated more than I am. To me it sounds like a weasely excuse to avoid saying "no."

Well, with all things CIC, if you can't provide what they ask for, provide a written explanation (and proof, e.g. email saying "we don't allow anyone in Canada to write the letter").

But at this point, there's probably no point in sweating it, and hopefully, Seton and Andy are right.

 

[JBLoknath]

Thanks Jes.
Yes, you are right that I am immensely frustrated.

What I meant on my last post is - I do not have a boss in Canada. He is based out of US, and as such would have used the US letterhead to write the letter, if he was asked to. Our corporate HR handles all employee relation matters (in fact letters for LMO etc.) from US. There are no Canadian HR operations.

My Canadian colleagues are not allowed to use company letterhead, and as such they also like to follow the "policy" that all communications strictly emanates from HR (in fact when HR is ready to provide exact letters). Else, this could be deemed as "unauthorized" use of position!
I swear to god - how badly I want Andy and Seton to be correct in this case.

I think that is what I am going to do - I will try to get a letter from my HR that clearly states that only HR is authorized for all employee verification/reference matters, and they are based out of US.

Thanks for your help again
.

 

[JBLoknath]

So, I managed to get a HR letter today which mentions:

1. All employee relation communications (including references) is maintained by corporate HR (based out of US). It clearly states that this is valid for Canadian division employees too.
2. It also mentions Canadian office address and phone numbers (since the letterhead does not have that).

Seniors - should I go ahead and submit it to CPP-O, explaining the whole situation? Or, should I keep it handy for the time being?
So confused - need your help.

Thanks.
JBL

 

[Andy2109]

So, I managed to get a HR letter today which mentions:

1. All employee relation communications (including references) is maintained by corporate HR (based out of US). It clearly states that this is valid for Canadian division employees too.
2. It also mentions Canadian office address and phone numbers (since the letterhead does not have that).

Seniors - should I go ahead and submit it to CPP-O, explaining the whole situation? Or, should I keep it handy for the time being?
So confused - need your help.

Thanks.
JBL

No point in keeping it handy. You might not get a chance to explain yourself at all, if your application is rejected. Go ahead and submit it with an explanation.

 

[steveholt]

I simply do not understand what this means. Do you have a boss? Does s/he have a business card?

I am actually in a similar situation myself, I work for the Canadian arm of a US based company and my direct manager works out of Australia. In my case the US HR people drafted a very thorough letter to the specifications and put it on the Canadian arm's letter head. I also included my T4 and contract (waiting on NOA for the year but included a cover note for that).

I really don't anticipate any huge issues with this particular aspect of the application personally (I was more worried with making sure that the duties description is accurate), a quick records check will show the Canadian arm is a listed company here and the office we work out of is verifiable and on the letterhead even if the signatory on the letter is not based here. I don't think this situation is particularly uncommon given the many US-based companies that have significant operations here.

 

[JBLoknath]

Thanks Andy and Steve.

Steve - I completely agree with you that these cases would not be uncommon - that is how the international businesses run today.
However, I think it also depends on the VO who will to assess the application!

Andy - Thanks a lot bro. Will go ahead and email CPP-O now! Repped!