Printing and mailing every T4A slip can feel old-fashioned—especially if your contractors live in different cities (or countries) and already do most of their work with you online.
It’s natural to ask:
“Can I just send T4A slips electronically instead?”
In many cases, yes—electronic delivery is allowed, as long as you handle it properly. This article walks through key concepts, practical options, and simple safeguards so you can modernize your T4A distribution without introducing unnecessary risk.
(Always verify the latest CRA guidance or speak with a professional for specific compliance requirements.)
Electronic vs paper: what’s the goal?
CRA’s core expectation is that recipients:
• Receive their slips in a timely way.
• Have access to all the information they need to file their returns.
• Can reasonably store or reproduce the slip if they need it later.
Electronic delivery is simply another way to achieve that, as long as:
• The slip content is correct.
• The method is secure and reliable.
• Recipients either consent to or are clearly informed about electronic delivery.
Common electronic delivery methods
Here are three widely used approaches:
1. Secure email attachments
• You generate the slip as a PDF.
• You send it via email, ideally with some security (for example, password protection).
• The contractor saves or prints the PDF for their records.
2. Client or contractor portal
• Slips are uploaded into a secure login area (for example, your portal or an accounting platform).
• Recipients log in and download their slips.
• You may send an email notification saying, “Your slip is ready in the portal.”
3. T4A-specific or payroll tools
• Tools like T4ASlip generate electronic versions of slips and may support organized distribution (for example, exporting PDFs or integrating with other systems).
• You standardize your entire process inside one platform.
Key considerations for electronic T4A delivery
1. Security and privacy
T4A slips contain sensitive information such as names, addresses, and sometimes SINs. When delivering electronically, think about:
• Encrypting PDFs or using password protection.
• Avoiding sending SINs in the body of an email.
• Using a secure portal or file-sharing method where possible.
2. Recipient consent and expectations
Some organizations prefer to:
• Inform contractors that slips will be delivered electronically.
• Give recipients a way to request paper copies if they prefer.
• Include messaging in their contractor onboarding materials about how year-end slips are delivered.
Clarity upfront reduces confusion later.
3. Recordkeeping
Electronically delivered slips should still be stored and backed up, just like paper ones. Make sure you:
• Keep copies of all slips in your records.
• Maintain a clear link between the slip and the contractor’s profile in your system.
• Have a plan to resend copies if someone loses theirs.
Practical workflow for electronic sending
A simple, repeatable process might look like this:
1. Generate all T4A slips as PDFs
• Using T4ASlip or your filing software, generate a batch of slips.
• Name files consistently (for example, “T4A_2025_ContractorName.pdf”).
2. Validate a sample before sending
• Open a few PDFs to confirm formatting, names, and amounts.
• Fix any template issues before sending the full batch.
3. Send via your chosen method
Option A – Secure email:
• Attach the PDF for each contractor.
• Use a consistent subject line (for example, “Your T4A Slip for 2025”).
• In the body, briefly explain what the attachment is and to store it safely.
Option B – Portal:
• Upload PDFs to each contractor’s account.
• Send a notification email with instructions on how to access the portal.
4. Track completion
• Maintain a simple log of when slips were sent or made available.
• Note any bounced emails, portal access issues, or resend requests.
Common questions and concerns
“Is electronic delivery acceptable to CRA?”
• Under many circumstances, yes—especially when slips are stored and delivered in a way that preserves accuracy and security. Always confirm current CRA rules and any consent requirements.
“What if someone doesn’t check their email?”
• That can happen with paper mail too. Your responsibility is to send the slip to the contact information you have on file and keep a record of having done so. Some organizations offer both electronic and paper on request.
“Do we need encryption or passwords?”
• While not always mandatory, using sensible security measures (encrypted PDFs, secure portals) is a good practice for protecting personal information.
How T4ASlip helps with electronic distribution
T4ASlip supports electronic workflows by:
• Generating slip outputs (for example, PDFs) that can be sent electronically.
• Centralizing contractor email addresses and details in one place.
• Helping you keep track of which slips have been generated and are ready to send.
Combined with your preferred email or portal setup, T4ASlip becomes the engine behind a smooth electronic distribution process.
Key takeaway
Sending T4A slips electronically is about more than just swapping paper for email. It’s about:
• Protecting sensitive information.
• Setting clear expectations with contractors.
• Using tools and workflows that allow you to deliver slips consistently and securely.
Get those basics right, and electronic T4A delivery becomes faster for you, more convenient for your contractors, and still aligned with CRA’s expectations for accurate, accessible information returns.