Use accurate records of the people, systems and contracted support that perform the function’s routine work, together with the applicant’s actual authority.
Make the operating model verifiable
Explain who processes orders, gathers quotations and administers suppliers, and which decisions belong to the manager. An organizational chart should agree with genuine employment and service records. Do not portray planned resources as already active or assume that naming a support provider proves the applicant is relieved of routine duties.
The Canadian side can use recent contracts, financial statements or tax filings; the new U.S. entity instead needs evidence such as incorporation records, sufficient secured premises, capitalization, a bank account and a credible operating plan showing its ability to commence business. Government records of admission and prior approvals usually arrive first and fastest; employer records — assignment letters, payroll by jurisdiction, internal transfer notices — take longer and often need a request routed through a former manager who has since moved on. The records that prove rather than describe are payroll statements, employment contracts and amendments, transfer and secondment letters, leave approvals, resignation and rehire letters, pension or social insurance records, and passport pages showing entries and exits.