DA Form 4843: Guest/Attendance Sheet – DA Form 4843, titled Guest/Attendance Sheet, is an official U.S. Army form used to document attendance at military events, functions, or meetings, particularly those involving Official Representation Funds (ORF).
Prescribed by AR 37-47 (Official Representation Funds of the Secretary of the Army), this form tracks hosts, guests of honor, authorized non-DoD guests, DoD personnel, and self-paying attendees. It ensures compliance with funding rules, guest-to-DoD personnel ratios, and proper use of representation funds.
The current version is dated AUG 2012 (previous editions like APR 04 are obsolete in many contexts). It serves as both a planning tool (estimated attendance) and a post-event record (actual attendance).
Purpose of DA Form 4843 in Official Representation Events
The primary purpose of DA Form 4843 is to support the proper obligation and expenditure of Official Representation Funds. These funds host events to foster goodwill, build relationships with foreign dignitaries, community leaders, or other authorized guests.
Key uses include:
- Recording invited vs. actual attendees
- Calculating guest-to-DoD personnel ratios for ORF compliance
- Distinguishing authorized guests from self-paying DoD personnel
- Providing audit-ready documentation for financial accountability
- Supporting requests for event funding approvals
Accurate completion helps prevent Anti-Deficiency Act violations and ensures events meet representation objectives.
When to Use DA Form 4843?
Use DA Form 4843 for:
- Official representation events funded by ORF
- Ceremonies, dinners, receptions, or protocol functions
- Events with non-DoD guests where government funds cover portions of costs
- Recurring functions where historical attendance data informs future approvals
It is typically required during the approval process (estimated version) and updated after the event (final version). Both versions are retained for records.
Key Sections of DA Form 4843
The form captures essential event details:
- Event, Date, Time
- Host
- In Honor Of
- Place
- Dress (e.g., uniform, civilian attire)
- Menu
- Remarks
- Ratio (guest-to-DoD personnel), Number, and Percentage
Attendance Table includes columns for:
- Name
- Title/Position
- DoD (for military/civilian personnel)
- Authorized Guests
- Remarks
It also tracks totals for authorized guests, DoD personnel, self-paying attendees, and overall ratios.
Step-by-Step: How to Fill Out DA Form 4843?
- Event Details — Enter the full name of the event, exact date, start/end times, host name/rank, guest of honor, location, required dress, and menu.
- Remarks Section — Note any special instructions, funding details, or additional context.
- Attendance List — List all expected or actual attendees with name, title/position. Mark DoD status and guest category.
- Ratio Calculations — Complete the ratio, number, and percentage fields to verify compliance with AR 37-47 guidelines.
- Totals — Summarize guests, DoD personnel, and self-paying attendees.
- Pre- and Post-Event — Prepare an “Estimated” version for approval and revise with actual numbers afterward.
Use a fillable PDF for clarity and professional appearance. Always double-check for accuracy before submission.
DA Form 4843 and AR 37-47 Compliance
AR 37-47 governs the use of representation funds. DA Form 4843 is a prescribed form that helps maintain:
- Proper guest-to-host ratios
- Distinction between funded guests and self-paying DoD attendees
- Documentation for audits and reimbursements
Approving officials review the form to ensure events align with policy. Actual attendance may adjust funding responsibilities if ratios are not met due to no-shows.
Common Mistakes to Avoid
- Using outdated form versions
- Incomplete attendance lists or missing titles/positions
- Failing to update from estimated to actual attendance
- Incorrect ratio calculations
- Missing supporting documents (e.g., cost estimates, receipts)
- Not distinguishing DoD personnel from authorized guests
Where to Download Official DA Form 4843?
Official Download Link: DA Form 4843 PDF
Always obtain the form from Army Publishing Directorate (armypubs.army.mil) for the most current version. Fillable versions are available through authorized Army systems.
Best Practices for Event Planners and Hosts
- Prepare the estimated DA Form 4843 early in the planning process
- Keep detailed records of invitations vs. actual attendance
- Coordinate with representation funds custodians or certifying officials
- Retain both estimated and final versions plus supporting documentation
- Use the form to inform future event planning for better accuracy
Proper use of DA Form 4843 ensures smooth event execution, regulatory compliance, and effective use of Army resources for official representation.
This guide is for informational purposes and is based on publicly available Army regulations and form instructions. Always consult your local command, legal advisor, or funds custodian for specific guidance.