Notice of Defect Handbook: appendix D

Appendix D - Owner Notification (Template/guide)

1. Opening statement: - "This notice is sent to you in accordance with the requirements of the Canadian Environmental Protection Act, 1999".
2. Second statement: - whichever of the following is appropriate:
   • For a defect:
     (Company name) has determined that a defect which relates to a prescribed emission standard exists in certain (complete identification of the vehicle, vessel or engine).
   • Other than a defect - not performance based (e.g., incorrect emissions label)
     (Company name) has determined that certain (complete identification of the vehicle, vessel or engine) fails to conform to Federal emission control requirements.
3. Clear description of the issue, using commonly understood language. This includes:
   1. identification of the component in question; and
   2. description of any failure that may occur.
4. Evaluation of the pollution risk
5. Measures to be taken to correct the issue, including:
   1. general description of the work to be done;
   2. estimated date when parts and instructions will be available;
   3. precautions an owner can take in the interim (until the remedy is applied) in order to minimize risks and implications associated with this issue;
   4. estimated time required to correct the problem; and
   5. whether the correction will be free of charge.
6. If there will be a charge for the correction, the notification should also include:
   1. an estimate of the cost of the correction;
   2. name and part numbers of parts required;
   3. detailed description of the work to be done; and
   4. manufacturer's suggestion as to who can carry out the correction.
7. A statement indicating that lessors must inform lessees.

Important notes

• Owner notification shall be given in writing, and should be in both official languages or in the person’s official language of choice (if it is known).  
• If the name and current address of owners cannot be determined using company records, in the case of vehicles, companies may engage the Canadian Council of Motor Transport Administrators (CCMTA) to search provincial and territorial motor vehicle registration records.
• The owner notification letter should only contain commonly used language, unlike communications with the Minister or with dealers. Technical jargon not ordinarily understood by the general public may confuse the reader and cause them to dismiss the issue. 
• The company may choose to employ additional means of contacting owners such as point-of-sale posters, press releases or other media approaches.