A Canadian Character Reference Letter is a formal written document provided by a person who knows the subject individual well and can attest to their moral character, community standing, and personal qualities. In the Canadian legal context, character reference letters are most commonly submitted during sentencing proceedings in criminal courts to assist the judge in determining an appropriate sentence under section 718 of the Criminal Code (R.S.C. 1985, c. C-46).

Canadian courts operate at three levels: Provincial or Territorial Courts, which handle the majority of criminal cases; Superior Courts (known as the Court of Queen's Bench in some provinces, the Supreme Court in British Columbia and the Yukon, or the Superior Court of Justice in Ontario), which hear more serious criminal matters; and the Federal Court, which handles matters related to federal legislation. Character reference letters may be submitted at any of these levels during sentencing proceedings.

The fundamental purpose of sentencing in Canada, as set out in section 718 of the Criminal Code, includes denunciation, deterrence, separation of offenders from society where necessary, rehabilitation, reparations to victims and the community, and promotion of responsibility and acknowledgment of harm. Character reference letters contribute primarily to the court's assessment of the offender's prospects for rehabilitation and reintegration into society. Under section 718.2, the court must consider all relevant aggravating and mitigating factors, and a strong character reference from a credible source can serve as a mitigating factor during sentencing.

A Canadian Character Reference Letter is needed whenever an individual is facing court proceedings and wishes to present evidence of their good character to assist in the determination of sentencing or other outcomes. The letter is most commonly required during sentencing hearings in criminal proceedings, where defence counsel may submit character references as part of the sentencing submissions under section 723 of the Criminal Code.

Character references may also be used in bail hearings to support an application for release under section 515 of the Criminal Code, where the court must consider whether the accused will attend court, whether their detention is necessary for public safety, and whether release would undermine public confidence in the administration of justice. A strong character reference can help establish the accused's ties to the community and their reliability.

In immigration proceedings before the Immigration and Refugee Board of Canada (IRB), character references may be submitted to support an applicant's claim for refugee protection, to oppose a deportation order, or to support a humanitarian and compassionate grounds application under section 25 of the Immigration and Refugee Protection Act (S.C. 2001, c. 27). In family law proceedings, character references may be relevant to custody and access disputes where the court must determine the best interests of the child under the applicable provincial family law legislation.

An effective Canadian Character Reference Letter must clearly identify the writer by full legal name, mailing address with Canadian postal code, email, phone number, and professional designation or occupation. The writer's credibility is a critical factor in the court's assessment of the reference, so establishing professional standing and community involvement enhances the letter's persuasive value.

The letter must be addressed to the presiding judge or justice using the proper form of address. In Provincial Court, the correct salutation is 'Your Honour.' In Superior Court, the correct form is 'Your Honour' or 'My Lord / My Lady' depending on the province. The letter should specify the full legal name of the subject person and clearly state the writer's relationship to that individual, including how long they have known each other and in what capacity.

The body of the letter should provide specific, truthful examples of the subject person's good character, acts of kindness, community involvement, volunteer work, or other positive attributes. Vague or general statements such as 'they are a good person' carry little weight with the court. Instead, the writer should describe concrete instances they personally witnessed that demonstrate the subject person's character.

The letter should express the writer's honest belief in the subject person's potential for rehabilitation and reintegration into society, consistent with the sentencing principles set out in section 718 of the Criminal Code. The letter should not comment on the facts of the case, attempt to minimize the offence, or make legal arguments. It should be respectful in tone, clearly written, and signed with the writer's full legal name and contact information.