Before you request time on a public calendar, settle three things inside your team. Decide on the single outcome you want from the meeting. Choose the office that actually owns that outcome and state why. Pick one proof point that shows you are ready, such as a pilot, a customer reference, a certification, or a short result that reduces risk. Once there is agreement on these items, everything else becomes easier to write and easier to say.
Canada’s system rewards the right ask in the right lane. Trade and investment work often belongs with the Trade Commissioner Service at Global Affairs, Invest in Canada, and provincial investment offices. Programs and funding frequently sit with Innovation, Science and Economic Development and the regional development agencies such as FedDev Ontario, PrairiesCan, PacifiCan, CED, ACOA, and CanNor. R&D and commercialization support can involve the National Research Council programs like IRAP, as well as universities and innovation centres. Procurement at the federal level is handled through Public Services and Procurement Canada and the CanadaBuys platform, with buying also taking place at provincial and municipal levels. Economic development offices at the city or province can be the right place when you need a site, a pilot, or help with permitting. If your request matches the mandate, officials can move it forward.
Public officials read a lot in very little time. A clear one pager keeps everyone aligned and sets a professional tone. Open with your organization and contacts. Describe your offer in one or two sentences. Explain why the office you chose is the correct counterpart, using the language of its mandate. State the specific outcome you seek for this meeting. Add short context on stage, partners, locations, and timing. List one or two readiness signals such as pilots, customers, certifications, or IP status. If privacy, security, or export controls are relevant, add a single line that shows awareness. Keep links and attachments to the essentials. Date the document and avoid marketing language.
Many outcomes require more than one office. A simple map helps people route your request without confusion. Identify the policy owner, the delivery unit that runs the program, and any procurement or funding counterparts who may need to be informed. Note whether a provincial ministry or a city office should be looped in. A small diagram with names and roles is enough.
Canadian meetings move well when the structure is visible and the tone is respectful. Arrive a few minutes early and confirm the agenda. Open with a thirty second summary and the outcome you seek. Keep answers short and factual. Offer follow up notes when a topic requires depth. Write the next steps before the room breaks, including an owner, an action, and a date. If lobbying or procurement rules apply, follow the guidance of officials and keep the discussion strictly informational.
Momentum is built in the follow up. Send a short recap within two business days that lists the owners, the actions, and the dates you agreed. Attach the one pager and only the documents you promised. Propose a sensible window for the next touchpoint and note who should attend. Keep messages plain and easy to scan.
Plain language earns trust. Evidence carries more weight than adjectives. Respect official languages where appropriate and offer materials in English and French when needed. Be ready to answer where data lives and how it is protected. Show how your request aligns with programs or policies that already exist. These cues lower the cost of saying yes.
Preparation and a clear mandate reduce friction in the Canadian system. A short brief, a single outcome, and a record of next steps help officials route you to the right colleagues and create a trail that others can act on later. The goal is simple. Make it easy for the right people to agree on a next step that fits their remit.
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