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Write a letter that states what you need and includes every reference or account number the agency has for you: the notice number, tax account, your file number. Send anything with a deadline (objections, appeals) by tracked mail, keep copies, and mail it early: government offices answer slowly, and a deadline runs from when they receive your letter.
Send it to the office named on the notice, not the agency's general mailing address. CRA correspondence goes to the tax centre that issued the notice: the address is printed on the notice itself. IRS notices work the same way: use the address on your notice. Government mailrooms sort by reference number, and a letter without one can bounce between desks for weeks before it reaches the right person. If you're replying to something, the reply address is already on the paper in your hand: use it.
Short, factual, and complete on every page. Put the reference or account number (notice number, tax year, SIN or account number) on every page, not just the first, because pages get separated in large offices. State exactly what you are asking for in the first paragraph: "I am requesting a reassessment of my 2024 return," not three paragraphs of background first. Include copies of any supporting documents. Never mail originals: birth certificates, deeds, and original receipts are painful to replace, and government offices lose things.
Objections and appeals run on hard deadlines counted in days from the notice date, and the clock is measured by when the agency receives your letter: not when you wrote it. So send it tracked (US certified or Canada registered), keep the tracking receipt, and write the sent date on your copy before you file it. Then send it early: government offices answer slowly, and "it was in the mail" is not a defense against a missed deadline. This is general information, not legal advice.
Send your copy and the tracking receipt. A copy of the letter with the sent date noted on it, plus proof of delivery, ends the argument. This is the whole reason for the copies-and-tracking habit: without them it's your word against a bureaucracy's filing system, and that's not a fight you want.
Ask for written confirmation of receipt in the letter ("please confirm receipt of this letter in writing"). It gives the paper trail a starting point and sometimes gets your file moving faster. And if the notice lists a phone number, call after a few weeks to confirm the letter landed: then note the date, the agent's name, and what they said on your copy.
| Situation | What to include | How to send |
|---|---|---|
| Replying to a CRA / IRS notice | Notice number, tax year, SIN/SSN or account number: on every page | To the address on the notice; tracked if a deadline applies |
| Filing an objection or appeal | The notice you're objecting to, your grounds, your signature | Tracked (certified / registered): you need proof of the delivery date |
| General inquiry | Full name, mailing address, account or file number, one clear question | Regular mail is fine |
| Municipal (permits, property tax) | Property address or roll number; permit number if you have one | Regular, unless a hearing or payment deadline applies |
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