INSERT DEPARTMENT NAME
Sample Approval Template for Promotional Items and Volume Printing
Fiscal year _____________________ Quarter ______________
As stipulated in the Communications Policy of the Government of Canada’s Procedures for Publishing, heads of communications approve volume printing and the development, production, acquisition,
distribution and use of promotional items. This template is an optional tool that has been developed to facilitate the approvals of volume printing and promotional items.
Note:
The approval of the Minister is required when volume printing does not align with one of the situations in requirement 6.3.3 of the Procedures for Publishing. See page 2 for requirements
related to volume printing and promotional items.
Product
(communications
product and/or
promotional item)
Approved by
Description and Rationale
Date
Identify which situation in
requirement 6.3.3 is being met to
undertake volume printing
Deputy Head
Director General of
Communications
Minister
Head of Communications
Minister or the person designated in Schedule VI (Part III, Column II) of the Financial Administration Act
Attach all relevant documentation (e.g. communications strategy, distribution plan, etc.)

Printing costs for
communications
products
Costs for
promotional
items
When the Minister requests volume printing the following additional approvals
are required:
Manager

Quantities
Distribution
cost
Warehousing
cost
INSERT DEPARTMENT NAME
or designate
Quick reference
For all requirements refer to the Procedures for Publishing
Heads of communications or their designates are responsible for:
6.3.1
6.3.3
Approving the development, production, acquisition, distribution and use
of promotional items
Ensuring that their department undertakes volume printing only in the
following situations:
a) a printed version is specifically required under legislation, regulations
or parliamentary procedures;
b) the product informs the public about key information related to
health, safety or security issues;
c) a printed version is required to meet the specific needs of the target
audience;
d) the size of format of the product does not allow for printing using
commonly available printers;
e) an existing contract for printing, warehousing or distribution services,
put in place prior to this Procedures taking effect, cannot be cancelled,
or the costs of cancelling the contract exceeds the benefits; or
f) the Minister or the person designated in Schedule VI (Part III, Column
II) of the Financial Administration Act requests the printing.
Definitions
Communications product—in the context of the Procedures for Publishing, any
product produced by or on behalf of the Government of Canada that informs the
public about policies, programs, services, and initiatives, as well as dangers or
risks to health, safety or the environment. Communications products can also aim
to explain the rights, entitlements and obligations of individuals. Communications
products can be developed for a variety of mediums such as print, electronic and
recording. Communications products include, but are not limited to publications,
news releases, posters, pamphlets, brochures, bookmarks, fact sheets and
presentation decks. Advertising is not considered a communications product in
the context of these procedures.
Promotional items—in the context of the Procedures for Publishing, novelties,
mementoes, merchandise, gifts and other giveaways used to promote a program,
project, service or initiative.
Volume printing—a large, pre-determined number of printed communications
products, including publications, that requires warehousing. Also referred to as a
print run.