How to Submit an AER Request for Lost or Damaged Gear

Lost or damaged Army gear must be reported quickly and documented carefully. The correct response usually involves your chain of command, the supply room, and a property accountability process. An AER request may also become relevant, but its purpose depends on what “AER” means in your unit and why financial assistance is being requested.

Army Emergency Relief generally provides emergency financial assistance to eligible Soldiers and family members. It does not automatically cancel personal responsibility for government property. A damaged weapon, missing night-vision device, or lost field item may require a separate investigation before any assistance is considered.

The first priority is to protect the record: report the issue, preserve evidence, and obtain written instructions. Soldiers can also review related administrative guidance through the U.S. Army resources available on EES Army.

Clarify What the AER Request Covers

Before submitting anything, ask your first-line leader, supply sergeant, or unit S-4 to identify the exact process required. In many situations, “AER” refers to Army Emergency Relief. An AER application addresses an urgent financial hardship, while lost or damaged government equipment is handled through property accountability procedures.

If your unit uses AER as a local abbreviation for an equipment replacement, exception, or repair request, use the unit’s prescribed form and routing instructions. Local terminology can differ, and sending an application to the wrong office can delay the investigation or replacement.

Do not describe the incident as an emergency financial request when the actual need is a replacement document, hand-receipt correction, or damage statement. Correct classification helps the supply and command teams determine whether the matter belongs with the SSA, unit logistics office, finance, or an AER officer.

Report the Loss or Damage Immediately

Notify your supervisor as soon as you discover the problem. Explain when and where the item was last seen, who had custody, whether the item was damaged during authorized use, and what steps have already been taken to recover or protect it. If theft is suspected, follow command instructions for law enforcement notification.

The supply room will normally compare the item with your hand receipt, sub-hand receipt, clothing record, or other issue documentation. A current copy of your signed records is important because it establishes what was issued and who accepted responsibility.

Avoid repairing, discarding, modifying, or privately replacing the item before receiving direction. A well-intended repair can remove evidence of the cause of damage, and an unauthorized purchase may not be accepted as a substitute for government property.

Gather Evidence Before Filing

A strong request includes facts rather than assumptions. Prepare a short chronological statement and attach photographs, maintenance records, transportation documents, witness names, training schedules, and copies of relevant hand-receipt pages. If the item was damaged during an authorized mission, include the mission date, location, activity, and environmental conditions.

For missing equipment, document search efforts. List storage areas, vehicles, workspaces, arms rooms, deployment containers, and other locations checked. Include the date and personnel involved. If the item was transferred, turned in, or left with another section, identify the person or office that may have custody records.

Keep copies of everything submitted. Digital records may be useful later, so Soldiers should understand how official personnel documents are stored and retrieved through iPERMS guidance. Property documents may not all belong in iPERMS, but maintaining an organized personal file helps establish dates and actions.

Route the Request Through the Chain

Submit the initial report through your chain of command unless local policy directs you to contact the supply office first. Your leader can determine whether the issue is a routine replacement, a repair action, a statement of charges, or a matter requiring a Financial Liability Investigation of Property Loss, commonly called a FLIPL.

A FLIPL is an investigation into whether negligence or willful misconduct caused the loss or damage and whether a person should be held financially liable. It is not the same as an AER application. A Soldier should read the paperwork carefully, provide a complete statement, and use any available rights explained in the documents.

If the request involves Army Emergency Relief, contact an authorized AER office or installation Army Community Service representative. Be prepared to provide identification, proof of income and expenses, command information when required, and documentation showing the emergency. The AER office determines eligibility; a command recommendation does not guarantee approval.

Situation	Usual first action	Records to prepare
Gear is damaged during authorized use	Notify leadership and supply	Photos, maintenance details, witness information
Gear is missing	Report the loss and conduct a documented search	Hand receipt, search log, statements
Theft is suspected	Notify leadership and follow law-enforcement guidance	Incident details, report number, witness names
A FLIPL is initiated	Review the documents and respond within the stated timeline	Written statement, receipts, transfer records
Immediate financial hardship exists	Contact an AER office separately	Identification, financial documents, emergency proof

Complete the Required Forms

The exact paperwork depends on the item and the installation. Common records may include a statement describing the circumstances, a hand-receipt adjustment, a turn-in or exchange document, a maintenance work order, or documents associated with a FLIPL. Your supply section should identify the current forms and suspense dates.

Use precise language. State what you know, what you observed, and what you did after discovering the problem. Avoid guessing about another person’s actions or accepting responsibility for facts that are inaccurate. If a statement is unclear, request an explanation before signing it.

For personnel records and administrative documents, it may help to review ERB access guidance, although an ERB does not replace property records. Keep the two subjects separate: personnel data supports identity and status, while hand receipts and logistics documents support equipment accountability.

Avoid Common Processing Delays

Late reporting is one of the most preventable problems. Waiting several days to mention missing gear can make recovery difficult and may raise questions about the circumstances. Report the issue even if you are still searching, then provide updates as new information becomes available.

Another frequent mistake is submitting an incomplete request without a copy of the relevant hand receipt or without explaining why the item could not be recovered. Supply personnel and commanders need a clear timeline to decide what action is appropriate.

Use these practices when preparing your packet:

• Identify the item by nomenclature, serial number, stock number, and quantity when available.
• Record the date, location, mission, and circumstances of the loss or damage.
• Attach photographs, witness statements, search results, and maintenance documentation.
• Keep a dated copy of every form, email, and counseling or notification record.
• Track suspense dates and request written clarification when instructions conflict.

Follow Up Until the Record Is Closed

After submission, ask which office owns the next action and when you should expect an update. A request may move between the chain of command, supply, the accountable property officer, finance, legal personnel, and an AER representative. A tracking number, receipt email, or signed acknowledgment can help prevent the packet from disappearing in transit.

Continue safeguarding related gear and records while the matter is pending. If the item is found, repaired, or turned in, notify the responsible office immediately and obtain documentation showing the update. If a FLIPL or other adverse action is opened, follow the response instructions and deadlines printed on the paperwork.

Use the process as an opportunity to correct hand-receipt practices, storage controls, and transfer procedures. Once the equipment issue is resolved, verify that your records reflect the final disposition and retain the supporting documents for future administrative needs.

Report the problem promptly, submit a fact-based packet through the proper channel, and contact the authorized AER office separately when genuine financial hardship exists. Taking those steps gives your command and supply team the information needed to resolve lost or damaged gear accurately and fairly.