Chapter 5 – Replacement of honours and awards

Responsibilities

1. The Chancellery of Honours Rideau Hall is responsible for the general administration of Canadian orders, decorations and medals, including replacement of insignia.
2. Recipients who require replacement of insignia of Canadian orders, decorations for military valour, bravery and meritorious service, commemorative medals and exemplary service medals (other than the CD) should communicate with the Chancellery of Honours as indicated in Chapter 1.
3. Replacement of the honours and awards related to the Order of St. John and provincial orders should be requested from the issuing authorities directly.
4. Recipients who require replacement of Second World War and Korean War medals (except the Canadian Volunteer Service Medal for Korea, which is administered by the Chancellery of Honours) should contact Veterans Affairs Canada (VAC) as indicated in Chapter 1.
5. DH&R is responsible for the replacement of medals for civilian, serving, retired and deceased CF personnel for:
   1. post-Korea Canadian campaign and service medals;
   2. those UN, NATO and international service medals awarded to Canadian citizens that are listed in the Order of Precedence;
   3. the CD and the other long service and good conduct decorations and medals which were replaced by the CD; and
   4. the Memorial Cross.
6. Replacement of medals from Commonwealth and foreign countries and international bodies not administered by DH&R requires the approval of the issuing authority, country or body concerned and individuals are to contact the issuing authority directly.
7. Medals may be replaced when they have been mis-engraved, damaged, lost, stolen or in any other way destroyed.

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Replacement procedures

8. Upon application for replacement, DH&R will perform a complete verification of the member’s service record recovered from archives and/or other sources to confirm entitlement.
9. Holders of Honorary Appointments. If the individual is still holding an appointment, the replacement procedure is as per that outlined for serving members (refer to paragraph 10). When the individual is no longer holding an appointment, the replacement procedure is as that for retired members (refer to 13).
10. Serving Members. Requests for replacement medals shall be submitted through the ODMC by the member’s unit OR. The hard-copy of the form, signed by the CO, must be submitted to DH&R and include:
    1. an accurate up-to-date Guardian/MPRR ensuring that all assignments and qualifying dates have been recorded including all relevant and prior qualifying service;
    2. an attestation of loss/Statutory Declaration, in accordance with DAOD 7000-1, outlining the circumstances of the loss and attesting to the fact that every effort has been made to recover the lost or stolen award; and
    3. the name and rank at time of eligibility (if name changed, provide legal date of name change and previous name).
11. If the medals were lost, stolen or destroyed after presentation to the recipient, the unit shall initiate a ODMC request for replacement application (refer to paragraph 19 to 24).
12. Should a unit lose a medal prior to presentation, the following steps must be completed before a request for replacement is actioned:
    1. Every effort must be made to locate a lost honour, including appropriate administrative or Military Police (MP) investigation.
    2. Initiate a replacement request as per paragraph 11.
    3. Include a memo signed by the CO outlining the circumstances of the loss and attesting to the fact that every effort has been made to recover the lost or stolen award.
    4. Provide a financial code at time of application.
13. Retired Personnel. Retired members may apply for replacement medals administered by DH&R using the medal application form (DND-4010) available online and from the DIN Defence Forms Catalogue (DFC) website (accessible only on the National Defence network).
14. Units shall not submit applications for replacement medals via ODMC for retired members.
15. Civilians. Civilian recipients may apply for replacement medals administered by DH&R using the same form and method through their respective organization or agency as per initial issue (refer to Chapter 4).
16. Deceased. Medals for a deceased person may only be replaced once after the date of death of the recipient. Only the Executor and Legal Beneficiary may make application for replacements on behalf of a deceased person. Sufficient proof must be provided by the applicant explaining how the original medals were lost, stolen or destroyed. Requests are to be submitted as per Initial Issue - Deceased/Incapacitated CF Members (Refer to Chapter 4, paragraph 38).
17. Medal dealers, museums or collectors who hold the original medals of deceased members are not entitled to be granted unissued or replacement medals under any circumstances unless the person or institution has been identified as the legal beneficiary of the medals in the deceased’s will.
18. Exchange of Medals. Since the Royal Canadian Mint resumed production of medals in 2007, the quality of medals presented has improved. Individuals who wish to do so may request to exchange their previously awarded medal(s) for the new version at their own expense. In these cases, a replacement application will be accompanied by the statutory declaration which will state the reason for the exchange, the money order for the appropriate amount and the original award to be replaced. DH&R will not issue an exchange award until the original has been received. Since the original medal is returned in exchange for a new medal, it is not considered a replacement and will therefore not have the letter "R" engraved on it.

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Costs

19. Replacement fees for lost or stolen medals are required in the form of a money order or bank draft made out to the RECEIVER GENERAL OF CANADA. Personal cheques are NOT accepted.
20. The applicant shall not provide payment at time of application. DH&R will contact the applicant once a determination has been made to advise of the exact cost/amount to be paid.
21. Once receipt of an award is acknowledged, the CF unit or responsible civilian organisation has 30 days to inform DH&R of any initial damage or errors in the engraving. From the time the unit or the civilian organisation has confirmed receipt (DND 728 has been signed) until the time of presentation, the financial responsibility for the award lies with the unit or civilian organisation. After presentation, the recipient assumes responsibility for the award.
22. For replacements due to errors in engraving, defects or damages within 30 days, the original award shall be returned to DH&R under DND 728 with an explanation of the problem (e.g. engraving error). If the engraving error was made by the unit, or as a result of the members Guardian file not being up-to-date or if it is reported after 30 days of original receipt, the unit shall provide a financial code to affect replacement. The original medal shall always be returned with the application as no replacement medal will be issued until the original medal has been returned to DH&R.
23. For serving CF members only, the Crown will cover the cost of replacement only when the loss or destruction is due to unavoidable circumstances arising from the exigencies of service (e.g. fire onboard ship or in a DND building). DH&R will determine if this criterion has been met. A signed memo from the CO substantiating the requirement for a replacement at Crown expense is required.

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Engraving

24. The replacement medals which are engraved with the details of the recipient will bear the same inscription the original would have had as described in Chapter 1, paragraph 70 and Chapter 4, 99 with the addition of the letter (R) at the end of the engraved information meaning "replacement". The (R) will not be added when the original award has been returned to DH&R for destruction such as in the case of correcting engraving errors.
25. Subsequent replacement requests will be handled by DH&R on a case by case basis. Sufficient proof must be provided about the circumstances surrounding the loss.

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