Template letter (for Applicants or Recipients)

[Insert letterhead]
[Date]

[Contact name, e.g., Chief X]
[Name of Indigenous community]
[Address]

Subject: [Title of proposed project]

Dear [Contact name],

I am writing to inform you that [name of proponent] [intends to apply/has applied/has been conditionally approved] for financial support under Housing, Infrastructure and Communities Canada's (HICC) [name of funding program], for the project [title of proposed project]. [Name of applicant] would like to share information about the proposed project and invite [name of Indigenous community] to share any concerns regarding how the project might impact your Aboriginal or treaty rights or title. The provision of federal funding is conditional upon federal requirements being met, including any consultation obligations, where these apply.

The project involves [insert a description of the project, including location and construction timeline. Include additional information if available (e.g. maps, site plans, involvement by a qualified environmental professional, potential impacts on land and resources, proposed mitigation measures, required authorizations or permits, etc.). Ensure the information is clear and accessible (e.g., summaries of technical reports)].

We respectfully request that you acknowledge receipt of this letter and share any concerns or comments by [insert date – HICC suggests providing at least 30 days from sent date]. To provide a response, to request a meeting, or if you require additional information or time to reply, please contact [name and title of proponent contact], by telephone at [phone number] or by email at [email address].

Thank you in advance for considering this request and we look forward to hearing from you. 

Sincerely,

[Name and title of sender]
[Name of proponent]

cc: [If the project has been conditionally approved and you received a Determination Letter from HICC, cc the HICC contact identified in the letter]