An “Enclosure Letter” For The Taking

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As an accountant and Income Tax preparer and E-Filer .. I have items that need to be filed with Canada Revenue Agency all the time. This is what I do.

I have a bin on an office shelf in my office that I keep everything that has to go to Canada Revenue Agency. Unless there are special deadlines or requests to file, I generally deliver all the documents either on the last day of the month, or on the weekend.

Sometimes, I’m just too busy to hand deliver and I call the courier to deliver an envelope directly, but with the price of couriers .. I prefer to just go on my own during the weekend and make an outing out of it .. where, if my wife wants to go for a car drive ..we’ll take Maxxie and Sophie for a ‘car-ride’ .. stopping at Tim Horton’s first. The store by our place has really nice drive-thru personnel so, when ever we drive through with our dogs .. they toss in a few extra TimBits! The drive downtown to our local Canada Revenue Agency office is just a 20 minute drive, and I am always more comfortable hand delivering packages with large amounts of money involved to the front desk or at the side wall “slot” drop off.

Whenever I drop the envelope off, I always pose for the camera, being sure to showcase the envelope and holding it steady so if there was a problem, it could be traced.

HART’s Enclosure Letter

* It’s quite simple really .. all I do is make a list of what the contents of the envelope that I am delivering to Canada Revenue Agency .. what’s “enclosed” hence, “Enclosure Letter”.

* As a courtesy, I sort the contents in the same order as the Enclosure Letter is stating.

* I print 3 copies of this Enclosure Letter, keeping one copy and marking it “file copy” in the signature area, and placing it in a folder. Two copies are signed by me, and I paper clip a self-addressed envelope to the two letters and keep it loose with the contents. I use the self-stick peel envelopes to make it easy for them 🙂

* Canada Revenue Agency takes one copy of the letter, stamps it .. or “Receipts” it on the date received, and then tosses the letter in the mail. I never put stamps on the envelope, although I understand some tax centers are requesting representatives to include postage if they want a letter stamped and returned back to you. If you are not in Winnipeg, you might want to double check with your local tax office, or just place a stamp on the envelope!

* When I receive the stamped letter receipted by Canada Revenue, I replace the one and throw out the ‘file copy’ version and file all the letters in date order.

This way, if there ever is a problem or question or missing return or payment or filing .. you have PROOF of receipt.

My design of my Enclosure Letter, is quite basic .. as you can tell – it’s just a letterhead with a list. You don’t have to use my template, but if you don’t have an Enclosure Letter, or need a letterhead .. help yourself! This is what it looks like (Click to enlarge)

PS: Enclosure Letters can be used for many situations .. if you are returning monthly client records back to the client, or passing along copies of financial statements or receivable statements to the client’s banker, etc etc. Any time you are returning documents or records .. it’s always a good idea to include an enclosure letter so everybody is clear what you are returning .. and don’t forget .. keep an extra copy for yourself – for your files!

Besides the folder of receipted letters in date order, I store all of these ‘documents’ on my computer in a folder called: |DATA|Letters|CRA| … I generally load up the last one I used, and then rename or “Save As” and change the date in the file name. If there are special enclosure letters, say to a specific collection officer, or perhaps I am sending documents to the OTHER tax center .. I also include that little extra information in my filename.

You are welcome to take this template and use it for your own purposes. You are also free to pass it along (because it’s not that big of a deal), although I hope that you remember where you got the idea and give me credit 😀 Maybe stroke my EGO here, and give me a blog comment to let me know that you have taken this template. Better yet …. Did you redesign it? I would like to see your new design .. Why don’t you fax it to my TOLL-FREE Fax Number 1-800-613-2087 ?

I am currently using Microsoft Word 2002 as my preferred document program for my templates and even my invoices.

1800HART_CRA_Template_YYYY-MMDD.doc —> OPEN to view, SAVE to Disk ..

Take care.
HART (1-800-HART)

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