Appointing a third party to represent a DVA client (D9325)

Form D9325 is the Department of Veterans' Affairs form for setting up a nominated representative arrangement. DVA describes a nominated representative as a person authorised to deal with DVA for you, such as a partner, adult relative, trustee, advocate or legal representative, or an organisation with a named contact person. There are two paths: a voluntary arrangement the client chooses and can cancel at any time, and an involuntary arrangement for a client who has lost capacity, which needs legal and medical evidence. The form also sets the level of access: permitted to enquire, permitted to act, permitted to act - health, and permitted to receive payment.

When you need it

• A veteran or other DVA client wants a family member, advocate, lawyer or organisation to deal with DVA on their behalf.
• A person holding an enduring power of attorney, guardianship or administration order needs to be recorded as the representative of a DVA client who has lost decision-making capacity.
• A client wants a representative to receive their DVA payments or their mail. DVA says this can also be done in MyService.

1. 1

   Part A: the DVA client

   Questions 1 to 9: DVA file number or UIN if known, name, any previous name, date of birth, residential and postal address, and contact details.

2. 2

   Representative details

   For a person, questions 10 to 13 (title, name, date of birth). For an organisation, questions 14 to 18 (trading and legal names, ABN, which is mandatory, registered office and an organisation contact). Then question 19 (representative contact details) and question 20 (relationship to the client).

3. 3

   Question 21: voluntary or not

   Answer Yes if the client is appointing the representative voluntarily and go to Part B. Answer No if legal and medical evidence is being relied on and go to Part C.

4. 4

   Part B: voluntary arrangement

   Set how long it lasts (question 22) and tick the permissions (question 23), including whether mail goes to the representative and, for permitted to receive payment, the bank account. Question 24 covers online access. The client signs the declaration at question 25.

5. 5

   Part C: client unable to manage their affairs

   Attach the legal authority (for example an enduring power of attorney) and medical evidence of loss of capacity, give payment account details if receiving payments (question 26) and say whether online access is needed (question 27).

6. 6

   Part D: representative's acceptance

   The representative or organisation contact signs the declaration (question 28). An organisation adds its official stamp (question 29) or attaches a statement on letterhead agreeing to the arrangement.

• Return the signed form to DVA by email, by mail to Department of Veterans' Affairs, GPO Box 9998, Brisbane QLD 4001, or at a DVA Veterans Access Network office, as the form explains.
• DVA says a representative can also be nominated in MyService at any stage.
• If a client cannot physically or mentally sign, leave the signature box blank and attach a letter from a medical practitioner explaining why (form, question 25 note).

• A new appointment to act or to receive payment automatically cancels any existing arrangement of that kind, and the existing representative is told by letter (form, question 23 note).
• The representative must tell DVA within 14 days if they can no longer carry out the role (Part D declaration).
• Where DVA receives medical evidence that a client has lost capacity, earlier voluntary arrangements end and only someone with legal authority can act (form, page 1).