Correspondence to employers and educators of reservists

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name],

As you may be aware, in addition to being employed with [civilian organization], I am also a member of the Reserve Force, serving with [unit name] in [community].

Reservists such as myself serve in the Canadian Armed Forces on a part-time basis. As a member of the Reserve Force, I am required to complete various military courses in order to develop skills that will allow me to take on additional responsibilities.

In general, there are three aspects to the courses I undertake. The first is building technical skills as a [trade]. The second is developing management skills such as problem-analysis, time-management, leadership and teamwork. Finally, there is always emphasis on personal traits such as integrity and dependability. This training is certainly of personal and professional benefit to me, but it will also benefit my civilian career.

This year, I have the opportunity to complete the [name of course] at [location]. I therefore request leave for military training [in accordance with the corporate policy on military leave] from [date] to [date].

If you have any questions about the course or my military work, please do not hesitate to call [me or rank, name and position of Commanding Officer or designate] at [telephone number]. Thank you very much for considering this request [and I appreciate the support you have given me in the past regarding my military commitments].

Sincerely,

[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name],

As you may be aware, in addition to being an employee of [company or organization name], I am also a member of the Reserve Force, serving with [unit name] in [community]. In this capacity, I have been asked to participate in a military operation in [location] as a [position]. [Brief description of nature of operation, if appropriate, especially if it domestic or local to the employer’s community.]

Reservists such as myself serve in the Canadian Armed Forces usually on a part-time basis. This commitment, however, would be full-time from [date] to [date]. I therefore request special leave without pay to contribute to this operation [in accordance with the corporate policy on military leave].

The skills and knowledge I will gain from such a unique experience represent an investment opportunity for personal and professional development. It is also an exceptional opportunity to contribute to Canada’s defence and security [as well as international stability or the well-being of my fellow citizens].

If you would like more information about this operation or my military work, please do not hesitate to call [me or rank, name and position of commanding officer or designate] at [telephone number]. Thank you very much for considering this request [and I appreciate the support you have given me in the past regarding my military commitments].

Sincerely,

[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

As you may be aware, in addition to being an employee of [company or organization name], I am also a member of the Reserve Force, serving with [unit name] in [community].

Reservists such as myself serve in the Canadian Armed Forces on a part-time basis. As a member of the Reserve Force, I participate in military exercises in order to practise and develop the skills I have learned in training, including leadership.

The Canadian Armed Forces will be conducting an important military exercise at [location]. I therefore request leave to attend this exercise [in accordance with the corporate policy on military leave] from [date] to [date]. I truly believe your investment in my military career also represents an investment for [company or organization name].

If you have any questions about the exercise or my military work, please do not hesitate to call [me or rank, name and position of commanding officer or designate] at [telephone number]. Thank you very much for considering this request [and I appreciate the support you have given me in the past regarding my military commitments].

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

Thank you very much for allowing me time off from my civilian employment to participate in [name of exercise/course/operation] in [location] from [date] to [date].

During this [course/exercise/operation], my responsibilities included [brief description. Place emphasis on responsibilities that will be valued in the civilian workplace. Use civilian terminology].

I believe I will be able to use the skills and knowledge I acquired during this experience as part of my work here at [name of company or organization].

Once again, thank you for supporting my military service and my work on [course/exercise/operation]. 

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. It is my pleasure to advise you of the recent Reserve Force promotion of [first name] [name], who is an employee of [company or organization name].

[Rank] [name] was promoted to the rank of [rank] on [date]. [He/she/they] has been an active member of this unit for [length of time] and is a valued member of our team. [His/Her/Their] promotion reflects the quality of [his/her/their] performance of [his/her/their] duties as well as [his/her/their] leadership and management skills. These are skills that I know [he/she/they] puts to use in [his/her/their] civilian work regularly.

On behalf of this unit and the Reserve Force, thank you for the support you have shown to [rank] [name]’s military commitments. I know you too will be pleased with [rank] [name]’s success.

Please don’t hesitate to contact me at [telephone number] if you wish to discuss any aspect of [his/her/their] Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

I am writing you to request that [he/she/they] be granted leave to participate in the [course name] at [location] from [date] to [date] [in accordance with your company policy on military leave].

This course will allow [him/her/them] to learn [short description of the aim of the course]. In addition, leadership, teamwork and time-management skills will be evaluated to ensure they meet the high standards required of all reservists.

The skills that [Rank Name] will learn by participating in this course will, without a doubt, be relevant to the work of [company or organization name]. I therefore hope you will view this as an opportunity to invest in [his/her/their] personal and professional development, which will benefit both your organization and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the course or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position) at (telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

The Canadian Armed Forces will be conducting an important military exercise at [location]. I am writing to request that [Rank Name] be granted a leave of absence from [company or organization name] to participate in this exercise from [date] to [date] [in accordance with your corporate policy on military leave].

[Rank Name] will be employed as a [position] during the exercise. [Brief description of nature of duties, if appropriate.] This will allow [him/her/them] to practise [his/her/their] skills and knowledge that have been acquired during [his/her/their] Reserve Force training. Many of these skills will transfer to their work for your organization. I therefore hope you will view this as an opportunity to invest in [his/her/their] personal and professional development, which will benefit both your organization and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the exercise or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position)] at [(telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

[Rank Name] has an opportunity to participate in [operation name] in [location] as a [position]. [Brief description of nature of operation, if appropriate, especially if it is domestic or local to the employer’s community.]

I am writing to request that you consider granting [him/her/them] special leave to contribute to this operation [in accordance with your corporate policy on military leave]. The absence would be from [date] to [date], which allows time for refresher training before the mission plus a well-deserved rest period at the end of what will be a physically and emotionally challenging time.

[Rank Name] has been an active member of this unit for [number] years, and selection for this operation speaks highly of the skills acquired and commitment demonstrated throughout [his/her/their] reserve service. During the mission, [he/she/they] will be responsible for [brief description of duties, especially those that will be of benefit and interest to a civilian employer. Use civilian terminology.]

[Rank Name] has an opportunity to contribute to Canada’s defence and security [as well as to international stability]. Such a contribution can only be possible through your support. In addition, this deployment represents an opportunity to invest in [his/her/their] personal and professional development, which will benefit both your organization and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the operation or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position) at (telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

I am writing you to request that [he/she/they] be granted leave from classes to undertake the [course name] at [location] from [date] to [date] [in accordance with your policy on military leave].

This course will allow [him/her/them] to learn [short description of the aim of the course in civilian terminology]. In addition, leadership, teamwork and time-management skills will be evaluated to ensure they meet the high standard required of all reservists.

The skills that [Rank Name] will learn by participating in this course will, without a doubt, be skills that [he/she/they] will apply in [his/her/their] academic work and that will be of immense value in [his/her/their] future civilian career. Thus, I hope you will view this as an opportunity to invest in [his/her/their] personal and professional development, which will benefit both [education institution] and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the course or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position) at (telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

The Canadian Armed Forces will be conducting an important military exercise at [location]. I am writing to request that [rank and name] be granted a leave of absence from [educational institution] to participate in this exercise from [date] to [date] [in accordance with your policy on military leave].

[Rank Name] will be employed as a [position or job] during the exercise. [Brief description of nature of duties, if appropriate, using civilian terminology.] This will allow [him/her/them] to practise [his/her/their] skills and knowledge that have been acquired during [his/her/their] Reserve Force training. The skills and knowledge will also be of direct benefit to [his/her/their] academic performance and future civilian career. I therefore hope you will view this request for leave as an opportunity to invest in [his/her/their] personal and professional development, which will benefit both [education institution] and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the exercise or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position) at (telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

[Rank Name] has an opportunity to participate in [operation name] in [location] as a [position]. [Brief description of nature of operation, if appropriate, especially if it is domestic or local to the educator’s community.]

I am writing to request that you consider granting [him/her/them] special leave from academic studies to contribute to this operation [in accordance with your policy on military leave]. [His/Her/Their] period of absence would be from [date] to [date], which allows time for refresher training before the mission plus a well-deserved rest period at the end of what will be a physically and emotionally challenging time.

[Rank Name] has been an active member of this unit for [number] years. [His/Her/Their] selection for this mission is a demonstration of the skills and qualifications [he/she/they] has acquired during [his/her/their] reserve service. During the mission, [he/she/they] will be responsible for [brief description of duties, especially those that will be of benefit and interest to the educational institution. Use civilian terminology.]

[Rank Name] has an opportunity to contribute to Canada’s defence and security [as well as to international stability or the well-being of fellow citizens]. Such a contribution can only be possible through your support. In addition, this deployment represents an opportunity to invest in [his/her/their] personal and professional development, which will benefit both [educational institution] and the Canadian Armed Forces.

Thank you very much for considering this request. If you have any questions about the operation or [Rank Name]’s Reserve Force service, please do not hesitate to contact [me personally or other designated officer (rank, name, position) at (telephone number)].

Your support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

Thank you very much for allowing [Rank Name] time off to complete the [course name] at [location] during [date].

As [he/she/they] may have already explained to you, this course will enable [him/her/them] to [brief description of course objectives, especially those that benefit the civilian workplace. Use civilian terminology]. I sincerely believe this course not only added to the personal development of [Rank Name], but will also be beneficial to your organization.

Your continued support toward [Rank Name] and the Reserve Force is truly appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the course or any aspect of [Rank Name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

Thank you very much for allowing [Rank Name] time off to participate in [exercise name] at [location] during [date].

As [Rank Name] may have already explained to you, [he/she/they] was employed as [position or job]. [His/Her/Their] responsibilities included [brief description, especially those that will be useful in the civilian workplace, using civilian terminology]. I sincerely believe that this experience has provided [him/her/them] with highly valuable personal and professional learning opportunities, which will benefit both your organization and the Canadian Armed Forces.

Your continued support toward [Rank Name] and the Reserve Force is truly appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the exercise or any aspect of [Rank Name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your employees, [first and last names], is also a member of my unit.

On behalf of the Canadian Armed Forces, thank you very much for allowing [Rank Name] time off to contribute to [name of operation] from [date] to [date]. [If appropriate, add brief description of nature of the operation, especially if it was a domestic operation or in the employer’s region.]

As [he/she/they] may have already explained to you, [he/she/they] was employed as [position or job]. [His/Her/Their] responsibilities included [brief description, placing emphasis on activities that will be valuable in the civilian workplace. Use civilian terminology]. I sincerely believe that this experience has provided [him/her/them] with highly valuable personal and professional opportunities, which will benefit both your organization and the Canadian Armed Forces.

It is only as a result of your generosity that [Rank Name] was able to participate in this operation. By contributing to [his/her/their] Reserve Force career, you have also made a direct and unique contribution toward Canada’s defence and security [and international stability or the well-being of your fellow Canadians]—a contribution that relatively few employers have the opportunity to make.

Your continued support toward [Rank Name] and the Reserve Force is truly appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the operation or any aspect of [Rank Name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

Thank you very much for your allowing [rank] [name] time off from academic studies to complete the [course name] at [location] during [date].

As [he/she/they] may have already explained to you, this course will enable [him/her/them] to [brief description of course objectives, especially those that benefit the academic course of study and future civilian career, using civilian terminology]. I sincerely believe that this course added to the personal development of [rank] [name], and will also benefit [his/her/their] academic performance and future civilian career.

Your continued support toward [rank] [name] and the Reserve Force is deeply appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the course or any aspect of [rank] [name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

Thank you very much for allowing [first name] [name], time off from academic studies to participate in [name of exercise] at [location] from [date] to [date].

As [Rank Name] may have explained to you, [he/she/they] was employed as [position or job]. [His/Her/Their] responsibilities included [brief description, especially those that will be useful in the academic environment and future civilian career, using civilian terminology]. I sincerely believe that this experience has provided [him/her/them] with highly valuable personal and professional growth opportunities, which will benefit both [educational institution] and the Canadian Armed Forces.

Your continued support toward [Rank Name] and the Reserve Force is truly appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the exercise or any aspect of [Rank Name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Educator Name]
[Address]
[Date]

Dear [Name]:

I am the commanding officer of [unit name], a Reserve Force unit in [community]. One of your students, [first and last names], is also a member of my unit.

On behalf of the Canadian Armed Forces, thank you very much for allowing [Rank Name] time off from academic studies to participate in [name of operation] from [date] to [date]. [If appropriate, add brief description of nature of the operation, especially if it was a domestic operation or in the educational institution’s region.]

As [he/she/they] may have already explained to you, [he/she/they] was employed as a [position or job]. [His/Her/Their] responsibilities included [brief description, placing emphasis on activities that will be valuable in the civilian workplace, using civilian terminology]. I sincerely believe that this experience has provided [him/her/them] with highly valuable personal and professional growth opportunities, which will benefit both [educational institution] and the Canadian Armed Forces.

It is only as a result of your generosity that [Rank Name] was able to participate in this operation. By contributing to [his/her/their] reserve career, you have also made a direct and unique contribution toward Canada’s defence and security [as well as international stability or the well-being of your fellow Canadians]—a contribution relatively few educators have the opportunity to make.

Your continued support toward [Rank Name] and the Reserve Force is truly appreciated. Please feel free to contact me directly at [telephone number] if you wish to discuss the operation or any aspect of [Rank Name]’s Reserve Force service.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

[Unit name in full] is a Reserve unit of the Canadian Armed Forces in [community], comprised of approximately [number] members. These reservists generally serve in the military on a part-time basis, and most have civilian employment or are students. Because of their military and professional training, these “citizen-[sailors/soldiers/aviators]” develop qualities, attributes and work skills that are highly valued in the civilian workplace.

To offer you more insights into reserve training and military operations, I cordially invite you to [event] on [date] at [location]. The event will begin at [civilian time] and conclude at approximately [civilian time]. The dress for the event will be [appropriate dress].

[Name of OPI] will be coordinating all administrative details for this event. Should you have any questions, you can reach [him/her/them] at [telephone number]. If you are unable to attend, please feel free to send an alternative representative from your organization. Please confirm your or your alternate’s attendance by [date].

I sincerely hope that you will be able to attend. A wide range of employers find reserve training valuable to their employees—whether in transferable technical skills or more personal attributes such as discipline, loyalty and initiative. This event is a great opportunity to learn more about our Reserve Force and observe the “Reserve Advantage” firsthand.

Sincerely,
[Name]

[DND Letterhead]

[File Number]
[Employer or Supervisor Name]
[Address]
[Date]

Dear [Name]:

It was a pleasure to have you as our guest at the [event] on [date]. I am sure that our unit’s [soldiers/sailors/aviators] were able to give you some insights into the breadth of their skills and abilities. Not only are they a valuable asset to the Canadian Armed Forces, but also to their civilian employer and their community.

You may have noticed that some of the training done by our reservists is similar to technical and managerial training done in civilian organizations. As you are aware, such training can be expensive. By allowing employee-reservists time off for military courses, exercises and operations, civilian employers help develop a better reservist and a more valuable employee.

Should you wish to obtain additional information about the Reserve Force or military-leave policies for reservists, please feel free to contact me at [telephone number] [or (rank and name of Employer Support Liaison Officer) at (telephone number)].

Thank you for taking the time out of your busy schedule to participate in the [event] with our unit. Your continued support toward [Rank Name] and the Reserve Force is truly appreciated.

Sincerely,
[Name]