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21 June 2014

Certificate of Employment or Letter of Reference for FSW Canada Concerns

One of the requirements for FSW Canada application is to provide a Certificate of Employment or also called as Letter of Reference from your employer.

You need to provide all COEs from your employers for the last 10 years or from your 18th birthday (whichever is applicable).

What are the Problems When Getting a Certificate Of Employment?
1. The previous company was closed - The company had been closed and no longer in operation.  There is no way you can get a COE.
Suggestion: You can provide an affidavit from a lawyer stating that your previous company has already been closed and there is no way for you to contact the administration or Human Resources personnel handling the manpower records.  The letter should be notarized.

2. The Human Resource personnel will not provide customized format for COEs - Every company has its own rules regarding the format of the certificate.  Some HR personnel are too busy to attend to your request.  They don't want to create a new format just for you.
Suggestion: Create your own format in a Microsoft Word or any word processor with all the truthful details that is required by the CIC.  Then hand it over to the HR personnel inside the thumb drive or any other devices. Ask her if she can provide the COE with your format.  Don't forget to smile.  That is why you need to be friendly with the HR's.
3. The Human Resource personnel do not issue COE's - I am not sure of the legalities for companies that do not issue COE's.  If they really can not provide in spite of your persistence, then this is what I suggest.
Suggestion: Before you joined the company, you signed a contract to them, right?  Every month, you have your payslip with you.  And in Singapore, you have the In Principle Approval before you join the company.
These will be your proof that you are working with this company and you can insert a written letter addressed to Canada that your company does not provide COE's to their employers. 
4. The employer will only provide a standard format - These are usually multinational companies that has a large number of employees.  They can only give you a standard format.

Suggestion: You can combine the standard format COE and Suggestion #3.  Send this together with your application.
Details: 
Document 1. Create a COE like format but without the letterhead and with the complete details of your Job Description.  Let your supervisor or manager or the person higher than you, sign the document. The important thing is to show your Job Description there.

Document 2. Get a standard COE from your employer/HR.

Document 3. Make a letter explaining the reason why you can not provide a COE with the complete details as required by Canada.

Attach documents 1, 2 &3 together and include in your full application. 

My Experience in Securing the COE's
Based on my experience, I have done item #2 and 4.  I have worked for three companies and I have difficulties approaching them one by one.   You need to be persistent with a down-to-earth attitude.  Make a request with a kind approach and this will soften the HR personnel's heart.

This is true specially with my first employer.  It is a multinational company with over 1,000 employees.  I went straight to the HR Manager.

"Hi Ma'am, how are you?"I approached her with a smile.

"Fine, and you?" she replied.

"I have a very important request to ask you.", speaking closely next to her.  My eyes looks so sad like the Puss in Boots in Shrek.

I explained to her that I am planning to immigrate to Canada because the situation in the Philippines is not good (on 2002).  This is my opportunity to be in a better place with a greener pasture.  Then added that it would be for my future family.

"In order for me to apply, I need to request from you for a COE, but Canada has a required format so I typed it first in the MSWord, is it alright if you transfer it with the company letterhead?", showing him the disk (sorry this is still the year 2002).

After a week, she handed me the COE with her signature and I asked for her business card, which I attached with the letter.

The lesson here is that you need to be soft when talking with the HR.  Explain to them clearly what is your situation now and why are you migrating.  They will understand because they are only Humans.

Do you want a sample of the COE?
If you want to have a sample of the COE, Register to MM2C Community to download the document. Click the photo below.


SAMPLE Certificate of Employment - This is only a sample, do not copy and paste it as is.  This is only for your reference.  You change the format as necessary, the most important thing is that the details of the COE's are present .

The details like salary, company, and work descriptions inside the COE letter are all fictitious.

___________________________________
If you have any questions regarding this post, you can leave a comment below or email me at benalagnam@yahoo.com.

For questions not related to this post, leave a comment at the ASK ME.

If you want to know more about my life in Singapore, visit my blog at BenAlagnam.com

How much you need to prepare for the applications, visit EXPENSES.

Check on what are the documents you need to prepare and more info on RESOURCES.

42 comments:

  1. Hi Ben,

    I have request COE letter from my two previous employers for my migration requirements (Australia) in 2011. Australia format of COE letter is to show monthly salary. For Canada, it stated that it must show annual salary.

    Can I still the use the letters that I obtained in 2011 which showing only monthly salary? I am also thinking to attached CPF letters for every year to prove that I have being working these companies and they contribute my CPF.

    Please share your sample of COE, I would like to refer for my present job's COE.

    Regards,

    ReplyDelete
  2. Hi Tun, you can use the Australian COE. On my sister's application, she used the COEs that was issued on 1998. And, Canada did not ask for more...

    In my opinion, the most important COE is your latest job and the one that you declared as your primary occupation as listed in the 50 occupations list.

    ReplyDelete
  3. Hi Ben,

    Thank you for your reply. I am applying under Software Engineer. My previous 2 job titles are Software Engineer. However, my current job title is Analayst Programmer. Basically, I am doing the similar job.

    Do they care about the job title to be exact same or can be similar job title (actually Same job scope)?

    Regards,



    ReplyDelete
    Replies
    1. Hi Tun, actually at the IMM008 Schedule 3 item #12, you can write your occupation title at the "Occupation" and you will put the equivalent code at the the "NOC". This is what I did.

      This only means that it doesn't matter what your job title is as long as you indicate the code at the NOC section and the job descriptions are similar to that of the NOC code.

      So, indicate the Software Engr and Analyst Programmer at the "Occupation" and with the same corresponding NOC codes.

      Delete
  4. Hi Ben, for a company that is already closed, will it be ok to secure a certification from a previous supervisor if I'm still able to contact her? I will include my work contract during that time. Thanks!

    ReplyDelete
    Replies
    1. If the company is closed, that means it's no longer operational and employees has no more official power. Get an affidavit stating that the company was already closed and there's no way you can secure the COE. Just attach your contract at your affidavit/letter.

      Delete
  5. hi kuya ben! does the CIO really call up/contact the HR or person who have signed the COE or jib description for confirmation?

    ReplyDelete
    Replies
    1. Based on my experience, I've asked those who signed the COE and they never received a call from the Centralized Intake Office (CIO).

      Delete
  6. Hello Ben,

    Its a really great thing you are doing with the blog and sharing your experiences. Thanks a ton !!

    My question is regarding COE.....I have worked with two companies......But only one of them [The recent one] is related to the NOC category I am applyinig for.....the second is not related to any NOC. Do I have to submit COE for both of them???

    Thanks

    ReplyDelete
    Replies
    1. Thanks Arpit, may I know how you determined that it's not at the NOC category? Have you checked it at the NOC Matrix 2011? You're question is just in time of my new post...

      http://memovingtocanada.blogspot.com/2014/07/years-of-work-experience-how-to-compute.html

      I have explained here clearly, I hope, regarding the concerns on COEs and NOCs. Please read it first and let me know if you need further questions.

      If it's really not in the NOC, you still need to provide the COE of that occupation. The reason is that once you make your personal history, it will have no basis on what you did during that period.

      Delete
  7. Hi Ben,

    One of my coe is missing after i ctc all my docs! :( i would not be able to get the same since the company is closed. Huhuhu

    Do they asked for original? Or ctc is enough?

    ReplyDelete
  8. Hi Sir Ben, please i need your help. I really don't know what to do, i feel Im lost after my sponsor turnback on me. We sold our property just to migrate in canada but sadly wala na kami sponsor. My only option now is to apply FWS. I have nursing experience for about 24 months and currently employed at Department of Health, took my ielts last January 2014, my question is what is the required bandscore so i could apply as FWS. Please enlighten me with this. Thank you very much for your help.

    ReplyDelete
    Replies
    1. Docpepper, this is not the "End of the World". Don't worry, we take it one by one. First, you we need to assess read the Red Maple Leaf free eBook...Click to request for a copy at the side bar. You can also email me your questions or post a comment at the ASK ME page.

      IELTS is just one of the factors of eligibility. There is a point system and you need to know that as explained in the eBook.

      Visit the RESOURCES page for all the important links and tools you need for FSW.


      Delete
  9. Hello po kuya Ben, if I list out my job description and let my manager sign and attach his business card, like what you've mentioned in option 4, do I still need to notarize the document?

    ReplyDelete
    Replies
    1. Since your Manager can sign the COE, make two or more original copies of it. Submit one to Canada and keep the others for future use. No need to send a notarized copy.

      Delete
  10. Hi Ben,

    I have letters as per CIC requirement from all companies I have worked. I want to add last 3 month payslip from each company and staple to that letter. what do u say?

    thanks

    ReplyDelete
    Replies
    1. Yes, since they are all related documents, you can staple it.

      Delete
  11. Hi Ben,
    If the company I used to work for has changed its name and it is actually under new managment: Can I still use a reference letter they gave at the time I worked there. It has been 7 year since I left this job. I did not get any contract at all. The letter says when my employment commenced, annual salary and full time position. I have payslips and tax certificate. A supervisor I worked with is not working there anymore. What would you suggest?Get an affidavit ?
    Thanks Vosi

    ReplyDelete
    Replies
    1. You can try to approach the new HR personnel and ask for a new one since they are still in operation. Show your previous COE.

      Delete
  12. Hi Kuya Ben,

    First of all thank you for your post, it gives hope for those who are in the same situation as yours.
    But in my case , I had worked in Taiwan for 4 years in two different company, They gave me a COE which only have my name, position and the length of service as Taiwan standard for COE.

    I am struggling to get hold of the HR through email at the moment. Can you please advise me on what to do next if in case I am not able to get the required COE. Or if they give me a softcopy would that be sufficient? I am now currently residing in Singapore with permanent residence status.

    The only supporting documents that I can attach with those two previous employments are photo copies of my original ID's, which I had duplicated before I left Taiwan as souvenir.

    Would those COE and ID's be sufficient?

    Please advise.

    Thanks,

    ReplyDelete
    Replies
    1. HI, you need to provide the job description(JD) as it is the basis for your occupation in the NOC code. Ask them to mail your signed COE with the JD.

      Delete
  13. Hello Ben,

    For item 4 document 1, does it need to be notarized?

    Thanks!

    ReplyDelete
    Replies
    1. There's no need for it to be notarized. Just let your superior sign and best is to attach his/her business card.

      Delete
  14. Hi Ben
    My Company wont provide me a Experience Letter. I have stated my duties and responsibilities in Company Letterhead and got it signed by my Manager and notary public. I have also attached his Business card , my appointment letters , last one year Paystub and 3 years Tax Returns. Is it sufficient? Could you also send me a copy of Experience letter stating duties and responsibilities for reference. Thank for your consideration.

    ReplyDelete
  15. Hi Ben, Thanks for this post, it really helps.

    First of all the link you shared in 1 of the interactions about NOC 2011 matrix is not working.

    Now, the issue. I have worked for 4 companies;

    My first company (Exp 1.5 yrs), second (Exp 1 yr) & 4th (Exp 10 Months) company experience is related to the Eligible occupation (NOC) list of the Canada FSW. The issue here is, all of the companies are MNC's and are not ready give a diff format from their standard work exp certificate format, which I already have, which I took at the time of leaving the company; now the question is:

    1. Do I need to get the latest dated exp certificate as all are dated during the time I left the companies?
    2. If I can use the old certificates, do I need the visiting card of those people who signed the letters then? or Do I get latest dated certificates & their visiting cards?
    3. Do I need to attach my own visiting card of that time?
    4. the 3rd company (which does not come under the eligible occupation list, which was my most experience of 3 yrs, do I need latest dated exp certificate of that also?)

    Please do reply!

    Thanks in Advance!
    SV

    ReplyDelete
  16. Hi Ben,
    Thank you so much for all your help! Do you have any sample of affidavit that company is closed? Thanks!

    ReplyDelete
    Replies
    1. HI Grace, I don't have a sample affidavit. Sorry!

      Delete
  17. thank you for the insight. Can you please send me sample.

    ReplyDelete
    Replies
    1. You can find it at the RESOURCES page above.

      Delete
  18. Hi Ben,

    thanks a lot for the info much appreciated!

    Can I ask for a sample of Certificate of Employment?
    Do you have any idea, what is the name of Certified Assisting Body for Accountants?

    thanks.

    ReplyDelete
    Replies
    1. Please go to the RESOURCES page above for the copy of COE.
      Certifying Body for Accountants

      Delete
  19. Thanks a lot Ben, just got it.

    Yeah, that's right (thanks for the correction) May I know the particular name?

    ReplyDelete
  20. Hi Ben,
    Are the payslips really necessary? Is there any alternative for these because the clinics i worked in before did not give any. And the payslips i had from the other clinic are now gone.

    ReplyDelete
  21. Hi Ben,
    Are the payslips really necessary? Is there any alternative for these because the clinics i worked in before did not give any. And the payslips i had from the other clinic are now gone.

    ReplyDelete
    Replies
    1. Please check the requirement if it says MUST or SHOULD Provide. If it does you need to. If it says MAY, it's just an option, so you can just provide a copy of your COE with the details of your salary and provide a job contract/agreement document.

      Delete
  22. Hi Sir Ben!

    Your blog is heaven sent!
    I was sent an Invitation to apply as an immigrant to Manitoba Canada about 2 weeks ago.
    I'd like to ask if its really necessary to have my coes authenticated by the dfa before i submit them for application. I am worried since I only have 6 weeks left to gather my requirements and autheticating my documents at the dfa would take since i live in cebu.

    Thanks!

    ReplyDelete
    Replies
    1. You're welcome Rodora! It's good to know that you have the invitation. COEs are original and it was not required by CIC to be authenticated in DFA. Only follow the requirements from CIC. What I did is to send the original copy only.

      Delete
  23. I can't get a Coe from my previous employer because the company has a policy that they will only release a Coe once you finished the 2 year contract. Unfortunately I only served them for 1 year and 11 months.what should I do?another thing my present employer doesn't want to release a Coe and reference letter based on the format given by the Canadian embassy.The company has its own format and Many of the required information are not stated in the Coe that they have given me.what should I do?

    ReplyDelete
  24. This comment has been removed by the author.

    ReplyDelete
  25. Hello Ben!

    Do you have a Sample Cover Letter explaining why you think you are able to become economically established in Canada? I hope you can help me!

    Thanks in advance!

    Pia

    ReplyDelete
  26. Hello Ben,

    I have COE na for Australia application. kaso nakalagay talga sa COE is "this request is for her Australia MIgration.." can I use the same CoE?

    ReplyDelete

Ben Alagnam - MeMovingToCanada