Payroll registers, T4 slips, remittance records and bank deposits establish continuous employment even without a letter. A current letter from the company can summarize them, but it should be backed by the underlying records.
Reconstruct the year from documents that already exist
Small manufacturers often have no HR file, but they have a payroll system, and that is enough. Print the payroll register for the thirty-six months before the intended filing date and mark the continuous twelve months relied on. Add the T4 slips for those years, the Canada Revenue Agency remittance summaries and, if available, the manager’s original hiring memo or a board minute appointing her.
Then write a letter, signed by an officer other than the manager herself, that describes her title, dates, reporting lines, staff supervised and decisions made during that year, and cross-references the attached records. If the company changed its legal name or amalgamated during the period, include the certificates so the employment is traceable through the change. Any U.S.
visits during the year should be listed with dates and purposes; they do not count toward the year, but they do not interrupt it, and listing them shows the record is complete. A first review produces a dated employment table that links each claimed month to payroll, tax, and corporate records. Hypothetical example: a sailcloth manufacturer wants to transfer its Canadian production director after an amalgamation changed the employer’s name.
The amalgamation certificate, pay records, and board resolution together settle continuity; a current business card does not. Gather those records in date order before anyone writes a broad narrative about long service.