DA Form 5840: Guardian/Escort Certificate Download & Guide – U.S. Army soldiers, especially single parents, dual-military couples, or those with custody arrangements, must maintain a viable Family Care Plan (FCP). DA Form 5840, the Certificate of Acceptance as Guardian or Escort, serves as a critical document in this process. It formalizes a designated guardian’s or escort’s agreement to care for the soldier’s family members during deployments, TDY, training, or other absences due to military duties.
This form helps ensure mission readiness while protecting dependents. It is governed by Army Regulation (AR) 600-20, Army Command Policy.
What Is DA Form 5840?
DA Form 5840 is an official U.S. Army document titled Certificate of Acceptance as Guardian or Escort. The proponent agency is the Deputy Chief of Staff, G-1.
Principal Purpose: It documents the guardian’s or escort’s voluntary agreement to assume full responsibility for the soldier’s child(ren) or other family members during the soldier’s absence. It confirms they have received necessary legal authority (often via DA Form 5841, Power of Attorney), documents, and briefings on accessing military and civilian services.
The form requires notarization, making it a key legal component of the Family Care Plan packet.
Why Is DA Form 5840 Important?
The Army requires soldiers who cannot provide continuous care for their dependents due to military obligations to establish and maintain a Family Care Plan. Failure to do so can result in administrative actions, including impacts on deployability, promotions, or retention.
DA Form 5840 provides:
- Proof that a responsible, non-deployable guardian accepts the role.
- Verification that the guardian understands their responsibilities and has access to required resources.
- Support for the soldier’s overall FCP under AR 600-20.
It pairs with forms like DA Form 5305 (Family Care Plan), DA Form 5841 (Power of Attorney), DD Form 1172-2 (ID Card/DEERS), and financial arrangements.
Who Needs to Use DA Form 5840?
This form applies primarily to:
- Single soldiers with children or custody of dependents.
- Dual-military couples.
- Soldiers with non-military spouses who may not be available during deployments.
- Reserve and National Guard soldiers during periods of active duty.
Guardians should ideally be stable civilians unlikely to deploy. The guardian must be thoroughly briefed and willing to handle financial, medical, educational, and logistical needs.
How to Complete DA Form 5840? (Step-by-Step)
- Gather Information — Soldier provides the guardian with details about the family members (names and ages), relevant documents, and instructions.
- Fill Out the Form — The guardian enters their personal information (name, address, contact details) and lists the family members they agree to care for.
- Acknowledgment Statements — The guardian affirms they have received all necessary documents, been briefed on procedures for military/civilian services, and accept full responsibility.
- Sign in Front of a Notary — The form must be notarized. The notary block includes the date, notary’s signature, and commission expiration.
- Submit — Return the notarized original to the soldier for inclusion in the Family Care Plan packet.
Download the Official DA Form 5840 Here:
Download DA Form 5840 PDF
Use the most current version from official Army Publishing Directorate (APD) sources. Previous editions may be obsolete.
Tips for a Successful Family Care Plan
- Prepare the Power of Attorney (DA Form 5841) but hold off on signing/notarizing until actual deployment when possible.
- Provide the guardian with letters of instruction, financial allotments (DD Form 2558), ID card applications, and access information.
- Update the plan regularly (e.g., upon PCS, birth of a child, or changes in guardianship).
- Counsel with your unit’s commander or Family Readiness Group for support.
- Active Duty soldiers generally have 30 days; National Guard/Reserve have up to 60 days from counseling to complete the plan.
Common Questions
Is DA Form 5840 legally binding?
It serves as Army-specific documentation and evidence of agreement. It works alongside a Power of Attorney or court orders but does not replace formal legal guardianship if needed.
Can the guardian be another soldier?
It is strongly discouraged, as they could also deploy. Choose a reliable civilian guardian.
Where to submit the completed form?
Include it in your DA Form 5305 Family Care Plan and submit to your unit commander or S-1.
For the latest guidance, consult AR 600-20, your chain of command, or official Army resources like armypubs.army.mil.
Official Download: DA Form 5840 – Certificate of Acceptance as Guardian or Escort
Preparing a solid Family Care Plan, including this certificate, demonstrates responsibility and keeps your family and career secure. If you need help, reach out to your unit’s Family Care Plan counselor or legal assistance office.