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DAOD 5018-1, Military Casualty Reporting

Table of Contents

  1. Introduction
  2. Definition
  3. Reporting
  4. Notification of Emergency Contacts
  5. Administration
  6. Casualties of Foreign Armed Forces
  7. Compliance and Consequences
  8. Responsibilities
  9. References

1. Introduction

Date of Issue: 2025-01-31

Application: This DAOD is an order that applies to officers and non-commissioned members of the Canadian Armed Forces (CAF members).

Supersession: : CFAO 24-1, Casualties – Reporting and Administration

Approval Authority: Chief of Military Personnel (CMP)

Policy Office of Primary Interest: Director Casualty Support Management (DCSM)

Enquiries: Administrative Response Centre (ARC)

2. Definition

casualty (perte)

With regard to the personnel system, a person who is lost to an organization by reason of having been declared dead, wounded, injured, diseased, detained, captured or missing.

Note – This definition applies in both operational and non-operational contexts. (Defence Terminology Bank record number 23334)

3. Reporting

Interpretation

3.1 In this DAOD, unless the context provides otherwise, a casualty includes:

  1. A CAF member who is declared dead, wounded, injured, diseased, detained, captured or missing;
  2. an unaccounted-for military fatality from a past operation as described in DAOD 5040-3, Unaccounted-for Military Fatalities from Past Operations; and
  3. a member of a foreign armed force who, pursuant to law or regulations, is attached or seconded to the CAF for the purpose of training, operations or duty, and is lost to an organization by reason of having been declared dead, wounded, injured, diseased, detained, captured or missing (see section 6).

Context

3.2 A commanding officer (CO) is responsible for the timely and accurate reporting of a casualty. Casualty reporting is essential for effective casualty administration and the provision of support and benefits to the casualty and their designated next-of-kin (NOK).

Actions by CO

3.3 A CO must ensure that the following actions are taken when a casualty occurs:

  1. the casualty is reported (see paragraphs 3.4 and 3.5); and
  2. the emergency contacts, as identified on form CF 742, Emergency Contact(s) Notification, are notified (see section 4).

3.4 Subject to paragraph 3.5, a parent unit CO must take the following action in step 1 if a casualty occurs at their unit, and the action in step 2 in all casualty cases:

Step Action
1
  • Complete and distribute a Casualty Report (CASREP) by the fastest possible
    means to the Canadian Forces Integrated Command Centre at National Defence
    Headquarters;
  • report the casualty promptly and accurately as priority or immediate precedence
    to Address Indicating Group (AIG) 1728; and
  • send an information copy to:
    • the command headquarters of the parent unit of the casualty; and
    • the appropriate command, base or wing surgeon.
2
  • Initiate a follow-up CASREP when:
    • the illness, disease or injury of the casualty has significantly changed;
    • there is a change to the initially-reported illness, disease or injury
      classification of the casualty;
    • there is a change in the location of the casualty;
    • there is a change of address of any designated emergency contact;
    • search and rescue operations are being conducted for a missing casualty
      or new information becomes available with respect to those search and
      rescue operations;
    • a missing casualty is found to be deceased, presumed deceased, alive
      or liberated; or
    • any other relevant details become available that were not known at the
      time of the initial report.

3.5 If a CAF member is serving at a unit on temporary duty or attached posting and becomes a casualty, the CO of that unit, not the parent unit CO, must:

  1. take the action in step 1 of the Table to paragraph 3.4; and
  2. include the parent unit CO in the distribution of the CASREP.

3.6 All CASREPs must be sent to AIG 1728 and appropriately encrypted in accordance with the National Defence Security Orders and Directives (NDSOD). The CASREP is an administrative document that provides the chain of command with the necessary information to commence the casualty administration process. As such, the CASREP must not contain any personal medical information related to the casualty. Only confirmed information should be included on the CASREP, clearly specifying whether the emergency contacts have been notified. Instructions on how to complete the CASREP and a CASREP template can be found in the DCSM Casualty Administration Manual.

Additional Notification if Death in Canada

3.7 If a CAF member or member of a foreign armed force dies in Canada, the CO of the parent unit, or the CO of the unit where the member is serving on temporary duty or attached posted if such is the case, must immediately notify the Military Police. The Military Police must immediately notify the provincial coroner, or the nearest civil police authority if the coroner cannot be reached.

Submission of a Significant Incident Report (SIR)

3.8 Submission of a SIR in accordance with DAOD 2008-3, Issue and Crisis Management, does not preclude the requirement to complete a CASREP or vice-versa. The SIR is a tool to notify the chain of command of any incident that may elicit public interest and supports early intervention in the event of a crisis. The CASREP, on the other hand, is designed to action communication with the NOK and support the administration of certain benefits of the casualty.

Ill or Injured But Not a Casualty

3.9 In the case of a CAF member or member of a foreign armed force who is ill, diseased or injured but is not considered to be a casualty, reporting must be carried out in accordance with DAOD 5018-2, Report of Injury, Disease or Illness and DAOD 2007-1, General Safety Program.

4. Notification of Emergency Contacts

General

4.1 The provision of support to a casualty begins with the initial notification of emergency contacts and continues with the subsequent provision of information concerning the condition of the casualty.

Notification

4.2 Prior to providing notification, the parent unit must confirm the accuracy of the information contained on form CF 742, ensuring that notification is conducted in accordance with the most up-to-date form available, which may always be found in the Defence Forms Catalogue. The parent unit CO, accompanied by a chaplain, must notify the emergency contacts, in the order identified on form CF 742, by the quickest and most appropriate manner possible. Assistance may be requested from the unit nearest to an emergency contact if necessary. Subsequent notification should be provided when there is a significant change to the illness, disease or injury or status of the casualty, or at any time when further communication would be beneficial.

Appointment of Designated Assistant (DA)

4.3 Once the emergency contacts of a casualty have been notified and, in order to support them, the parent unit CO must:

  1. appoint a DA for the principal NOK of the casualty, as indicated on form DND 2587, Next of Kin (NOK) Identification;
  2. appoint a unit Casualty Support Administration Officer (Cas Sp Admin O); and
  3. contact chaplaincy services for spiritual and religious support, if requested by the primary NOK.

4.4 Roles and responsibilities associated with the duties of a DA and Cas Sp Admin O are set out in the Commanding Officer Guide – Casualty Support & Administration and the Designated Assistant Guide.

4.5 In some situations, the CO may be required to appoint more than one DA depending on the personal circumstances associated with the casualty. Not all designated NOK on form DND 2587 require the appointment of a DA. The CO must consider the relationship between the designated NOK and the casualty, and determine if the support of a DA is required for that particular NOK. For additional guidance surrounding the appointment of a DA, the chain of command may seek assistance from the supporting CAF Transition Centre or, alternatively, a unit may contact DCSM.

Inquiry Made by Emergency Contact

4.6 If an emergency contact inquires about the status of a casualty prior to an official notification being made, the CO or the CO’s representative should inform the emergency contact of the casualty’s condition during the course of the conversation and advise that an official notification will follow. During the notification process, care must be taken not to disclose personal medical information without the prior written consent of the casualty.

Self-Notification

4.7 In some situations, depending on the circumstances of the illness, disease or injury, a casualty may wish to self-notify their emergency contacts or NOK, or both. Should a casualty wish to self-notify, the parent unit must provide assistance in order to facilitate and aid the casualty in the notification process.

Manner of Communication

4.8 The manner and method of communication with emergency contacts and the NOK of a casualty must be nuanced in order to ensure that it is appropriate to the recipients. As such, prior to notification, the parent unit CO must:

  1. ensure that all relevant factors associated with Gender-Based Analysis Plus (GBA Plus) are considered (see the GBA Plus website for additional information and examples of important considerations); and
  2. recognize that recipients may have a significant emotional reaction to the message being conveyed and, as such, the presence of a chaplain, who is trained to engage and support persons receiving such news, remains a critical resource during the notification process.

Unaccounted-for Military Fatalities from Past Operations

4.9 DAOD 5040-3 outlines the responsibilities and coordination between the Directorate of History and Heritage (DHH) and the respective chain of command. For casualties who fall under the provisions outlined in DAOD 5040-3, a formal CASREP may not be required. Additional guidance is available through DHH.

Less Serious Illness, Disease or Injury

4.10 If requested by a CAF member or member of a foreign armed force who is not a casualty, emergency contacts may be notified of a less serious illness, disease or injury.

5. Administration

Investigation of Casualties

5.1 Queen’s Regulations and Orders for the Canadian Forces (QR&O) article 21.46, Investigation of Injury or Death, sets out the requirement to conduct a board of inquiry or summary investigation when a Regular Force member, Reserve Force member on service or Special Force member dies from circumstances other than as a result of wounds received in action or suffers an injury as specified in that article.

Documentation of Injury, Disease or Illness

5.2 The completion of a CASREP does not preclude the requirement to document an injury, disease or illness in accordance with DAOD 5018-2 and DAOD 2007-1.

Service Estates and Personal Belongings

5.3 DAOD 7011-1, Responsibilities for Service Estates and Personal Belongings, sets out responsibilities on the death of a CAF member or when a CAF member is reported missing.

Autopsy or Inquest Report

5.4 If an autopsy or inquest has been held, a copy of the autopsy report or findings of the inquest must be appended to the minutes of the board of inquiry or the report of the summary investigation that investigates the circumstances of the death. Assistance in obtaining an autopsy report may be directed to the appropriate command, base or wing surgeon.

Letter of Condolence

5.5 In the event of a death of a CAF member, including an unaccounted-for military fatality under DAOD 5040-3, DCSM will staff a letter, which will be signed by the Chief of the Defence Staff (CDS) and sent to the primary NOK of the CAF member as detailed on their form DND 2587.

5.6 In addition, the parent unit CO must send a letter of condolence on behalf of the unit, in the appropriate official language, as soon as possible after the initial casualty notification in the event of:

  1. the death of a CAF member; or
  2. search and rescue operations providing conclusive evidence that the missing CAF member is deceased or presumed deceased.

5.7 The parent unit letter of condolence is an expression of sympathy to the NOK. The CO should refrain from explaining peripheral activities undertaken by the CAF such as investigations, committee of adjustment, financial matters, or funeral and burial arrangements. The letter should:

  1. be conveyed on behalf of the unit of a CAF member;
  2. avoid morbid details;
  3. be personal but formal in tone; and
  4. make reference to the accomplishments, personality and activities of the deceased CAF member in a complimentary manner.

Statement to the Media

5.8 Any statement about a casualty to the media is subject to the direction in QR&O article 24.02, Public Statement Regarding Casualties. Statements to the media regarding a casualty must not be made until official emergency contacts and primary NOK notifications have been completed. Prior to making any formal statements, the parent unit, base, wing or formation should consult directly with their respective public affairs officer.

Personnel Record Files

5.9 Post-casualty administration and personnel record maintenance requirements are set out as follows:

  1. the Casualty Administration Manual sets out detailed instructions on how to complete and distribute the personnel casualty records of a casualty; and
  2. the Military Human Resources Records and Procedures (MHRRP) publication provides instructions and guidance on when to complete and how to process these records.

6. Casualties of Foreign Armed Forces

Context

6.1 When a member of a foreign armed force is, pursuant to law or regulations, attached or seconded to the CAF for the purposes of training, operations or duty, and the member is a casualty, the member is to be treated as a CAF member for the purpose of this DAOD to the extent that the law or regulations allow.

Documentation

6.2 A casualty of a foreign armed force must be documented in accordance with the terms and

conditions of their service, which may be set out in a bi-lateral agreement or arrangement with the host-country. Additional information and guidance can be provided by the Vice Chief of the Defence Staff (VCDS) Directorate of Foreign Liaison (DFL). DFL may be contacted via a positional mailbox at DFL_mail@forces.gc.ca and secure email at DPFLVCDS@polhq.cmil.ca.

Reporting

6.3 The parent unit CO of a casualty of a foreign armed force:

  1. must immediately notify the applicable foreign armed force representative, normally the foreign service attaché (FSA), for onward notification in accordance with their respective state’s notification policies;
  2. may seek assistance from DFL in order to determine the most suitable point of contact for the applicable FSA, should it be required; and
  3. must remain prepared to provide such assistance as is required in accordance this DAOD.

6.4 Depending on the situation, the FSA may request assistance from the CAF in order to facilitate the notification process.

7. Compliance and Consequences

Compliance

7.1 CAF members must comply with this DAOD. Should clarification of the instructions set out in this DAOD be required, CAF members may seek direction through their chain of command. Managers and military supervisors have the primary responsibility for and means of ensuring the compliance of their DND employees and CAF members with this DAOD.

Consequences of Non-Compliance

7.2 CAF members are accountable to their military leaders for any failure to comply with the direction set out in this DAOD. Non-compliance with this DAOD may result in administrative or disciplinary action, or both. Non-compliance may also result in the imposition of liability on the part of His Majesty in right of Canada and CAF members.

7.3 Failure to comply with the procedures set out in this DAOD may negatively impact a CAF casualty’s eligibility for certain pensions and other benefits, e.g. under the Veterans Well-being Act and the Compensation and Benefit Instructions for the Canadian Forces (CBI).

8. Responsibilities

Responsibility Table

8.1 The following table identifies the responsibilities associated with this DAOD:

The … is responsible for …

DCSM
  • evaluating the effectiveness of this DAOD; and
  • drafting condolence letters on behalf of the CDS as required.
DHH
  • acting as the lead for unaccounted-for military fatalities from past operations; and
  • liaising with the parent formation or unit as required.
parent unit CO
  • taking the action set out in step 1 of the Table to paragraph 3.4 if the casualty occurs at their unit, and taking the action set out in step 2 of the Table in all casualty cases;
  • completing the emergency contacts notification process;
  • assigning DAs as required; and
  • coordinating follow-up administration.
CO of a unit where a casualty occurs if the CAF member or member of a foreign armed force is on temporary duty or attached posting
  • taking the action set out in paragraph 3.5.
chaplain
  • assisting in the notification process; and
  • providing spiritual or religious support, or both, to the emergency contacts and NOK following notification.

9. References

Acts, Regulations, Central Agency Policies and Policy DAOD

Other References

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