2015-2016 Part III - Departmental Performance Report (DPR)

Summary of Executive Correspondence Services Activities in 2014-15

Services to the Prime Minister:
Management of correspondence1 Type of documents Paper E-mail Total
Incoming General 20,532 180,319 200,851
Priority2 6,640 N/A 6,640
Other 9,063 1,866 10,929
Request for greetings certificates N/A 45,328 45,328
Total: 36,235 227,513 263,748
Outgoing Replies sent 6,953 30,687 37,640
Special outgoing3 N/A 140 140
Greetings certificates sent 40,541 N/A 40,541
Total: 47,494 30,827 78,321
Management of phone calls Phone calls received and processed 12,729
Management of mail campaigns Write-in campaigns, petitions, carbon copies, junk mail, spam, unsolicited mail, mass mail out4 1,453,110
Services to PCO Ministers:
Management of correspondence   Incoming Outgoing
President of the Queen’s Privy Council for Canada and Minister of Intergovernmental Affairs5 543 66
Leader of the Government in the House of Commons5 354 58
Minister of State for Democratic Reform5 566 126
Minister of Youth5 68 2
Minister of Intergovernmental Affairs5 5 0
Minister of Democratic Institutions55 1,020 530
Total: 2,556 782

The total of 1,719,414 pieces of correspondence processed, mentioned on page 33, is the sum of total incoming correspondence to the Prime Minister (263,748), management of mail campaigns (1,453,110) and total incoming correspondence to PCO Ministers (2,556), as provided in the above table.

  1. There is a variance between the correspondence received and the correspondence sent because of the nature of the correspondence (e.g. thank you and congratulations letters; other messages that do not require a response or for which it would be inappropriate to respond; duplicates of correspondence received in various formats as well as requests for greetings received more than once for the same event).
  2. Priority email is processed as paper mail and is included in the paper mail total for priority mail.
  3. This category is comprised of special letters or emails sent that are not produced in response to initial incoming correspondence (e.g. Invitations to the Speech from the Throne).
  4. These documents are read, analyzed and tabulated to identify possible threats or share information with appropriate stakeholders.
  5. Includes paper mail and email.