Follow-up to port of entry (POE) violation reported by an importing country/ Annex Y
Letter template (Licence holder's letter)
(Establishment Letterhead)
(Date of letter)
(Name of responsible CFIA inspector and title)
Canadian Food inspection Agency
(Address)
(Salutation, for example, Dear Dr. XXXX)
RE: (Subject of the letter – for example, Response to POE Violation, FSIS Case Number # XXXXXXX)
Body of letter must include information on the different components of a CAP including:
Description of the POE violation
- reference the foreign competent authority's POE violation file number
- provide a description of the shipment found in violation (for example, description of product, size of shipment, shipment date, return date, export certificate number, etc.)
Description of immediate or short-term corrective measures
- describe when the licence holder was notified of the POE violation
- describe immediate actions taken to address the violation and to ensure that no additional product implicated in the violation will not be exported to the country (for example, stopped production and shipments of product to the foreign country, record review to identify all affected products)
- describe measures taken on affected or potentially affected product (for example, inspection of returned load, placed on hold until final disposition is determined)
- identify those responsible for taking immediate measures
Identification of root cause(s)
- describe investigation conducted to identify the root cause, and the cause/probable cause of the violation (for example, review of production records, monitoring and deviation records, follow-up with suppliers, etc.)
- identify individuals (for example, the position title and not proper names) involved in conducting the investigation
- if the root cause was traced back to a supplier, describe follow-up action with the supplier
Description of corrective and preventive measures
- describe corrective and preventive measures to be taken to prevent recurrence of the violation
- establish a date of completion for each measure, and identify those responsible for implementing corrective and preventive measures
- indicate/describe section(s) of the HACCP based PCP that was updated, as part of corrective and preventive measures
- if the root cause was traced back to a supplier, describe the corrective and preventive measures implemented by the supplier to address the root cause
Description of activities conducted/planned to verify the effectiveness of corrective and preventive measures
- describe temporary procedures, tests or other evaluations to determine the effectiveness of the measures taken to correct the problem (for example, onsite assessment of corrective measures taken, temporarily increasing sampling or frequency of monitoring an activity, etc.)
- if corrective and preventive measures are not fully implemented as of the date of the operator's letter, identify those that have been implemented and those that are still outstanding and the reason(s) why
- if the root cause was traced back to a supplier, describe actions taken to verify the effectiveness of the supplier's corrective and preventive measures. A separate letter from the supplier outlining their action plan may be necessary.
Concluding paragraph
- should reiterate the operator's commitment to addressing the POE violation and meeting foreign country import requirements
(Closing)
(Signature of responsible company representative)
(Name and title of responsible company representative)