Community outreach template letters
For Call 4 of the Broadband Fund
Sample templates only: do not complete on this page
These outreach letter templates are provided for reference. To download and edit the templates, use Community outreach template letters (Word, 27 KB).
Early communication with communities potentially served or affected by a proposed project is a critical aspect of effective project planning and implementation.
To be eligible for funding from the Broadband Fund, an applicant must, among other things:
- identify and list all communities that will be served by a proposed project or that are located where proposed infrastructure will be built, clearly indicating which of these communities, if any, are Indigenous
- provide evidence of notification and outreach efforts, including copies of all outreach letters sent to affected communities and/or groups, to demonstrate that it has contacted each of these communities before the application deadline and has invited community representatives to respond
The CRTC has developed two template outreach letters to assist applicants with the engagement process and to provide affected communities or groups with the means to directly contact the applicant and/or the CRTC about a proposed project. Applicants are not required to use these template letters. However, when applicants first reach out to affected communities or groups they should, at a minimum:
- identify the proposed project and provide a mechanism for an affected community or group to provide feedback
- provide the CRTC’s contact information so that affected communities and groups can directly contact the CRTC if they wish to do so
If the affected community or group is Indigenous, applicants should also ask whether there is a possibility that the proposed project or any part thereof presents a potential risk of an adverse impact to any Aboriginal or treaty rights.
A. Template outreach letter for a non-Indigenous community that would be affected by a proposed project
Note: Replace the text in [square brackets] with the required information.
Re: Proposed project to build/upgrade broadband Internet by [Applicant company name]
Dear [Contact name],
I am writing on behalf of [insert Applicant company name] to notify you of a proposed project [insert Project name] that we are planning to submit to the Canadian Radio-television and Telecommunications Commission’s (CRTC) Broadband Fund for funding. The CRTC has recently issued its fourth call for applications for funding.
The objective of the CRTC’s fourth call for applications is to increase the number of Canadian households with access to reliable high-speed Internet services that meet or exceed the universal service objective speed target of 50 megabits per second (Mbps) download and 10 Mbps upload.
I am writing today to provide you with information about our proposed project and to seek any feedback you may have about how it might impact your community. Please do not hesitate to let us know if you have any questions or concerns.
If selected for funding, our proposed project will [Applicant to provide project description, including but not limited to: project type, project location, high-level description of technology to be used (direct buried fibre, microwave towers, etc.), explanation of service improvement, timeline, and a plain language description of the project’s benefits to affected communities].
One of the criteria the CRTC considers when evaluating applications for funding is whether a proposed project has received support from communities that would be affected by the project.
Should you wish to express support for our project, we would greatly appreciate it. Support can be demonstrated by way of letter, email, a signed transcript, or minutes from a community meeting.
Should you wish to discuss this project, we invite you to contact us at your earliest convenience.
If possible, we would appreciate receiving a response, preferably in writing, by [date to be inserted - 15 working days from the estimated date the letter is delivered], although community engagement documents can be submitted after the application deadline has passed. Should you require more time, or if you would prefer to discuss by phone or in person, please do not hesitate to contact us. We may be contacted at:
Attn: [Name of contact
Mailing address
Email address
Phone number]
RE: [Project name, community engagement]
Alternatively, you may also submit feedback directly to the CRTC Broadband Fund team, identifying the applicant and the project you are commenting on, at FLB-BBF@crtc.gc.ca or by mail at 1 Promenade du Portage, Gatineau, QC, J8X 4B1. We respectfully ask to receive a copy of any documents submitted directly to the CRTC.
We look forward to receiving your response and engaging in further discussions with you with regard to our proposed project.
With kind regards,
B. Template outreach letter for (i) an Indigenous community that would be affected by a proposed project, or (ii) an Indigenous group where a proposed project is in an area where there may be asserted or established Aboriginal or treaty rights
Note: Replace the text in [square brackets] with the required information.
Re: Proposed project to build/upgrade broadband Internet by [Applicant company name]
Dear [Contact name],
I am writing on behalf of [insert Applicant company name] to notify you of a proposed project [insert Project name] that we are planning to submit to the Canadian Radio-television and Telecommunications Commission’s (CRTC) Broadband Fund for funding. The CRTC has recently issued its fourth call for applications for funding.
The objective of the CRTC’s fourth call for applications is to increase the number of Canadian households with access to reliable high-speed Internet services that meet or exceed the universal service objective speed target of 50 megabits per second (Mbps) download and 10 Mbps upload.
I am writing today to provide you with information about our proposed project and to seek any feedback you may have about how it might impact your community or group. Please do not hesitate to let us know if you have any questions or concerns.
If selected for funding, our proposed project will [Applicant to provide project description, including but not limited to: project type, project location, high-level description of technology to be used (direct buried fibre, microwave towers, etc.), explanation of service improvement, timeline, and a plain language description of the project’s benefits to the affected communities].
We have reviewed the Aboriginal and Treaty Rights Information System (ATRIS) and have identified that [Indigenous group name] have asserted/established rights in the proposed project’s geographic area.
One of the criteria the CRTC considers when evaluating applications for funding is whether a proposed project has received support from communities that would be affected by the project.
In addition, if infrastructure will be built or upgraded in an Indigenous community, the CRTC will require consent from the leadership of that community prior to giving final funding approval to any project.
To help us better understand the potential impact of our project, we are writing to respectfully ask that you advise us if this project presents any concerns. Your guidance is valued, and if you have any comments or believe there is a risk of an adverse impact on your Aboriginal or treaty rights, we ask that you please provide us with the following information:
- the area that may be affected
- the Aboriginal or treaty rights that may be impacted
- how the project may adversely impact the identified Aboriginal or treaty rights
In addition, should you wish to express support or, alternatively, provide consent for our project, we would greatly appreciate it. Support or consent can be demonstrated by way of letter, email, a signed transcript, or minutes from a community meeting.
If possible, we would appreciate receiving a response, preferably in writing, by [date to be inserted - 15 working days from the estimated date the letter is delivered], although community engagement documents can be submitted after the application deadline has passed. Should you require more time, or if you would prefer to discuss by phone or in person, please do not hesitate to contact us. We may be contacted at:
Attn: [Name of contact
Mailing address
Email address
Phone number]
RE: [Project name, community engagement]
Alternatively, you may also submit documents directly to the CRTC Broadband Fund team, identifying the applicant and the project you are commenting on, at FLB-BBF@crtc.gc.ca or by mail at 1 Promenade du Portage, Gatineau, QC, J8X 4B1. We respectfully ask to receive a copy of any documents submitted directly to the CRTC.
We look forward to receiving your response and engaging in further discussions with you with regard to our proposed project.
With kind regards,
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