A DEI statement is one of those things organizations know they need but often struggle to write well. Whether you’re responding to a government RFP, applying for grant funding, or updating your careers page, the request for a diversity, equity, and inclusion statement keeps showing up.
The good news: a strong DEI statement doesn’t require corporate jargon or lofty promises. It requires clarity about what your organization actually does to support an inclusive workplace.
This guide walks through when Canadian organizations need a DEI statement, what makes one effective, and provides templates you can adapt for different contexts.
Key takeaways
- DEI statements serve different purposes depending on context: compliance, funding applications, talent attraction, or vendor requirements each call for a different approach.
- Effective statements are specific, action-oriented, and authentic to your organization’s voice.
- Canadian organizations should address the four designated groups under the Employment Equity Act and consider Truth and Reconciliation commitments where relevant.
- A statement is a starting point. Connecting it to measurable goals is what makes it meaningful.
When Canadian organizations need a DEI statement
The “DEI statement template” search query tends to spike at predictable times: proxy season preparation in late winter, grant application deadlines in Q1, and fall hiring pushes. Understanding why organizations search for this term helps clarify what you actually need.
- Federal contractors with 100 or more employees bidding on contracts worth $1 million or more must commit to employment equity under the Federal Contractors Program. This goes beyond a simple statement, but a clear articulation of your DEI commitment is typically required in the application process.
- Publicly traded CBCA corporations must provide annual diversity disclosure in their proxy circulars. Since January 2020, Corporations Canada has required disclosure on the representation of women, Indigenous peoples, persons with disabilities, and members of visible minorities on boards and in senior management.
- Grant applicants increasingly encounter DEI requirements in funding applications. Many Canadian foundations and government funding programs now ask organizations to demonstrate their commitment to inclusion, particularly when the work involves community impact or public benefit.
- Organizations bidding on provincial and municipal contracts may face evaluation criteria that include DEI policies and practices. While requirements vary by jurisdiction, the trend toward incorporating inclusion metrics in procurement scoring continues to grow.
- Employers competing for talent recognize that candidates evaluate workplace culture before applying. Research from Glassdoor indicates that 76% of job seekers consider workplace diversity an important factor when evaluating companies and job offers.
- Suppliers to large enterprises often need to provide DEI statements as part of vendor onboarding. Many corporations now include supplier diversity requirements in their procurement processes.
If you’re unsure whether you need one: if you’re bidding on government work, applying for funding, hiring in competitive markets, or selling to enterprise clients, you likely do.
What makes a DEI statement effective
The difference between a forgettable DEI statement and one that actually communicates something useful comes down to a few principles.
- Be specific over generic. Statements that could apply to any organization (“We value diversity”) say nothing meaningful. Statements that reflect your actual workplace (“We’ve partnered with [specific organization] to recruit from underrepresented communities in [your industry]”) demonstrate real commitment.
- Focus on actions, not just beliefs. What you believe matters less than what you do. Strong statements describe concrete practices: how you recruit, how you develop employees, how you measure progress. Weak statements describe values without evidence.
- Keep it proportional. A careers page statement might be 75-150 words. A grant application might require 200-300 words with specific examples. Match your length to the context and the depth of information requested.
- Stay authentic to your organization’s voice. If your company culture is casual and direct, your DEI statement shouldn’t suddenly sound like a legal document. The statement should feel like it comes from the same organization that wrote the rest of your materials.
- Acknowledge where you are in the journey. Organizations at different stages of DEI maturity should write different statements. If you’re early in developing inclusive practices, say so. Pretending to be further along than you are will create credibility problems.
Common mistakes to avoid
- Copying competitors verbatim. Beyond the obvious issues, borrowed language often doesn’t reflect your actual practices. Reviewers can tell.
- Making claims you can’t support. If your statement says you have industry-leading parental leave but you offer the statutory minimum, you’ve created a trust problem.
- Ignoring the Canadian context. References to the four designated groups under the Employment Equity Act, acknowledgment of Truth and Reconciliation, and attention to provincial human rights frameworks signal that your organization understands the local landscape.
- Using empty superlatives. “World-class,” “best-in-class,” and “industry-leading” are red flags unless you have evidence. Specificity is more convincing than adjectives.
DEI statement templates by use case
The following templates provide starting points. Adapt the language, examples, and specifics to reflect your organization’s actual practices and context.
Template A: Careers page and job postings
Purpose: Attract diverse candidates and signal inclusive culture
Tone: Welcoming, clear, direct
Length: 75-150 words
[Organization name] is committed to building a team that reflects the diversity of the communities we serve. We actively encourage applications from people of all backgrounds, including women, Indigenous peoples, persons with disabilities, members of visible minorities, and individuals of all gender identities and sexual orientations.
We provide accommodations throughout the hiring process for applicants who require them. If you need an accommodation, please contact [email/contact] and let us know how we can help.
[Optional: Add one specific practice, such as “Our interview panels include diverse perspectives” or “We use structured interviews to reduce bias in our selection process.”]
Template B: Grant applications
Purpose: Demonstrate organizational commitment to DEI as part of funding eligibility
Tone: Professional, evidence-based, specific
Length: 150-250 words
[Organization name] integrates diversity, equity, and inclusion into our operations, governance, and program delivery.
Governance: Our board includes representation from [specific communities relevant to your work]. We review board composition annually against diversity goals established in [year].
Hiring and employment: We recruit through channels that reach underrepresented candidates, including [specific job boards, partnerships, or outreach programs]. Our hiring process includes [specific practice, such as blind resume review, structured interviews, or diverse hiring panels].
Program delivery: [Describe how your programs or services incorporate inclusive practices or serve diverse communities. Be specific about populations served and how you ensure equitable access.]
Accountability: We [collect demographic data / conduct climate surveys / track representation metrics] and report progress to our board [annually/quarterly]. In [recent year], we [specific achievement, such as “increased representation of persons with disabilities in our workforce by X%” or “expanded programming to reach X community”].
We recognize that building an inclusive organization requires ongoing effort. We are committed to continuous improvement and welcome feedback from the communities we serve.
Template C: Government RFPs and procurement
Purpose: Meet evaluation criteria related to diversity and employment equity
Tone: Formal, compliance-focused, specific
Length: 150-300 words
[Organization name] maintains policies and practices that support diversity, equity, and inclusion in our workforce and operations.
Employment equity: We are committed to equitable representation of the four designated groups under the Employment Equity Act: women, Indigenous peoples, persons with disabilities, and members of visible minorities. [If applicable: “We are a certified Federal Contractors Program employer” or “We submit annual workforce reports to [relevant authority].”]
Recruitment and hiring: Our hiring practices include [specific practices such as: posting positions on diversity-focused job boards, using competency-based assessments, ensuring diverse interview panels, providing accommodations for candidates who request them].
Workplace inclusion: We provide [specific supports such as: accessibility accommodations, flexible work arrangements, employee resource groups, regular inclusion training]. Our policies prohibit discrimination and harassment, and we maintain clear reporting procedures.
Supplier diversity: [If applicable: “We actively seek to include diverse suppliers in our procurement processes” or describe your approach to supply chain diversity.]
Measurement and accountability: We track workforce demographics and review progress against established goals [annually/quarterly]. [If you can share: “Our current workforce includes X% women, X% visible minorities, X% Indigenous peoples, and X% persons with disabilities.”]
We are prepared to provide additional documentation on request.
Template D: Corporate website or about page
Purpose: Communicate values to stakeholders including customers, investors, and partners
Tone: Brand-aligned, values-forward, accessible
Length: 100-200 words
At [Organization name], we believe that diverse teams make better decisions and build better [products/services/outcomes].
We’re working to build a workplace where people from all backgrounds can contribute their best work. That means [2-3 specific practices, such as: “recruiting beyond traditional networks,” “providing mentorship programs for underrepresented employees,” “measuring inclusion through regular employee feedback”].
We also recognize our responsibility to the broader community. [Include relevant commitment, such as: “We acknowledge that our offices are located on the traditional territory of [Nation] and are committed to supporting reconciliation through [specific action]” or “We partner with [organizations] to create opportunities for [specific community].”]
We’re not perfect, and we know this work is ongoing. We share our progress in our [annual report / DEI report / relevant publication] and welcome feedback from our employees, customers, and community.
Template E: Vendor and supplier applications
Purpose: Meet enterprise client requirements for supplier diversity and inclusion
Tone: Professional, concise, factual
Length: 100-150 words
[Organization name] is committed to maintaining an inclusive workplace and supporting diversity in our industry.
Ownership and leadership: [If applicable: “We are a [certified diverse supplier: women-owned, Indigenous-owned, etc.]” or describe leadership diversity.]
Employment practices: We maintain non-discrimination policies covering all protected grounds under Canadian human rights legislation. Our workforce includes [general statement about diversity or specific metrics if comfortable sharing].
Inclusive practices: We provide workplace accommodations, maintain accessible facilities, and ensure equitable treatment in hiring, compensation, and advancement.
Relevant certifications: [List any certifications such as CAMSC, WBE Canada, CCAB, or industry-specific diversity certifications.]
We are happy to provide additional information about our DEI policies and practices on request.
Canadian-specific considerations
DEI statements for Canadian organizations should reflect the distinct legal and cultural context.
The four designated groups
The Employment Equity Act identifies four designated groups: women, Indigenous peoples (First Nations, Inuit, and Métis), persons with disabilities, and members of visible minorities. Federally regulated employers and federal contractors are required to work toward equitable representation of these groups. Even if your organization isn’t legally required to report on these categories, referencing them demonstrates awareness of Canadian frameworks.
Truth and Reconciliation
Many Canadian organizations now include acknowledgment of Indigenous territories and commitments related to the Truth and Reconciliation Commission’s Calls to Action. If you include such acknowledgment, ensure it connects to genuine action rather than performative language. Empty land acknowledgments without accompanying commitments can do more harm than good.
Provincial human rights legislation
Each province has human rights legislation protecting additional grounds beyond federal law. Be aware of the protected characteristics in your jurisdiction and ensure your statement doesn’t inadvertently exclude relevant groups.
How Canada differs from US approaches
Canadian DEI policy emphasizes inclusion and systemic barrier removal rather than numerical quotas. The legal framework explicitly supports ameliorative programs designed to address disadvantage. This means Canadian organizations can and should be proactive about diversity initiatives without the legal uncertainty that has affected US employers following recent court decisions.
According to legal analysis from Torys LLP, Canadian employers “remain broadly supportive of DEI programming and initiatives” and there is “no legal requirement in Canada to scale back DEI efforts.”
From statement to action
A DEI statement describes your commitment. What happens next determines whether that commitment means anything.
- Connect your statement to measurable goals. If you say you’re committed to increasing representation, what’s your target? By when? How will you track progress?
- Review and update annually. Your statement should reflect your current state, not your 2020 aspirations. As your practices evolve, your language should too.
- Collect the data you need. You can’t demonstrate progress without measurement. This typically means voluntary self-identification surveys, regular inclusion assessments, and tracking representation at different levels of your organization.
- Close the gap between statement and experience. Employees and candidates will compare what you say to what they experience. The fastest way to undermine a DEI statement is to write something aspirational while tolerating a workplace culture that contradicts it.
Conclusion
Writing a DEI statement comes down to answering a straightforward question: what does your organization actually do to support an inclusive workplace?
Match your statement to its purpose. A careers page needs welcoming, accessible language. A government RFP needs compliance-focused specificity. A grant application needs evidence of commitment and impact.
Be honest about where you are. Organizations at different stages of DEI maturity should write different statements. Authenticity is more compelling than aspiration.
And remember that the statement is a starting point. What matters is whether your practices reflect what you’ve written.
Diversio helps organizations measure inclusion, benchmark against industry peers, and track progress toward DEI goals. Book a strategy call to learn how data can support your DEI commitments.
