Soldier Missing in Action: A Step-by-Step Guide for Families

When a servicemember stops making contact, the family is left in a state of uncertainty: no calls, no official explanations, and information from fellow soldiers or acquaintances may be incomplete or contradictory. In such a situation, it is important not to act chaotically, not to share sensitive data on social media, and to move to official steps as quickly as possible.

A servicemember’s disappearance is not only a personal tragedy but also a legal procedure. For the status to be properly recorded, the family must contact the military unit or TCC and SP, file a report with the police, obtain the necessary extracts, and collect documents for payments.

Below is a step-by-step guide: what to do in the first days, where to apply, how to obtain an extract from the Register of Missing Persons, what to do if captivity is suspected, and when to seek assistance from a military lawyer.

When a servicemember is considered missing in action

A servicemember’s failure to make contact does not yet mean that he or she is legally considered missing in action. In combat conditions, a phone may be switched off due to radio silence, unit redeployment, lack of communication, injury, evacuation, or other circumstances.

A different situation arises when the family receives a notification from the TCC and SP, information from the military unit, or word that the servicemember did not return from a combat mission. In that case, official action is required: contacting the military unit, the police, the Ministry of Internal Affairs, the Coordination Headquarters, and other authorities.

It is important to distinguish between several situations: the servicemember may temporarily be without communication, may be officially listed as missing in action, may presumably be in captivity, or may be presumed dead without documentary confirmation of the fact of death. These situations may look similar to the family, but they are legally distinct procedures.

The status of a person missing under special circumstances is linked to the official entry of information into the Unified Register of Persons Missing under Special Circumstances. Therefore, the primary objective is not only to gather information, but to properly record the fact of disappearance through official applications.

What the family should do if the servicemember is not making contact

If a servicemember has not called or responded to messages for several days, the family’s first task is to calmly gather information. It is advisable to contact fellow soldiers, the commanding officer, a representative of the military unit, or the TCC and SP through which the servicemember was mobilized.

At this stage, it is important to establish when the servicemember last made contact, whether there is any information about his or her whereabouts, whether he or she returned from a mission, and whether there is any information about injury, evacuation, disappearance, or possible captivity.

At the same time, it is essential not to publicly post the military unit number, the exact location of last known presence, photographs in uniform, details of the combat mission, or unverified messages from group chats. Such information may endanger the servicemember, the unit, or other servicemembers.

Immediately record the date of last contact, the military unit, the subunit, rank, position, contact details of fellow soldiers, last known location, circumstances of the disappearance, and any available screenshots of correspondence. This information will be needed for the police report, applications to the Ministry of Internal Affairs, the Coordination Headquarters, and the military unit.

Step-by-step action guide for the family of a missing servicemember

This guide applies in situations where there are grounds to believe the servicemember did not simply lose communication temporarily, but may have gone missing during a mission or been taken captive, or where the family has already received a notification from the TCC and SP or information from the military unit.

Step 1. Contact the military unit or the TCC and SP. The official status of the servicemember must be established. Where possible, it is advisable to contact the military unit directly. If contact cannot be made or the unit is unresponsive, the TCC and SP may be approached. The family’s objective is to obtain not only verbal explanations but also a written document or official response regarding the circumstances of the disappearance.

Step 2. File a report with the National Police. The family must file a report regarding the search for a person missing under special circumstances. The report should describe as precisely as possible who has gone missing, when contact was last made, where the servicemember was stationed, what circumstances are known to the family, and who can corroborate this information.

Step 3. Obtain an extract from the URCP (Unified Register of Criminal Proceedings). After the report is filed, the police must enter the information into the URCP. The family should obtain an extract, as it confirms that the application has been officially registered and not merely handled verbally. This document may be required for subsequent applications to authorities and for processing payments.

Step 4. Submit information for entry into the Register of Missing Persons. This refers to the Unified Register of Persons Missing under Special Circumstances. An extract from this Register is frequently required by the family to confirm status, submit applications to state authorities, and obtain social guarantees.

Step 5. Register an application with the Coordination Headquarters. The Coordination Headquarters for the Treatment of Prisoners of War has a roadmap for families of servicemembers who have gone missing, been taken captive, or been killed. Information may be submitted there, guidance obtained, and consultations held regarding next steps.

Step 6. If captivity is suspected — contact the relevant authorities. If there is reason to believe the servicemember may be in captivity, applications should be submitted to the Coordination Headquarters, the National Information Bureau, the Joint Center of the SBU, and the ICRC. Captivity and missing in action are different legal situations, but at the initial stage they may appear identical to the family.

Step 7. Collect documents for payments and social guarantees. In parallel, documents must be prepared to receive monetary allowance, to potentially apply to the Pension Fund, and to secure other guarantees. It is not advisable to wait until “everything becomes clear” if official documents regarding the disappearance are already available.

What information must be included in a missing person report

The missing person report must be as specific as possible. It should include the servicemember’s full name, date of birth, military unit, subunit, rank, position, date of last contact, last known location, and the circumstances after which contact was lost.

It is also advisable to include contact details of fellow soldiers, the commanding officer, or other persons who may have information, and where available — screenshots of correspondence, photographs, TCC notifications, responses from the military unit, or other documents.

All copies of applications, incoming reference numbers, postal receipts, screenshots of electronic submissions, and responses from authorities must be retained. In such cases, it is important not only to submit an application but also to have confirmation that it was received.

DNA samples: when and why to provide them

The family of a missing servicemember may be asked to provide biological samples for DNA identification. This is a psychologically difficult step, but it should not be ignored. Providing a DNA sample does not mean the state already considers the servicemember deceased. It is a tool for identification in the event that a body or remains are discovered and cannot be identified visually or by documents.

Even if the family believes the servicemember may be in captivity, DNA samples may be an important part of the official search procedure. They facilitate future identification and do not exclude other possibilities, including the possibility of captivity.

Where to apply if a servicemember has gone missing

In cases involving missing servicemembers, the family must contact several authorities, each of which is responsible for a different part of the procedure.

The National Police accepts the missing person report, initiates criminal proceedings, conducts the official search, and may coordinate the provision of DNA samples. The TCC and SP assists with communication with the military unit, receipt of notifications, forwarding of documents, and clarification of military registration data.

The military unit provides information about the circumstances of the disappearance, official documents, orders, certificates, and addresses matters of monetary allowance. The Ministry of Internal Affairs is responsible for the Unified Register of Persons Missing under Special Circumstances and the issuance of extracts.

If captivity is suspected, additional applications should be submitted to the Coordination Headquarters, the National Information Bureau, the Joint Center of the SBU, and the ICRC.

The Register of Missing Persons: what it is and how to obtain an extract

The Unified Register of Persons Missing under Special Circumstances is an official state register recording information about persons who have gone missing in connection with military operations, occupation, armed conflict, or other special circumstances.

This is not a public database available for independent searches. An extract from the Register may be obtained by close relatives, family members, legal representatives, and other persons in cases provided for by law.

Such an extract is required to confirm the missing person status, process payments, submit applications to state authorities, and document the legal situation. It may be obtained through state services or by applying to the Ministry of Internal Affairs if the online option is unavailable.

Payments for the family of a missing servicemember

Payments for the family of a missing servicemember should not be treated as a single general compensation. There is the servicemember’s monetary allowance, possible social guarantees, a survivor’s pension, and a one-time benefit in the event of death. These are separate procedures with different legal grounds.

If a servicemember has gone missing or is in captivity, the family may be entitled to receive his or her monetary allowance. It is important to consider whether the servicemember left a personal directive in the event of captivity or disappearance. If such a directive exists, it may determine to whom and in what proportions the funds are to be paid. If no directive exists, the procedure established by law applies.

It is also important to understand that payments to the family of a missing servicemember are not the same as the one-time cash benefit for the family of a fallen servicemember. If the fact of death has not been documented, the family operates within the procedure applicable to a missing person or possible captive. Only after official confirmation of death may other grounds for payments arise.

Who may receive the monetary allowance

Entitlement to the monetary allowance depends on the available documents, family status, the existence of the servicemember’s personal directive, and the current version of the legislation. Typically, the following are considered in such matters: a wife or husband, legal representatives of young or minor children, adult children with disabilities since childhood, parents, and in certain cases — other family members or dependents.

In practice, it is not advisable to assume that “the closest relative automatically receives everything.” If there is a spouse, children, parents, dependents, or a servicemember’s personal directive, the situation may be more complex. This is why it is advisable to verify, before submitting documents, who is entitled to apply, what documents confirm this, and whether there is any potential dispute among relatives.

What documents are required to process payments

The exact document package depends on the situation, but the family will typically need to prepare:

• a payment application;
• the applicant’s passport;
• RNOKPP (tax identification number);
• documents confirming family relationships;
• bank account details;
• a notification or other document regarding the disappearance;
• an extract from the URCP;
• an extract from the Unified Register of Persons Missing under Special Circumstances;
• documents relating to children, disability, or dependency, where applicable.

Documents may be submitted to the military unit, through the TCC and SP, or by registered mail with a list of enclosures. If documents are submitted by post, the receipt, the list of enclosures, and the tracking number must be retained. If submitted through the TCC and SP, confirmation of receipt or registration of the documents should be obtained.

Survivor’s pension: is it available if the servicemember is missing in action

Certain family members of a missing servicemember may be entitled to a survivor’s pension. This is not the same as the monetary allowance from the military unit. Such a pension is processed through the Pension Fund of Ukraine and depends on the applicant’s status, documents, age, capacity for work, children’s enrollment in education, and other conditions.

The PFU clarifies that relatives of persons reported missing during martial law may be entitled to a survivor’s pension. In certain clarifications, the PFU also states that the right to such a pension arises one month from the date on which information about the missing person is entered into the unified police registry.

This may be relevant for children, incapacitated parents, a wife or husband where the statutory conditions are met, and persons caring for the servicemember’s child. However, this must be stated with caution: not every relative automatically receives a pension. The decision depends on the documents and the specific circumstances of the case.

If captivity is suspected

Captivity, missing in action, and death are different legal situations. However, at the initial stage the family often does not know what has actually happened. There may be footage from enemy sources, messages from strangers, accounts from fellow soldiers, rumors in Telegram chats, or fragmentary information without official confirmation.

If captivity is suspected, applications should be submitted to the Coordination Headquarters, the National Information Bureau, the Joint Center of the SBU, and the ICRC. It is not advisable to wait until the information is “100% confirmed,” but relying solely on unofficial sources is also not acceptable.

A separate danger is posed by fraudsters. Families may be contacted by individuals offering to “buy their relative out of captivity,” “deliver a parcel,” “arrange an exchange,” or “provide information for a fee.” Under no circumstances should money be transferred to such individuals, or copies of documents, bank details, home addresses, or information about other servicemembers be provided to them. The Coordination Headquarters specifically warns of fraud and the need to verify information through official channels.

Judicial recognition of a person as missing or declaration of death

Judicial recognition of a person as missing or declaration of death is a separate court procedure. It is not the first step to take after a servicemember stops making contact. The family must first complete the basic official steps: contacting the military unit or TCC and SP, filing a police report, registering with the URCP and the Register of Missing Persons, and contacting the Coordination Headquarters and, where necessary, the authorities dealing with captivity matters.

The status of a person missing under special circumstances, judicial recognition as missing, and declaration of death are not the same thing. The first status relates to the search for and registration of the person in the Register. Recognition as missing may be required to resolve property or family matters. Declaration of death has more serious consequences, including for inheritance, the status of family members, certain payments, and subsequent registration of the death certificate.

In typical situations, the court procedure is considered when no information about the person has been available for an extended period, or when a specific legal matter cannot be resolved without a court ruling. However, during active hostilities, timelines, evidence, and circumstances may be of particular significance, so it is advisable to review the documents with a lawyer before going to court.

Common problems faced by families

In practice, families of missing servicemembers frequently encounter bureaucratic difficulties. The military unit may fail to respond to applications, refuse to issue notifications, or provide only verbal explanations. Documents may contain errors in the full name, date of birth, unit number, or circumstances of the disappearance, complicating the subsequent processing of payments.

Also common are problems with having data entered into the Register, obtaining an extract, delays in monetary allowance payments, or the absence of a clear explanation of what documents are missing. Separate disputes may also arise among relatives regarding entitlement to payments, particularly where there is a spouse, children, parents, dependents, or a servicemember’s personal directive.

In such situations, it is better not to rely on phone calls alone. Written applications, attorney requests, complaints, monitoring of deadlines, and documentation of every response are all necessary.

When to seek legal assistance

The family can genuinely take the first steps independently: contact the TCC, file a report with the police, register an application with the Coordination Headquarters, and begin collecting documents. However, legal assistance becomes necessary when the case stalls or authorities begin shifting responsibility onto one another.

A lawyer should be consulted if the military unit is unresponsive, refuses to issue documents, the notification contains errors, data are not entered into the Register, an extract is not issued, payments are delayed, or the family is refused without a clear explanation. Assistance from a family lawyer is also required if a dispute has arisen among relatives regarding entitlement to payments, or if a court application is necessary.

A lawyer can review the documents, prepare applications, complaints, and attorney requests to the military unit, TCC and SP, Ministry of Internal Affairs, and Pension Fund, and provide support throughout the court procedure if one is genuinely required.

Quick checklist for the family of a missing servicemember

• In the first days, the family must gather all available information: when the servicemember last made contact, which unit he or she serves in, and who can confirm the circumstances of the disappearance. It is advisable to contact the military unit or the TCC and SP, but not to publicly post the unit number, last known location, photographs in uniform, or details of the combat mission.
• Official steps begin with filing a report with the National Police. After that, it is necessary to obtain an extract from the URCP, provide DNA samples if required, submit information for entry into the Unified Register of Persons Missing under Special Circumstances, and register an application with the Coordination Headquarters.
• To process payments, documents must be collected confirming the family relationship, the applicant’s status, and the fact of the servicemember’s disappearance. The payment application is submitted to the military unit, through the TCC and SP, or by registered mail. All submissions, receipts, and responses must be retained.
• If problems arise — the military unit is unresponsive, documents are not issued, data are absent from the Register, payments are delayed, or relatives are refused without explanation — written applications, complaints, attorney requests, and if necessary legal support must be pursued.

FAQ

What to do if a servicemember has not been in contact for several days?

The first step is to gather information through fellow soldiers, the commanding officer, the military unit, or the TCC and SP. If there are grounds to believe the servicemember disappeared during a mission, official reports must be filed.

Where to apply if a servicemember is officially missing in action?

To the military unit or TCC and SP, the National Police, the Ministry of Internal Affairs, and the Coordination Headquarters. If captivity is suspected — also to the NIB, the Joint Center of the SBU, and the ICRC.

How to file a missing person report for a missing servicemember?

The report is filed with the police. It must include the servicemember’s details, military unit, date of last contact, circumstances of the disappearance, and contact details of persons who may have information.

How to obtain an extract from the Unified Register of Persons Missing under Special Circumstances?

The extract may be obtained through state services or by applying to the Ministry of Internal Affairs. It is required to confirm status, process payments, and support further applications.

Is the family entitled to payments if the servicemember is missing in action?

Yes, the family may be entitled to receive the servicemember’s monetary allowance. The specific entitlement depends on the documents available, family status, and the existence of the servicemember’s personal directive.

What to do if captivity is suspected?

Applications should be submitted to the Coordination Headquarters, the NIB, the Joint Center of the SBU, and the ICRC. Individuals who request money for a “ransom,” “exchange,” or “information” must not be trusted.

When can a court application be made regarding recognition as missing or declaration of death?

Court proceedings are not the first step after loss of contact. They are initiated when property, inheritance, family, or social matters need to be resolved and a court ruling is required for this purpose.