How to File a Grievance in the Canadian Armed Forces

Before You Begin: Essential Preparation

Confirm You Have Grounds to Grieve

Not every issue can be grieved. Ensure your complaint involves:

• A decision, act, or omission in CAF administration
• Something that affects you personally
• An issue within CAF's authority to address
• A matter not excluded by law or regulation

Verify Your Timeline

Understand What You Want

Before filing, be crystal clear about:

• The specific issue: What decision/act/omission are you grieving?
• The impact: How has this affected you personally?
• The desired outcome: What specific redress are you seeking?
• The authority needed: Who has power to grant your redress?

Step 1: Attempt Informal Resolution

The grievance system expects you to try resolving issues informally first. This isn't just a formality—many issues can be resolved quickly at this stage.

How to Approach Informal Resolution

Step 2: Submit Notice of Intent to Grieve (Recommended)

While not legally required, submitting a Notice of Intent (NOI) is strongly recommended and demonstrates professionalism.

NOI Template

MEMORANDUM

To: [Commanding Officer's Rank and Name]
From: [Your Rank, Name, Service Number]
Date: [Current Date]
Subject: NOTICE OF INTENT TO GRIEVE - [Brief Description]

1. This serves as formal notice of my intent to submit a grievance regarding [specific decision/act/omission] that occurred on [date].

2. Issue Summary:
   - Decision/Act/Omission: [Clear description]
   - Date of Occurrence: [When it happened]
   - Date of Awareness: [When you learned about it]
   - Impact: [How it affects you]

3. Informal Resolution Attempts:
   - [Date]: [What was tried and outcome]
   - [Date]: [What was tried and outcome]

4. Proposed Resolution:
   [Clearly state what you want as redress]

5. I respectfully request an opportunity to resolve this matter before submitting a formal grievance. I am available to discuss this issue at your earliest convenience.

[Your Signature Block]

After Sending NOI

• Allow reasonable time for response (typically 10-15 days)
• Be prepared for a meeting to discuss resolution
• Consider any offers of resolution carefully
• If no resolution, proceed to formal grievance

Step 3: Gather Your Documentation

Strong documentation is crucial for a successful grievance. Collect everything relevant before starting your submission.

Essential Documents Checklist

Organizing Your Evidence

• Convert to PDF: All documents must be in PDF format for digital submission
• Name files clearly: Use descriptive names (e.g., "2024-03-15_CO_Decision_Letter.pdf")
• Create index: List all documents with brief descriptions
• Highlight key sections: Mark relevant portions in longer documents

Step 4: Complete the 2024 Digital Grievance Form

The new digital system streamlines submission but requires careful attention to detail.

Accessing the Digital Form

Completing Each Section

Section 1: Personal Information

• Service number (auto-populated if on DWAN)
• Current rank and position
• Unit and location
• Contact information (email and phone)

Section 2: Matter Grieved

• Date of occurrence: When the decision/act/omission happened
• Date of awareness: When you learned about it
• Description: Clear, concise statement (2000 character limit)
• Category: Select from dropdown (career, medical, financial, etc.)

Section 3: Impact Statement

• How the issue affects you personally
• Career implications
• Financial impact (if applicable)
• Personal/family effects

Section 4: Redress Sought

Be specific about what you want. Good and bad examples:

Section 5: Supporting Documentation

• Upload all PDFs (max 20MB per file)
• Include document index
• Verify all uploads completed
• Check file names are correct

Section 6: Declaration

• Read carefully before agreeing
• Confirms information is true
• Acknowledges process understanding
• Electronic signature required

Step 5: Submit and Track Your Grievance

Before Hitting Submit

After Submission

1. Confirmation: You'll receive immediate confirmation number
2. Email receipt: Automated email within 24 hours
3. Registration: CFGA registers in National Grievance Registry
4. Assignment: Routed to appropriate Initial Authority
5. Acknowledgment: IA acknowledges within 10 days

Tracking Your Grievance

• Log into system with grievance number
• Check status updates regularly
• Respond promptly to requests for information
• Update contact info if it changes
• Call CFGA Helpline for status: 1-866-474-3867

Common Filing Mistakes to Avoid

Tips for a Successful Grievance

Getting Help with Your Grievance

You don't have to navigate this alone. Several resources are available:

Related Resources