Email Templates

Military and civilian leaders/supervisors (Chain of Command) are responsible for keeping their staff informed, having ongoing conversations to confirm they are comfortable with the way forward, and ensuring that local public health measures are being followed when employees perform duties onsite/at the workplace.

The text below provides template messages that can be used/adapted to communicate information to team-level staff about our current posture and its impact on each L1/Command.

Please modify as required.

• Message to personnel on the launch of the CDS/DM Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment Suggested timeline: Early March (shortly after DM/CDS Directive released)

  To: Unit level personnel
  From: Managers/Supervisors
  Subject: New guidance released on operating and reconstituting in a persistent COVID-19 environment

  Le français suit

  Team,

  As we shift our posture to one that accepts the fact that COVID-19 will continue to exist within our communities, we can now begin reverting some processes back to pre-pandemic conditions. To help guide us through this process, the DM and CDS have released the Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment. This directive provides a framework for the Defence Team to adopt a shift in planning for aspects such as the level of presence at the workplace, travel, and risk acceptance.

  I encourage you all to read the directive, as it provides insight into updates to our Layered Risk Mitigation Strategy (LRMS) elements, including:

  • the Public Health Measures (PHMs) within DND/CAF facilities;
  • the Rapid Antigen Detection Testing (RADT) Program;
  • duty and non-duty travel (including a new Travel Testing Framework); and
  • quarantine direction for those who test positive or have been in close contact with a confirmed or presumed case of COVID-19.

  Note: the new directive does not impact the state of the Defence Team COVID-19 vaccination policies. The requirements and measures outlined in the CDS Directive on CAF COVID-19 Vaccination and CDS Directive 002 on CAF COVID-19 Vaccination still apply to CAF members and the requirements and measures outlined in the Government of Canada’s Policy on COVID-19 Vaccination still apply to Public Service employees.

  Many of you will have questions about what this means specifically for our team. While the directive provides a framework to guide decision making, there is not an immediate or one-size-fits-all solution. In the coming weeks, [Insert L1] leadership will be having discussions about this process and what the future of work will look like for us.

  I will keep you informed every step of the way. Please do not hesitate to reach out to discuss any concerns that you may have.

  Thank you for your flexibility, hard work, and resilience.

  [Insert signature]

• Message to personnel on L1 specific guidance. Suggested timeline: Late March or early April/after preliminary work posture decisions have been made

  To: Unit level personnel
  From: Managers/Supervisors
  Subject: [Insert L1]Reintegration into the physical workplace

  Le français suit

  Team,

  A few weeks [adjust timeline] ago, I wrote to you about the launch of the Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment. Since then, there have been discussions across all levels of [insert L1] about the way forward for our organization and what it means for each of us.

  As a result of these discussions, [insert unit specific information: we will be going back to workplaces, we will continue with our current posture, we will explore hybrid options, etc.]

  In making these decisions, many factors have been considered, including:

  [Insert primary factors that influenced decision: regional realities, local health conditions, operational requirements, accessibility to social infrastructure (transportation, day care, etc.), mental health considerations, etc.]

  I know that this decision will impact everyone differently. We are still ironing out the details of how our team will move forward, and more information will follow. There will also be flexibility to determine individual working arrangements based on factors like:

  • dependent care responsibilities;
  • mental and physical health conditions that may qualify you as high-risk or vulnerable;
  • the existence of high-risk/vulnerable members in your family; and
  • the ability to be fully vaccinated.

  Know that my primary concern is the safety and protection of our team. If you are feeling uncertain, stressed, or overwhelmed, please do not hesitate to reach out to myself or to access the Defence Team COVID-19 – Mental Health and Wellness resources.

  In the coming weeks, there will be opportunities for us to discuss our way forward. If you have any pressing suggestions or concerns please let me know so that I can be sure to address them both in our continuing leadership and team discussions.

  [Insert signature]

• Message to personnel on mental health resources. Suggested timeline: Week after announcing L1 work posture moving forward

  To: Unit level personnel
  From: Managers/Supervisors
  Subject: Reminder of Defence Team support resources

  Le français suit

  Team,

  There has been a lot of discussion recently surrounding reverting back to pre-pandemic conditions and the future of our workplace, based on the Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment. While it represents a moment of significant opportunity for us to redefine how the Defence Team works, it also represents a time of significant change; change is not always easy.

  The decisions we are making now as a team will affect each of us differently. For some it will be a welcome change, for others it may add to existing stress and anxiety. We must work together to find solutions that maintain operational readiness and productivity, while also supporting and protecting each other.

  I want to remind you that I am here for support. If you are feeling uncertain, stressed, or simply would like to know more, I encourage you to access the Defence Team COVID-19 – Mental Health and Wellness resources, the Frequently asked questions, leverage the Ask Anything: COVID-19 submission box, HR Go RH App and CAF App (Apple/Android), and most importantly, reach out to myself or someone within the Chain of Command. I hope that you do what you need to maintain your mental and physical health, and know that I will support you however needed through the coming months.

  We are navigating these challenges together and we appreciate your patience and resilience. No one is meant to go through this alone and each of us should lean on one another for support.

  [Insert Signature]

• Message to personnel on compliance with PPE and PHM. Suggested timeline: as personnel are returning to facilities

  To: Unit level personnel returning to the workplace

  From: Managers/Supervisors

  Subject: Reintegrating into the physical workplace – adherence to PHM and PPE

  Le français suit

  Dear [staff member/team],

  Dear  [staff member/team],

  First and foremost, I want to thank you for your ongoing patience during this time.

  As we continue in an environment altered by COVID-19, it is my responsibility as your supervisor, to equip you with the necessary protective equipment for you to safely enter DND/CAF facilities.

  As such, levering the PHM Qualitative Comparison Framework, we have made the decision to continue to adopt the following Public Health Measures (PHM) and Personal Protective Equipment (PPE) within DND/CAF facilities:

  • [Insert building/unit specific messaging like where to access masks etc. from your local health and safety representative.]

  Remember, the CDS Directive/Directive 002 on CAF COVID-19 Vaccination and the Government of Canada’s Policy on COVID-19 Vaccination continue to be the main direction for Defence Team members on COVID-19 vaccinations. The majority of Defence Team members have received two doses of the vaccine and it is expected that all of these individuals will take the next step and receive their third dose.

  We will continue to adjust our workplace PHMs as the local situation changes, based on regional public health guidance.

  If you have any questions surrounding PHM and PPE’s or about entering the workplace, please consult the Continuing Work: COVID-19 web page, Directive on DND/CAF Operating and Reconstituting in a Persistent COVID-19 Environment, Defence Team Mask Framework, or FAQ: Public Health Measures (PHMs) and Personal Protective Equipment (PPE) Guide web page. For all remaining questions or concerns, please feel free to reach out at any time or submit them through the Ask Anything: COVID-19 submission box.

  Thanks,
  [Insert signature]