Food Investigation Response Manual
Appendix 4B - Standardized CFIA Letter to Distributors Requesting Recall Action

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(Address of Distributor)

Attention: (Name of Distributor Contact)

RE: Recall of (brand name and common name of affected product. Where there are several products, state a general description, e.g. product type) Dear (Name of Distributor Contact):

As per our conversation on (date of conversation), (name of recalling firm) is conducting a recall of the above-noted product(s). The details of the recall are as follows:

Recall Classification: (I, II, or III. Include "with a Public Warning" where applicable) Depth of Recall: (distributor, institutional, retail, consumer)

Reason for Product Recall: (state the reason, e.g. undeclared milk protein, and the name of the legislation and section of the legislation to which the product is in contravention)

Product(s) Recalled: (brand name, common name, size, lot code)

Action to be taken on recalled product: (state the agreed upon action, e.g. re-labelling, reworking, etc.) upon approval and verification by the CFIA. All returned products will be segregated from other products in order to prevent inadvertent use of shipment of the recalled product back to the market.

(Name of Recalling Firm)'s records indicate that your firm is a distributor of the product subject to recall action. Therefore, it is expected that you will prepare a notice of recall for review by the CFIA, produce a list of accounts who received the product in the (time period, e.g. last year, last 3 months, etc.), and immediately advise each account in writing, if possible, of the recall and the action to be taken on the product. An example of a Notice of Recall to be sent to your accounts is attached. It is expected that the list of accounts be forwarded to the undersigned by (date). This list should include the following information for each account:

  • firm name
  • street address, unit number, city/town, province
  • telephone number
  • name of contact
  • date product was shipped to the firm
  • amount of product shipped

As discussed, we expect that your firm will maintain records confirming that each account was contacted including:

  • the date contacted, the method of contact, e.g. by telephone, fax and/or E-mail, and the name of the contact
  • the amount of product on site at each account at the time of the recall
  • the action taken by each account, e.g. returned product to your firm's warehouse, returned directly to the recalling firm, etc.

This information should be summarized in a report and forwarded to the undersigned by (date). Any problems experienced during the recall should be addressed with corrective actions to prevent future occurrences.

Canadian Food Inspection Agency staff will be contacting a selected number of accounts to verify the effectiveness of the recall. If you require any additional information, please contact the undersigned at (phone number).

Yours truly,

(Name of Responsible Inspector)

Attachment: Notice of Recall Template

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