Replacing Lost Military Records

Military records, medals, awards, and decorations are an important part of a veteran’s service record, and are often cherished by veterans and family members. But service records are also essential for establishing eligibility for certain veterans benefits programs. The most frequently requested document form the National Archives is the DD Form 214, proof of military service. This is one of the most valuable documents you will ever own, as it opens the door to a variety of benefits, such as the GI Bill, VA Loan, and possibly health care and other benefits. If you lose your DD Form 214, you should replace it immediately, since it can take some time to get a replacement.

This article will show veterans, their family members, and the general public how to request a copy of military service records, including DD Form 214, medical records, or other service records you may wish to obtain a copy of. Please click the following link if you are seeking information on replacing lost medals, awards or decorations.

Who Can Request Military Records?

The government does not release full military service information to everyone who requests it. If the service member is still alive, he or she is the only person who can request the full service records, unless the veteran has given written permission to another individual, or the records are needed as part of a court order.

If the veteran is deceased, the full military service records may be requested by Next-of-Kin (NOK). If you are not the veteran or NOK (as defined below), then you are considered to be part of the general public. Members of the general public may request limited service records through the Freedom of Information Act (FOIA). Let’s take a look at who the government considers to be Next-of-Kin, and who the government considers to be the general public (remember, these limitations are in place to protect your privacy).

According to the National Personnel Records Center (NPRC), Next-of-Kin includes:

• For the Air Force, Navy, Marine Corps & Coast Guard, the NOK is defined as: the un-remarried widow or widower, son, daughter, father, mother, brother or sister.
• For the Army, the NOK is defined as: the surviving spouse, eldest child, father or mother, eldest sibling or eldest grandchild.
• If you do not meet the definition of NOK, you are considered a member of the general public.

How to Replace Lost Military Service Records

Because the National Archives houses service records for millions of military veterans, you will need to provide them with some information to help locate your service records. If you are the veteran, most of this information shouldn’t be too difficult to come up with. It’s also important to note that the National Archives processes over 1.4 million records requests annually, so to streamline the process, they generally only provide veterans and family members with a copy of the separation documents or DD Form 214, which are required for most veterans benefits. If you need additional military service records or your medical records, you must specify this when you make your records request.

Use eVetRecs to request military service records online

To request your service records, you will need to make an online request via the eVetRecs System or by sending in a signed and dated copy of the SF 180, Request Pertaining To Military Records which you can download from the National Archives site, of from http://www.va.gov/vaforms/.

Here is a list of the basic information you will need:

• The veteran’s complete name used while in service
• Service number
• Social security number
• Branch of service
• Dates of service
• Date and place of birth (especially if the service number is not known).
• All requests must be signed and dated by the veteran or next-of-kin.
• If you are the next of kin of a deceased veteran, you must provide proof of death of the veteran such as a copy of death certificate, letter from funeral home, or published obituary.

It is also helpful to include additional information when making your request, such as the reason for your request (if you need additional documents) or a deadline if applicable – this can be common when applying for benefits such as a VA Loan, military burial benefits, Aid & Attendance Benefits, or other benefits which may have a deadline. (The National Archives tries to process “emergency” requests within two business days, so try to be prepared when sending in your records request).

The National Archives Fire of 1973. The National Archives experienced a massive fire in 1973 which damaged or destroyed service records for 16-18 million Army and Air Force veterans who were discharged between 1912-1964. In some cases the service records can be reconstructed from alternate sources such as base or unit level records, though in some cases, some records are completely destroyed. Records which fall into this category can take several weeks or longer to research and complete. You can read more about this incident and the efforts of those at the National Archives to reconstruct the records in this article.

Where to request your military service records: Military records are maintained at the National Archives in St. Louis, MO. You can request a copy of your records online, or by mail or fax. Be sure to sign and date your request.

NPRC Mailing Address and contact info:
National Personnel Records Center
Military Personnel Records
1 Archives Drive
St. Louis, MO 63138
NPRC Phone Number:314-801-0800
NPRC Fax Number: 314-801-9195

How Much Do Copies of Military Service Records Cost?

In general, a request for basic service and medical records is free for service members and next of kin, provided the request is for a non-archival service record. Military service records are considered to be archived 62 years after the service member separates from the military. Requests for a copy of a Official Military Personnel File that is archived wil be assessed a copying fee, which is $20 for a 5 page document, or a flat $60 fee for files which are more than 5 pages.