Attestation letter: required fields and sample structure
A Canadian Representative attestation letter must identify the applicant exactly as on the certification application, identify the representative with a Canadian address and contact details, identify the product by IC certification number (or PMN and HVIN if not yet assigned), and contain the representative's express acceptance of the RSP-100 section 4.1 responsibilities, signed and dated. Anything less gets the letter returned by the CB.
Why the fields matter
RSP-100 does not publish a letter template. Section 4.1 says the representative's details must be "clearly identified" on the Application and Agreement for Certification Services, and certification bodies have built their own checks around that. A CB reviewer is trying to confirm three things: that the representative is real and in Canada, that the letter refers to this applicant and this product and not some other, and that the representative has accepted the actual duties in the procedure. Each field below serves one of those checks.
The fields
| Field | Why the CB needs it | Common errors |
|---|---|---|
| Applicant legal name | Must match the application and the REL listing character for character | Trading name used instead of legal name; "Inc." vs "Ltd." mismatch |
| Applicant address | Establishes that the applicant is outside Canada and matches the application | Factory address used when the applicant is a brand owner elsewhere |
| ISED Company Number | Links the letter to the applicant's ISED record | Left blank without explanation; a lab's number used by mistake |
| Product description | Lets the reviewer sanity-check the certification | Marketing copy instead of a functional description |
| IC certification number | The primary key for the certification | Not yet assigned at letter stage (acceptable if PMN/HVIN are given and the letter says so) |
| PMN and HVIN | Identify the product where the IC number is pending, and confirm scope | HVIN omitted; models listed that are not under this certification |
| Model numbers | Confirms the letter covers the whole family | Only the lead model listed |
| Representative legal name | Identifies who is accepting the duties | Individual's name without the entity, or vice versa |
| Representative Canadian address | The statutory requirement: the representative must be in Canada | PO box; a US address for a "North American" agent |
| Representative email and phone | How ISED and the CB will actually reach the representative | Generic inbox nobody monitors |
| Acceptance of duties | The substance: responding to ISED enquiries and providing audit samples | Vague "we agree to act as representative" without the section 4.1 duties |
| Term | Tells the CB how long the appointment runs | No term stated; term shorter than the product's expected market life |
| Signature, name, title, date | Authenticates the letter | Unsigned PDF; undated |
Sample structure
A letter that passes review reads roughly as follows (this is structure, not legal advice on wording):
Canadian Representative Attestation — RSP-100 section 4.1
Date.
To: [Certification body], and Innovation, Science and Economic Development Canada.
Re: [Applicant legal name], [address], ISED Company Number [number]. Product: [description], PMN [ ], HVIN [ ], model(s) [ ], IC certification number [ ] (or "to be assigned").
[Representative legal name], of [Canadian street address], confirms that it has been appointed by the applicant named above as its Canadian Representative for the purposes of RSP-100 section 4.1 in respect of the product identified above.
[Representative] accepts responsibility for responding to all enquiries from ISED regarding the certified product(s), including providing audit samples at no charge to ISED, and will act as the Canadian point of contact for ISED and the certification body in respect of this certification.
This appointment is effective from the date of this letter and continues for as long as the product is offered on the Canadian market.
Contact: [email], [phone].
Signed, [name], [title], [representative].
If the CB has its own form
Use it. Several Canadian CBs and most FCBs have a declaration that captures the same fields, sometimes with a countersignature block for the applicant. A representative that refuses to sign the CB's form, or charges extra to do so, is adding friction for no reason. We sign CB templates at no additional cost.
When the IC number is not yet assigned
This is the normal case: the letter is usually required before the certificate issues, and the IC number is assigned on issue. Identify the product by PMN and HVIN, state that the IC number is pending, and reissue the letter afterwards if the CB wants the number on file. We do that reissue free of charge.
Multiple certifications in one letter
Possible, but most CBs prefer one letter per certification number because each certification has its own record. If you have several products going through at once, separate letters avoid a reviewer having to decide whether a combined letter applies to the file in front of them. See one representative letter per IC ID.
Sources. RSP-100, Issue 12, section 4.1 (the requirement and duties); section 12.2 (audit samples at the certificate holder's expense). The field list reflects letters accepted by Canadian CBs and foreign CBs since 2010 and the reasons letters have been returned for correction.
Does the letter have to be notarized or apostilled?
No. ISED and CBs accept a signed PDF. We have never had a CB ask for notarization.
Does the letter need to be in French?
No. English is accepted by the certification bodies we have worked with. We can issue a bilingual letter on request.
Should the applicant countersign?
Only if the CB's form has a countersignature block. Our standard letter does not require it because the order itself evidences the appointment.