Canadian Armed Forces Military Personnel Instruction 01/09 – Depart With Dignity Program

1. Identification

Date of Issue: 2009-01-16

Date of Modification: 2024-12-19

Application: This Canadian Armed Forces Military Personnel Instruction (CAFMPI) applies to Officers and Non-Commissioned Members (NCMs) of the Canadian Armed Forces (CAF).

Supersession:

• Directorate Quality of Live (DQOL) Depart With Dignity (DWD) Aide Memoire
• CANFORGEN 049/11 CMP 025/11 161305Z Mar 11, Canadian Forces Service Pin (CF Service Pin) – New Design
• CFAO 15-2, Annex D Release – Regular Force/Acknowledgement of Service and CFAO 18-23, Canadian Forces Service Pin

Approval Authority: Chief of Military Personnel (CMP)

Enquiries:

• Administrative Response Centre (ARC) for policy-related enquiries.
• Release Benefits Administration (RBA) Section for policy-related enquiries on Acknowledgement of Service and Canadian Forces Service Pin.
• Director General Military Transition (DGMT) for policy-related enquiries related to the DWD program.
• Nearest Canadian Armed Forces Transition Centre (CAF TC) for individual specific enquiries.

2. Policy Direction

Context

2.1 The intent of the DWD program is to formalize the process and to ensure that CAF members are given the appropriate recognition upon completion of their military service and that a minimum standard is established within the scope of the DWD program. The aim of this document is to establish a formalized procedure that will ensure the consistency and dignity of every DWD program activity.

Policy Statement

2.2 The purpose of this instruction is to allow the organizers of a DWD program activity the flexibility to tailor each retirement function to suit the releasing member’s wishes, consideration of the circumstance(s), as well as element, branch, unit traditions and/or occupation affiliation while ensuring that a minimum and consistent standard is achieved.

2.3 Eligible releasing CAF members and/or their families and/or friends shall be provided with, at a minimum, an acknowledgement of service in the form of a Certificate of Service, a CF Service Pin and an Environmental Certificate when applicable. These items should be presented by a superior at least two ranks higher than the releasing member when operationally feasible.

2.4 The Department of National Defence (DND)/CAF are responsible for and own the policies and processes associated with the Certificate of Service, the CF Service Pin, the Environment Certificate, the National Defence Identification (NDI) 75 - Veterans Service Card (VSC) and the Canadian Flag. All other DWD items are overseen and regulated by respective offices external to the DND/CAF.

3. Operating Principles

General

3.1 The DWD program applies to all members who have completed Basic Military Qualification (BMQ) or Basic Military Officer Qualification (BMOQ) and who will, in accordance with QR&O article 15.01 (Release of Officers and Non-Commissioned Members) be honourably released from the CAF. These eligibility factors also apply to members with a terminal prognosis, who may request a Recognition of Service ceremony before they die. Entitlements for members not being released honourably are detailed at section 3.4 (Limitations) of this instruction.

3.2 Other than as listed at section 3.4 (Limitations) of this instruction, members completing a Component Transfer to or from the Regular Force (Reg F), Primary Reserve (P Res), Cadet Organization Administration & Training Service (COATS) or Canadian Rangers are entitled to only one ceremony under the DWD program, on completion of their total service to these components or upon transfer to the Supplementary Reserve (Supp Res).

3.3 While eligible CAF members are only entitled to one ceremony under the DWD program at the conclusion of their CAF military career, CAF members who have initially released from the CAF are entitled to a subsequent ceremony recognising their total cumulative Years Of Service (YOS), for subsequent service to the CAF.

Note – “Years of Service”, for the purpose of this instruction, is defined in the QR&O article 15.31 (Release of non-commissioned members – age and length of service).

Limitations

3.4 Members being released in accordance with QR&O article 15.01, Table to article 15.01 release items 1(a), 1(b), 1(c) or 1(d) – Misconduct and release items 2(a) or 2(b) – Unsatisfactory Service, and members who have not completed their BMQ or BMOQ, are not entitled to a ceremony under the DWD program but are entitled to receive a Certificate - Canadian Forces Certificate of Service (CF 707) Certificate of Service. These members, if in possession of the Canadian Forces' Decoration (CD) at the time of their release, are also eligible for the CF Service Pin. Eligibility conditions for the receipt of the CF 707 Certificate of Service and the CF Service Pin are outlined at Annex A.

Official Languages

3.5 DWD program must respect the member’s official language (OL) of choice. The member can request DWD program activities be conducted in either or both OLs. The member can choose an OL which differs from that identified as their First Official Language (FOL).

4. Process

General

4.1 The DWD program is a leadership responsibility. As soon as the member’s honourable release has been confirmed, the Commanding Officer (CO) must appoint a DWD Coordinator (DWDC).

4.2 When organizing a DWD program activity or a Recognition of Service ceremony, the DWDC must engage the member to confirm their actual wishes and proceed accordingly. The member’s CO and/or family and/or friends may be consulted for advice. Whatever the member’s decision, the event must reflect with dignity and sincerity the significance of the member’s career to all in attendance.

4.3 Although the ceremony is intended to celebrate the career of the CAF member, it also recognizes the member’s family and friends. The aim is to convey to all in attendance the esteem with which the CAF, their community and their country hold the member and their loved ones. If, at the end of the function, this message has been clearly conveyed to the member and their family and/or friends, the ceremony may be considered a success. To accomplish this, organizers must ensure that the ceremony is, first and foremost, dignified. It must possess the appropriate degree of military pomp, pageantry, and humour. It must continually acknowledge the contribution of the individual being honoured. On occasion, a member may prefer a more informal, quiet gathering. The member’s wishes must be respected.

Posting to CAF Transition Group or Training Lists

4.4 In cases where a CAF member is posted out of their Unit to CAF Transition Group (CAF TG), the Basic Training List (BTL) or the Advanced Training List (ATL) while awaiting their release, prior to the posting date, a formal arrangement should be made between the CAF Transition Unit (CAF TU) and the current Unit CO to determine who would be most appropriate choice for a DWDC. It is important that the member’s most recent unit be an active participant in the ceremony.

4.5 The collection of funds for the provision of departure gifts, including approved Non-Public Fund (NPF) retirement gifts as per section 4.4 (Non Public Funds (NPF) Expenses) of this instruction, should also be coordinated with the member’s former unit.

Messes

4.6 Where possible the DWD ceremony should be held in the appropriate mess. Rental and/or facility expenses shall be paid through unit collections.

Non-Public Fund Expenses

4.7 NPF can only be used where a Mess, Base/Wing or Unit Fund, has established a gift fund to mark the occasion of a member’s retirement, fully financed by contributions directly to the gift fund from members of the Mess, Base/Wing or Unit Fund with equitable criteria applicable to all members.

5. Depart With Dignity Program Activities

General

5.1 CAF members may potentially be entitled to be presented with various items and the DWDC must confirm the member's eligibility for these items. The DWDC is responsible to coordinate the request, reception and presentation of the items as per the member's wishes.

Certificate of Service

5.2 A Certificate of Service is provided to all CAF members upon their release, or to the Next of Kin (NOK) of the deceased CAF member, representing their total completed YOS, in one of three distinct certificates:

1. CF 707 – BMQ/BMOQ not completed; or Release Items 1 and 2;
2. DND 2279 – BMQ/BMOQ completed; honourably released and less than 10 YOS; or
3. CF 54 – Who die or will die in service or honourably released and over 10 YOS.

Note – Details relating to the Certificates of Service are found at Annex A.

Canadian Forces Service Pin

5.3 The CF Service Pin provides a means by which former members of the CAF may self-identify in civilian clothing, and by which they are encouraged to continue their observance of the CAF military ethos in civilian life.

5.4 All members of the CAF who are in possession of the CD at the time of their release from either the Reg F, P Res, COATS or Canadian Rangers are eligible for the CF Service Pin. Should a member who has been awarded a CF Service Pin subsequently re-enrol in the CAF, the member is eligible for the award of another CF Service Pin only if a change of CD status has occurred since the award of the initial CF Service Pin.

5.5 When a member component transfers from the Reg F to the P Res, the COATS, or the Canadian Rangers, the awarding of the CF Service Pin only takes place when the member releases from the CAF or the member transfers to the Supp Res. The same rule applies to a Reserve Force (Res F) member on component transfer to the Reg F, the COATS or the Canadian Rangers.

5.6 The NOK of deceased CAF members who were in possession of the CD at the time of their death, while serving in either the Reg F, P Res, COATS or Canadian Rangers, is eligible to a CF Service Pin. These eligibility factors also apply to members with a terminal prognosis who may request a Recognition of Service ceremony before they die.

5.7 The CF Service Pin shall be ordered from the RBA organization by the local Release Section and provided to the DWDC.

5.8 Further details relating to the CF Service Pin are found at Annex A.

Environmental Certificate

5.9 The DWDC is responsible to order and obtain the Environmental Certificate. The purpose of the following references is to provide clarification on the procedures when requesting Environmental Certificates for personnel who are departing under honourable circumstances under this instruction:

1. Royal Canadian Navy Certificates. NAVGEN 003/19 - DWD - Naval Environmental Certificates;
2. Canadian Army Certificates. CANFORGEN 160/24, Canadian Army DWD program; or
3. Royal Canadian Air Force Certificates. Depart With Dignity

NDI 75 – Veterans Service Card

5.10 The NDI 75 - VSC is intended to provide a tangible recognition of an eligible member's service and their enduring affiliations to the CAF. Full details relating to the NDI 75 – VSC are found at Annex C.

5.11 The member's Release Section/Reserve Unit Release Staff will exchange the member's NDI 20/10 – Canadian Forces Identification Card, for the NDI 75 - VSC, during the final release interview.

Congratulatory Letters

5.12 The DWDC is responsible to send requests for congratulatory retirement letters from the Prime Minister, Provincial Premier and Mayor on behalf of the member. Sample letters to request congratulatory letters are provided at Annexes D, E and F, and a contact list is provided at Annex G to assist the DWDC. Letters are to be requested from the Premier and Mayor offices representing the location of the member's last unit or when the information is available, the location of the member's Intended Place of Residence (IPR). All letters should be requested at least 30 days prior to the date of presentation.

5.13 The congratulatory letters from the Prime Minister, Premier and Mayor make striking additions to gifts such as photo albums, and are normally read aloud at the ceremony.

5.14 Such letters should not be requested for members with a terminal prognosis unless specifically requested by the members. In such cases, the content of the letters will differ from the Annexes above mentioned and will be tailored to the specific circumstances surrounding the request, using sensible narrative.

Additional Presentation

5.15 Presentations should also be considered for the significant person(s) attending who has/have supported the CAF member's career.

5.16 Flowers or other suitable tokens for families may also be considered. Procurement of these items will be paid for through collection.

The 25 Year Canadian Flag

5.17 The Canadian Flag presented in recognition of 25 completed YOS is provided at public expense and obtained through Unit/Base/Wing Chief Warrant Officers/Chief Petty Officers First Class (CWO/CPO1) office. The flags are provided through the CAF supply system (NATO Stock Number (NSN): 8345-21- 798-9572) at no cost to the Unit/Base/Wing CWO/CPO1's offices. Members completing a Component Transfer do not qualify for this program and re-enrolment does not generate an entitlement to subsequent flag presentations unless the member did not receive one earlier in their career. The Canadian Flag may be presented to members with less than 25 YOS, however it will be paid through unit collection.

5.18 DWDCs are to verify that the retiring member meets the requisite 25 completed years of military service in Reg F, P Res, COATS or Canadian Rangers and that they have not previously received a flag for this purpose. Upon verification, the member's full name and rank are to be provided to the respective Unit/Base/Wing CWO/CPO1's office in accordance with local Base/Wing Standing Orders or Directives. The Unit/Base/Wing CWO/CPO1 will ensure that the Canadian Flag provided to the DWDC has been flown in a place of prominence on the Base/Wing or if requested by the member flown at the member's Unit or former Unit. Each flag shall be accompanied by a certification of its provenance, the recipients' particulars and where it was flown. A sample certificate for presentation with the 25 year flag is provided at Annex H.

5.19 Flags being presented to CAF members and their families shall be folded in accordance with the national standard detailed at A-DH-201-000/PT-000 Manual of Drill and Ceremonial Chapter 11-6-1. The flag folding method is detailed illustrated at Annex I, and a video illustration is available at the following website: https://www.canada.ca/en/services/defence/caf/fold-canada-flag.html.

Parliament Hill Canadian Flag

5.20 DWDCs are to inform CAF members they may request to have a flag flown from the Peace Tower or the East/West Block on Parliament Hill. Should the member choose this option a written request must be sent to Public Services and Procurement Canada (PSPC) that includes the member's first and last name, full home mailing address, phone number, email and identifying on which building the flag should be flown. Members must however be apprised that wait times of several decades should be expected before their flag is flown. Members' YOS does not result in priority placement for their flag to be flown.

5.21 Requests for the flags to be flown on Parliament Hill are to be sent to:

Public Services and Procurement Canada
Office of the Minister
Portage III 18A1
11 Laurier Street
Gatineau, QC, K1A 0S5
or by e-mail to: tpsgc.demandesdrapeaux-flagrequests.pwgsc@tpsgc-pwgsc.gc.ca

5.22 PSPC Flag Request Information: Request a flag online (new request).

Shadow Box and Framing

5.23 A "Shadow Box" may be considered for presentation to a releasing member or members with a terminal prognosis. Shadow Boxes have been designed or purchased by some units specifically for presenting memorabilia such as medals, honours and awards, undress ribbons, challenge coins, specialty badges and, if entitled, a Canadian Flag.

5.24 Shadow Boxes vary in size and design dependent upon who makes them or where they are purchased. Procured Shadow Boxes intended to encase the members 25 Year Flag should be of a design that ensures the flag is encased while folded in a manner consistent with the A-DH-201-000/PT-000 Manual of Drill and Ceremonial Chapter 11-6-1.

5.25 By exception and in recognition of various designs, the 25 Year Flag can be folded in a triangular fashion for the sole purpose of being encased in a Shadow Box.

5.26 The purchase of Shadow Boxes and frames for Certificate of Service and all other certificates or Congratulatory Letters are not obligatory. The procurement of such items shall be paid through collection or unit or Mess Gift Fund if established within its constitution.

Legion Membership

5.27 The Royal Canadian Legion is pleased to offer currently serving and honourably released CAF members with a free one-year Legion membership, including a subscription to Legion magazine and access to Member Benefit programs. The Veteran Welcome Program is available to all Veterans who have not yet joined the Legion and is a way to get to know the organization.

5.28 Being a Legion member offers opportunities to improve the lives of those who served, remember the Fallen and support your community – and every member makes a difference. To get more involved with Legion activities in your community and to add your voice to our advocacy efforts and the future of the Legion, apply through Dominion Command's Veteran Welcome Program and bring your membership card to any Legion Branch to request a transfer to that Branch.

5.29 The DWDC is responsible for printing the Legion Welcoming Letter (Annexes J and K) and for presenting the member with a blank application form Annex L.

Army, Navy & Air Force Veterans Membership

5.30 The Army, Navy & Air Force Veterans (ANAVETS) in Canada is pleased to offer a one year complimentary membership to all returning combat Veterans and all honourably released CAF members.

5.31 The ANAVETS have been working tirelessly on behalf of Veterans and communities for over 170 years and have 68 units across Canada with over 16,000 members and their families. Club rooms offer entertainment and camaraderie to the membership and communities in general. They provide clean comfortable establishments for the rest and comfort of the membership, all the while fighting for the benefits and needs of those who have so bravely fought for, and protected freedom throughout the years.

5.32 The DWDC is responsible for printing and presenting the ANAVETS invitation to the member Annex M.

6. The Ceremony

General

6.1 The focus throughout the ceremony must be centered on the member and their family and/or friends, ensuring that appreciation and support for the member's voluntary military service for Canada is reflected.

6.2 Communication is a critical element in preparing for a DWD ceremony. Once details are known, distribution of the retirement message and announcement should take into consideration the member's broader career-long circle of friends and colleagues as much as possible (a sample announcement message is attached at Annex B). Decisions concerning announcements to family members and/or friends, including through Social Media platforms, should be determined in consultation with the member.

6.3 CAF members may potentially have various items which they may be entitled to be presented at the Ceremony. The DWDC must review these items to determine a member's eligibility. The DWDC is responsible to coordinate the preparation, reception, and presentation of these items.

Recognition of Service Ceremony

6.4 A Recognition of Service ceremony may be held for members with a terminal prognosis before they pass in lieu of DWD ceremony, at the members' request. As these are very sensitive situations, the assigned Designated Authority (DA) will organize the ceremony according to the members' wishes. The items will be reissued with an updated end of service date when the member has passed, and DAs will be responsible for all related administration in this regard. For any circumstances that have not been outlined above, the DAs are advised to approach their local CAF TC for more information.

6.5 Family members and friends are welcome to attend the Recognition of Service Ceremony at their own expense.

Planning

6.6 DWDCs are strongly encouraged to make use of the checklist provided at Annex N.

6.7 Other individuals or organizations may wish to make presentations and/or speak at the ceremony. The DWDC should prepare an agenda (sample at Annex O), listing all presentations, presenters/speakers and identify any gifts being presented.

6.8 Early in the planning stages, the DWDC may contact the loved ones/friends of the member to take into account any suggestions they may have with regard to the ceremony.

6.9 Whether the ceremony is informal or formal, it is imperative that the event be conducted with dignity and sincerity. The DWDC should consider the following when making preliminary arrangements:

1. Master of Ceremonies (MC): the early selection of an appropriate MC is critical to the success of the event. The MC should be comfortable speaking in public in the applicable OL and have knowledge of the member's career and family;
2. Presenter: presenter of the Certificate of Service should be at least two ranks higher than the releasing member, where operationally feasible, and should preferably be their CO;
3. Program: written copies of the agenda of events should be available for participants to review as necessary (see Annex O) and can make for an appropriate souvenir of the ceremony;
4. Mess/Establishment Support: the mess/establishment should be consulted regarding any costs and provision of microphones and speaking podium, stage, floor layout and other special equipment. Always follow-up and make sure all is in place and in good working order prior to the event;
5. Staff assistance: while the onus is on the releasing member's unit to provide the staff assistance required, others may be willing to assist; and
6. Other items: arrangements could be made to record the ceremony or to conduct a reminiscent slide presentation. The recording, and/or slide presentation make a meaningful keepsake presentation to the releasing member and family. Any required funding shall be through unit collection.

7. Responsibilities

Responsibilities Table

7.1 The following table identifies the responsibilities associated with this instruction:

8. References

Acts, Regulations, Central Agency Policies and Associated DAOD

• Chief of the Defence Staff (CDS) Initiating Directive For The provision Of The NDI 75 - VSC – 14 Aug 18

Other References

• Military Human Resources Records Procedures (MHRRP) Chapter 15, Acknowledgement of Service 
• CANFORGEN 009/04 CLS 003/04 221450Z JAN 04, Canadian Army DWD Program (Cancelled)
• CANFORGEN 172/05 CLS 022/05 091414Z NOV 05, Army DWD Program – Update (Cancelled)
• CANFORGEN 105/03 CAS 049 131300Z AUG 03, DWD Program (RCAF) (Only available on the DWAN)
• CANFORGEN 122/04 CAS 059 151827Z SEP 04, DWD Program – Air Force Certificate of Appreciation Amendment (Only available on the DWAN)
• A-DH-201-000/PT-000 Chapter 11-6-1, The Canadian Forces Manual of Drill and Ceremonial
• A-FN-105-001/AG-001, Policy and Procedures for Non-Public Property
• NAVGEN 003/19 111923Z FEB 19, DWD – Naval Environmental Certificates (Only available on the DWAN)
• Designated Assistance Guide
• Awards and recognition - Canada.ca

9. Annexes

1. Annex A – Certificate of Service and CAF Service Pin Directive
2. Annex B – Sample Announcement Message
3. Annex C – NDI 75 Veteran’s Service Card
4. Annex D – Sample Letter to the Prime Minister
5. Annex E – Sample Letter to the Premier of a Province
6. Annex F – Sample Letter to the Mayor of a City
7. Annex G – Eligibility and Contact for Depart with Dignity Presentations
8. Annex H – 25 Year Flag Certificate
9. Annex I – Flag Folding Instructions
10. Annex J – Royal Canadian Legion Welcoming Letter - Current Member
11. Annex K – Royal Canadian Legion Welcoming Letter - Non-Member
12. Annex L – Royal Canadian Legion Veteran Welcome Program Registration Form
13. Annex M – ANAVETS - Invitation
14. Annex N – Depart with Dignity Coordinator Checklist
15. Annex O – Sample Agenda