How to Apply to the Green Freight Program — Stream 1: Assess and Retrofit
The Green Freight Program — Stream 1: Assess and Retrofit (GFP, NRCan) offers Canadian organizations non‑dilutive funding to complete fleet energy assessments and install truck/trailer fuel‑saving retrofits. Applicants can receive up to 50% of eligible costs (device‑specific caps apply), with a maximum of $250,000 per applicant per fiscal year. This intake is continuous and first‑come, first‑served until March 31, 2027.
This comprehensive application guide explains who is eligible, what to prepare, and how to submit a compliant Stream 1 application. It also provides timelines, proof‑of‑payment rules, and common pitfalls to avoid. All details are presented in plain language to help you move from planning to submission with clarity and speed.
Overview of the Green Freight Program — Stream 1
Stream 1 supports two activity types:
Third‑Party Fleet Energy Assessments, and
Truck/Trailer Equipment Retrofits.
Key benefits and amounts:
Up to 50% of eligible costs for most devices (device caps apply).
Tires have distinct rates and caps: low rolling resistance dual tires at 20% (with an annual cap), and wide‑base tires at 30%.
Maximum $250,000 per applicant per fiscal year.
Continuous intake to March 31, 2027, subject to available budget on a first‑come, first‑served basis.
Important context:
A Fleet Energy Assessment must be completed before purchasing any retrofit devices. The assessment must analyze and recommend the device(s) you intend to claim.
Self‑assessments are acceptable for meeting the assessment requirement but are not reimbursable.
Third parties can no longer apply on behalf of applicants; an authorized representative of the applicant entity must submit and manage the application.
As of 2025‑12‑02, NRCan may reallocate annual funding ceilings with three months’ public notice. Confirm current details before submitting.
Eligibility Requirements
To qualify for Stream 1, your organization and vehicles must meet program rules. Use this checklist to self‑assess quickly.
Applicant eligibility (entity)
Operates in Canada.
Eligible entities include:
Companies (for‑profit)
Industry associations
Research associations
Standards organizations
Indigenous and community groups
Canadian academic institutions
Provincial, territorial, regional, or municipal governments, departments, or agencies (as applicable)
Fleet has one or more heavy‑duty vehicles for business use that are licensed and insured to operate in Canada.
Not eligible: Softwood lumber companies, and entities vertically integrated with softwood lumber companies.
Vehicle eligibility
Vehicles and/or trailers are in service and fall within eligible weight classes:
Class 2B: 3,856–4,536 kg GVWR
Class 3: 4,536–6,350 kg
Class 4: 6,350–7,257 kg
Class 5: 7,257–8,845 kg
Class 6: 8,845–11,793 kg
Class 7: 11,793–14,969 kg
Class 8: > 14,969 kg
Cargo vans, cutaway vans, and step vans for commercial use are eligible.
Off‑road vehicles for commercial purposes can be eligible; off‑road vehicles for recreational purposes are not.
Leased vehicles are eligible if you hold a valid lease and registration at the time of application and have legal authority to modify the vehicle or trailer. Short‑term rentals are not eligible unless the applicant is the primary owner.
Non‑eligible vehicles
SUVs and pickup trucks
Public transit and school buses
Off‑road vehicles used for recreational purposes
Newly purchased vehicles already equipped with the proposed retrofit device(s) at delivery
Vans that are not cargo, cutaway, or step vans for commercial use
Required Documents
Prepare a complete, well‑organized application package. Incomplete submissions are automatically rejected.
General documents for both activity types:
Applicant’s Attestation signed and dated by a duly authorized officer.
Documentation proving the legal status of the organization.
Copy of your Fleet Energy Assessment:
Completed before retrofit purchases.
Meets NRCan’s Basic or Enhanced criteria.
For third‑party assessments, include the required written rationale supporting why recommended technologies were selected and how the analysis was conducted.
Invoices and proof of payment:
Shows items paid in full.
If paid by line of credit or credit card, statements must show the charge and full payment.
Loans are not accepted as proof of payment until the loan is fully repaid.
Information to complete the online form:
Fleet profile and size
Description of the activities undertaken
Project timelines and completion dates
If applicable: disclosure of other government and industry funding sources for stacking calculations.
Additional documents for Truck/Trailer Equipment Retrofits:
Signed letter from the installer confirming project completion and payment.
The Device Purchase and Installation Table, completed accurately.
Proof of vehicle registration for each retrofitted asset.
Proof of other government or private funding (if applicable).
Document formatting and upload tips:
Follow portal naming and file‑size rules.
Upload only accepted file formats; compressed archives (e.g., ZIP) are not accepted.
Ensure scanned documents are legible and complete (all pages).
Step-by-Step Application Process
Follow these steps to submit a compliant Stream 1 application. The same application form is used for both activity types; the supporting documentation differs.
Step 1: Confirm eligibility
Verify that your organization operates in Canada and fits an eligible entity type.
Confirm your vehicles meet eligible classes and are licensed and insured.
Ensure you are not excluded (e.g., softwood lumber sector exclusions).
Step 2: Match your activity to Stream 1 funding
Decide whether you are applying for:
Third‑Party Fleet Energy Assessment funding, and/or
Truck/Trailer Equipment Retrofit funding.
Check device eligibility and caps for each retrofit category.
Step 3: Complete your Fleet Energy Assessment
If you do not already have one, complete a Fleet Energy Assessment:
Third‑party assessments are eligible for reimbursement if they meet Basic or Enhanced criteria.
Self‑assessments can be used to support retrofit claims but are not reimbursable.
Ensure the assessment explicitly analyzes and recommends the device(s) you plan to purchase and claim.
Step 4: Purchase and complete eligible activities (timing rules)
Only activities completed and paid in full on or after 2022‑12‑12 are claimable.
For retrofits, purchase and installation must occur after the assessment and align with recommended devices.
Retain dated invoices and proof of payment for all costs you intend to claim.
Step 5: Gather and complete required forms
Obtain and complete:
Applicant’s Attestation (signed and dated by an authorized officer).
Device Purchase and Installation Table (for retrofit claims).
Assemble supporting documents:
Legal status proof, assessment report, invoices, proof of payment, installer letter, registration documents, funding disclosures.
Step 6: Prepare the online application
Create or access your account in the application portal for Transportation and Fuels Decarbonization Programs.
Populate all mandatory fields in the Stream 1 online form:
Applicant contact must be an authorized representative of the applicant entity.
Provide clear project descriptions and timelines that align with invoices and assessment recommendations.
Upload each required document in the accepted file format.
Note: Third‑party entities cannot submit on behalf of applicants. Submissions must be made by an authorized representative of the applicant entity.
Step 7: Review for completeness and submit
Validate that your package includes:
Completed online form
All required attachments
Signed Applicant’s Attestation
Check for:
Device alignment with assessment recommendations
Accurate quantities, serial numbers (if applicable), and installation dates
Proof of payment that demonstrates items paid in full
Submit your application.
Step 8: Track status and manage additional submissions
You will receive an acknowledgement of receipt within five business days.
You do not need to wait for a decision on one application to submit another.
Keep your portal contact information current; decisions and clarifications are sent to the applicant representative listed.
Application Timeline
Intake period: Continuous, first‑come first‑served, until March 31, 2027 (as of 2025‑12‑02).
Activity timing: Only costs completed and paid in full on or after 2022‑12‑12 are eligible.
Fiscal‑year budgeting: The $250,000 per‑applicant maximum resets each fiscal year (April 1 to March 31), subject to program adjustments.
Acknowledgement: NRCan typically confirms receipt within five business days.
Processing time: Varies based on volume and completeness; complete, well‑documented files move faster.
Seasonality tip: Submitting before fiscal year end can help align with annual allocations; however, funding remains competitive until the program end date.
Tips for a Successful Application
Sequence matters: Complete your Fleet Energy Assessment before purchasing retrofit devices, and ensure the assessment recommends the exact devices you plan to claim.
Be device‑specific: Use the Device Purchase and Installation Table to match models, quantities, and serial numbers (if applicable).
Respect category caps:
Aerodynamics (examples): boat tails, side skirts, gap reducers, underbody fairings, wheel covers, splash guards, vented mud flaps — typically 50% up to a per‑device cap.
Anti‑idling: cab heaters (up to $2,000), cab coolers (up to $3,000), coolant heaters (up to $1,500).
APUs: diesel or electric, including electric paired with solar, up to $10,000 per device.
Tires: low rolling resistance dual tires at 20% up to $500 per tire (with an annual cap per applicant); wide‑base tires at 30% up to $2,000 per device (wheel/rim included).
Refrigeration: diesel‑electric up to $15,000; electric up to $12,000.
Telematics hardware: up to $700 per device (hardware only).
Proof of payment: Ensure documentation shows items paid in full. Credit card or line of credit payments must show full settlement. Loans are not accepted as proof until fully repaid.
Stacking transparency: Disclose all other public support. Total government funding generally capped at 75% of project costs; Indigenous organizations, Indigenous‑owned projects, non‑profits, and public entities may reach up to 100%.
Portal hygiene: Use accepted file formats, keep uploads legible, and avoid compressed archives.
Multiple submissions: If you run phased projects, submit additional applications without waiting for prior decisions, but keep documentation distinct and complete.
Common Mistakes to Avoid
Purchasing devices before completing an assessment that analyzes and recommends those devices.
Submitting an incomplete package (missing attestation, installer letter, registration proof, or proof of payment).
Using ineligible vehicles (e.g., pickups, SUVs, school buses, transit buses) or ineligible use cases (recreational off‑road).
Claiming self‑assessment costs (self‑assessments are not reimbursable).
Uploading unsupported file types or compressed archives (e.g., ZIP).
Listing a consultant or vendor as the primary contact; the listed contact must be an authorized representative of the applicant.
Not aligning claimed devices with the assessment’s recommendations.
Overlooking device caps and unique rules for tires.
Assuming loans qualify as proof of payment before they are fully repaid.
What Happens After You Apply
Acknowledgement: Expect confirmation of receipt within five business days.
Review: NRCan validates eligibility, documents, proof of payment, and alignment with assessment recommendations and device caps.
Decision: Funding decisions are subject to budget availability and program rules. You may receive requests for clarification or additional documents.
If approved: Follow the instructions provided for contribution finalization and record‑keeping. Maintain all records for audit/readiness.
If not approved: Address the reason(s) for rejection (often incompleteness or misalignment) and consider resubmitting a corrected package. You may also submit separate applications for other eligible projects.
Record keeping:
Retain invoices, proof of payment, assessment documents, installation confirmations, and registration proofs for your internal files and any potential verification.
Conclusion
Applying to NRCan’s Green Freight Program — Stream 1 is straightforward when you follow the correct sequence: confirm eligibility, complete an assessment, align devices with recommendations, compile a thorough document package, and submit through the official portal. Respect device‑level caps, proof‑of‑payment rules, and stacking limits to avoid delays. With a continuous intake through March 31, 2027, organizations that prepare early and submit complete, well‑documented files are best positioned to secure funding.
