How to submit a grievance

Use this page to understand the steps involved in the Canadian Armed Forces (CAF) grievance process and what to do before submitting a grievance.

Not all issues require a grievance. CAF members are encouraged to explore proactive resolution options and seek advice before deciding to submit a grievance.

More detailed information about the grievance process is available in the CAF Grievance Policy.

Step 1: Before you pursue a grievance, consider proactive resolution and seeking support

Submitting a grievance should not typically be the initial step for a member wishing to address an issue. CAF members are encouraged to raise concerns early and, where appropriate, seek to resolve issues proactively prior to submitting a formal grievance.

For example, you may choose to discuss the issue with your Commanding Officer (CO), either verbally, by email, or in writing. You may also choose to submit a Notice of Intent to Grieve (NOI) to formally notify your CO of your issue.

CAF members may also contact Conflict and Complaint Management Services (CCMS) for confidential advice and information about available options including proactive informal resolution and the grievance process.

Step 2: Submit a notice of intent to grieve (optional)

Submitting a Notice of Intent to Grieve (NOI) is an optional step before the beginning of the formal grievance process. Submitting a NOI formally notifies your Commanding Officer (CO) that you believe you may have been treated unfairly. The intent of submitting a NOI is to allow your CO and the Chain of Command to assist you in getting early, local and proactive resolution of your issue before you submit a formal grievance.

Important:

• A NOI is not a grievance
• Submitting a NOI does not start the grievance process and does not pause or extend the 90‑day time limit for submitting a grievance
• Submitting a NOI is encouraged but not mandatory. You can submit a grievance without first submitting a NOI.

Why submit a NOI?

• It notifies your CO that you believe that you may have been treated unfairly. This helps the chain of command to proactively resolve your issue at the lowest level .
• It allows for the timely assignment of an Assisting Member (a qualified CAF member at the rank of Sergent or above) to support you in deciding whether a formal grievance is required and, if needed, in preparing your submission.

How to submit a NOI?

Complete the online digital Notice of Intent to Grieve Submission Form (you are now leaving Canada.ca). The form is accessible via DWAN or D365. When logging in via a personal device, you will be prompted to sign in with your D365 credentials.

Alternatively, you may submit a PDF version of the NOI form directly to your CO by email or by providing a paper copy. The PDF version is available in the Defence Forms Catalogue (DND 6109).

After they receive your NOI, your CO will assign an Assisting Member to support you. You may decline assistance or request a specific individual to serve in this role.

Step 3: Submit a grievance

When you submit your grievance, you must make your case that you have been aggrieved and provide evidence to support it. The Initial Authority (IA) will rely on the details you include in your submission, so make sure it fully explains your situation and provides all relevant documents and information that you want the IA to consider.

Submit your grievance online by completing the Digital Grievance Submission Form (you are now leaving Canada.ca). The form is accessible from DWAN or D365. When using a personal device, you will be prompted to sign in with your D365 credentials.

Grievances may also be submitted by email, or as a paper form, if online submission is not possible. To request a PDF version of the grievance form, please contact a Conflict and Complaint Management Services (CCMS) office.

After you submit

• Your grievance is forwarded to your CO for review in accordance with policy.
• Your CO will assign an Assisting Member to support you. You may decline the assistance or request a specific individual to be your Assisting Member, as long as they hold an active certification obtained through the Assisting Member – Military Grievance (119777) Course.
• If your grievance concerns your CO, it will be routed to a different appropriate authority to act as IA to ensure it is reviewed fairly.

Timelines

You must submit your grievance within 90 days of the day you knew, or reasonably should have known, about the decision, act, or omission being grieved.

If you submit a grievance after this time limit, you must provide reasons for the delay. The IA or the Final Authority (FA) (when applicable) may still consider a late grievance if it is in the interests of justice to do so. If they decide not to consider it, you will receive written reasons. For more detailed information, consult QR&O 7.06 – Time Limit to Submit Grievance.

Final authority review

If, after you receive the IA decision, you are of the opinion that the decision is unreasonable, procedurally unfair, or does not provide the redress you believe to be warranted, you may request a Final Authority (FA) review of your grievance using the FA Review Form. You may also request a FA review if the IA did not determine your grievance within the 120-day time limit.

Withdrawing a grievance

You may continue to pursue informal resolution after submitting a grievance. If the issue is resolved, you can request to withdraw your grievance.

Need help?

If you need help understanding this step or preparing your submission, you can contact Conflict and Complaint Management Services for confidential advice.