For submit a client, I create a cover letter which I submit with each document set. I use a recognizable naming convention for my documents or document set.
I use the description field for reference purposes only. I keep the description to one to three short sentences. The description field is used for the electronic routing purposes only.
Each CRA Tax Center has someone who routes the documents to a work group such as -
T1 processing current year,
T1 processing prior years,
T1 Adjustment processing,
T1 specialty services (address change, marital status change, etc)
T1 pre and post assessment review
T1 Voluntary Disclosure Program
T1 Taxpayer Relief Program
T1 compliance
T1 matching
etc
T2 employer services
T2 processing
T2 review or audit
T2 compliance
CRA trust examiner review - T4 and GST/HST
Corporate Voluntary Disclosure Program
etc
So, the description field is used to route your request the correct Tax Center or Tax Services Office, and, to the correct program or processing unit, and/or to the correct individual or queue.
COVER LETTER
My cover letter is in hybrid memo format. It includes client name, tax entity name, tax year or years affected, CRA routing info, CRA reference number if applicable. Body contains executive summary, list of attachments, my signature, often my client’s signature, request for CRA action, and executive summary of key details.
ATTACHMENTS
CRA Forms
CRA Returns
Client supporting documents
Tax organizer info if relevant
Working papers or reconciliations if relevant and/or required.
NAMING CONVENTIONS
Tax entity name, deliverable, tax year, reference number, CRA routing.
Smith, John, T1 2018, CRA-WTC, post assessment review, TBxxxx,
Smith, John, RC325, CRA-WTC, T1 specialty services, address change, years 2018-2019,
ABC Corp, T2 2018, CRA-WTC, attn John Doe, audit or review type, reference,
This works for me.