The National Archives reports that the 1973 fire in St. Louis destroyed about 80 percent of Army personnel files for veterans discharged between 1912 and 1960, plus about 75 percent of certain Air Force files. Many veterans find out a DD-214 is missing only when a VA claim, home loan, or state benefit stalls for lack of proof of service. That delay is stressful, and it is often avoidable. This guide explains who may request military service records, what details to gather, which request route fits, five steps to submit, and what follows, so veterans and families can build a clean paper trail early.
Key Takeaways
- Confirm whether the requester is the veteran or next of kin before starting any request.
- Gather full name, service number or SSN, branch, and service dates before contacting the National Archives.
- Choose the online eVetRecs route or Standard Form 180 by mail or fax, based on the situation.
- Check milConnect first when separation was recent, since the Department of Defense may hold the record.
- Build backup evidence early if the file may have been damaged in the 1973 fire.
- Attach the DD-214 to a VA claim and keep a personal copy in a safe place.
Table of Contents
- Who Can Request Military Service Records
- Evidence and Details to Gather Before Requesting
- Choosing a Request Route: Online, Mail, Fax, or milConnect
- Step-by-Step: Requesting a DD-214 From the National Archives
- After the Request: Corrections, Missing Files, and Using the DD-214
- Frequently Asked Questions
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Who Can Request Military Service Records
Veterans often discover a DD-214 is missing at the worst moment. A VA claim, a home loan certificate, a state benefit, or a job application asks for proof of service, and the paper is nowhere to be found. Federal rules decide who may obtain the file, so knowing the right category first prevents rejected or delayed requests.
Veterans may request their own records online, by mail, or by fax. VA.gov explains that next of kin of a deceased veteran may also request them. The eligible group is the surviving spouse who has not remarried, a parent, a child, or a sibling. Each must supply a copy of one document: a death certificate or other public record of the death, or a letter from a funeral home. One verified rule matters for everyone else: records of veterans discharged more than 62 years ago are open to the public, while newer files release only limited information unless next of kin authorizes more.
The DD-214 itself is the discharge document. It records branch, dates of service, rank, awards, the reason for separation, and the character of service. VA reviews that character of discharge when deciding eligibility for many benefits, which is why the document matters so much.
Anyone starting a request should also confirm how the veteran's name was spelled on service papers, since a nickname or a married name can block a match. Checking these basics first costs little and can save weeks of back-and-forth with an agency that handles millions of files.
Next of Kin and Other Requesters
Families planning burial in a VA national cemetery often do not need to chase paperwork. VA.gov states that the National Cemetery Scheduling Office locates the needed records for that purpose. Requesters who are not relatives, such as genealogists or researchers, can obtain older public files but will receive limited information for newer ones. Survivors who plan to apply for dependency or survivor benefits should request the veteran's records early, because other agencies may ask for the same proof.
Evidence and Details to Gather Before Requesting
A request that lacks identifying details can sit unanswered or come back incomplete. Veterans sometimes assume the National Archives can find a file from a name alone, then wait weeks for a request for more information. Gathering the facts first keeps the request moving and avoids a second round of paperwork.
Identifying Information the National Archives Needs
The National Archives asks for the complete name used during service, the service number or Social Security number, branch of service, and service dates. Date and place of birth help when the service number is unknown. For files that may have been affected by the 1973 fire, the agency also asks for the discharge location, last assigned unit, and place of entry into service. Writing these items down before starting an online or mailed request saves time.
Veterans should also decide which documents are wanted. The DD-214 proves service and discharge, but a full Official Military Personnel File may include orders, evaluations, and medical entries. Naming the exact items on the request helps the staff respond to the real need instead of guessing.
Backup Records if the File Is Damaged
The National Archives states that the July 12, 1973 fire destroyed about 80 percent of the files for Army personnel discharged between November 1, 1912 and January 1, 1960, and about 75 percent of Air Force files for personnel discharged between September 25, 1947 and January 1, 1964, with surnames after Hubbard, James E. No duplicate or microfilm copies existed. The agency rebuilt many files from other sources, including VA claims files, state records, Selective Service registration records, pay records, military hospital records, and separation x-rays.
Veterans in the affected groups can help that process by keeping personal papers: old orders, pay stubs, award certificates, unit photographs, medical entries, and letters. Statements from fellow service members may support dates and duties. These items are educational examples of supporting proof, not a guarantee that any record will be rebuilt or accepted for a benefit.
Choosing a Request Route: Online, Mail, Fax, or milConnect
Veterans often lose time by sending a request down the wrong path. A mailed form can sit in a queue while an online request would have been faster, and a recent separation may not belong at the National Archives at all. Matching the route to the situation is the key decision before filing anything.
The National Archives calls its online eVetRecs system the fastest and most convenient option for most veterans. VA.gov explains that requesters sign in with an identity-verified ID.me account, and the agency may ask for a live selfie photo to confirm identity. Standard Form 180, titled Request Pertaining to Military Records, serves mail and fax requests. The form is optional, but the agency recommends it because it captures what is needed to locate a record. The form lists the correct mailing address by branch, separation date, and record type.
Speed is not the only factor. Online requests suit veterans comfortable with identity verification, while mailed forms suit those who prefer paper or lack a smartphone for the selfie step. Neither route requires payment to a private company, and veterans should be cautious about websites that charge for forms that are free on VA.gov and the National Archives site.
Recent Separations, In-Person Visits, and Helpers
VA.gov lists a Department of Defense option through milConnect for recent separations: Air Force after October 1, 2004, Army after October 1, 2002, Marine Corps after January 1, 1999, and Navy after January 1, 1995. Veterans can also visit the National Personnel Records Center in person, contact a state or county veterans agency, or hire an independent researcher. Accredited VSOs often assist for free. Processing times vary, and no timeline is promised here, and veterans should plan ahead rather than wait until a deadline is close. For status questions, the National Personnel Records Center lists a phone number of 314-801-0800 and a fax number of 314-801-9195.
Step-by-Step: Requesting a DD-214 From the National Archives
Veterans who feel overwhelmed by government paperwork can follow one simple order of work. The five steps below fit most requests for a DD-214 or a full personnel file.
- Confirm who is requesting: the veteran, or next of kin with proof of death.
- Collect the identifying details: full name, service number or SSN, branch, dates, and birth information.
- Pick the route: eVetRecs online, or Standard Form 180 by mail or fax, or milConnect for recent separations.
- Submit the request and save the confirmation, tracking number, or fax receipt.
- Follow up with the National Personnel Records Center by phone if no reply arrives, and keep notes on each contact.
Each step has a purpose. Confirming eligibility prevents a rejected request, collecting details prevents a request for more information, and saving proof of submission gives the veteran something to cite when calling about status. Skipping any step is the most common reason a simple request turns into a long one.
Online Request With eVetRecs
The online route begins with the National Archives eVetRecs tool. Requesters create or use an ID.me account that is identity verified, then answer questions about the veteran and the record wanted. Entering the details exactly as they appeared during service helps the match. After submission, a confirmation should be saved with the other notes. If the system cannot find a match, the veteran should recheck spelling, service numbers, and dates, then try again or switch to the paper form rather than abandoning the request.
Mail or Fax With Standard Form 180
Download the form from VA.gov, fill in every section that applies, and sign it. Check the address printed on the form for the branch and separation date, then send it by mail or fax. Photocopy the completed form and keep proof of delivery. Next of kin should attach the death record or funeral home letter so the request is not returned. A clear, legible copy of the signed form, rather than a faded photo, reduces the chance of delay.
After the Request: Corrections, Missing Files, and Using the DD-214
Receiving a record does not always end the problem, and a new problem can appear after a long wait. Some veterans find an error, such as a wrong date or a missing award, and others learn the file was damaged. Knowing the next move keeps a claim from stalling while the paperwork catches up.
If Records Are Missing or Wrong
If the National Archives cannot find a complete file, the 1973 fire page explains that the agency reconstructs records from alternate sources, and VA.gov offers guidance on rebuilding records to support a disability compensation claim. Errors in a DD-214 are handled through a separate correction process that the service branch manages. Veterans should ask the branch which form and office apply, and a VSO can often help prepare it. Corrections can take time, and the outcome is never guaranteed. In the meantime, veterans can keep gathering other proof, such as statements and medical history, so the claim keeps moving. Veterans who feel stuck can ask an accredited VSO to review the file and explain which gaps matter most for the benefit being sought.
Using the DD-214 in a VA Claim
Once the document arrives, veterans should keep the original in a safe place and share copies. A copy usually goes with a VA claim, a VA health care enrollment, a home loan request, and many state benefit applications. Service treatment records, personnel files, and the DD-214 are different documents, and each can serve a different purpose in a claim. VA may also obtain some records itself during claim development, but a personal copy of the DD-214 prevents delays when a form or reviewer asks for proof of service. Decisions about eligibility remain with VA and other agencies. Scanning the document, storing a digital copy in a secure account, and giving a trusted family member the location of the paper original protects against loss, fire, and flood.
Take the Next Step
Not sure the claim is ready to file? Take the Free VA Claim Readiness Test at avoyvet.com and see which records, evidence, and next steps may still be missing. AVOY Veteran Navigator AI also offers educational guidance on DD-214 requests, VA claims, ratings, appeals, and survivor benefits, so veterans and families can move forward with a clear plan.
Frequently Asked Questions
Is a DD-214 required before a VA claim can be filed?
A DD-214 is one of the main documents VA uses to confirm service dates and character of discharge, so it is strongly recommended with a claim. VA may sometimes locate service records on its own, but waiting for that can slow a decision. Veterans who cannot find the document should start a request through the National Archives while preparing the rest of the claim. Filing an intent to file can help protect a possible start date while records are being gathered. Specific requirements depend on the benefit, so veterans should confirm current rules on VA.gov or with an accredited VSO. This answer is educational and does not promise any approval or timeline for a claim.
Can a veteran request a DD-214 online, and what identification is needed?
Yes. The National Archives eVetRecs system is the online route, and it is described as the fastest option for most veterans. VA.gov explains that requesters sign in with an identity-verified ID.me account, and the agency may ask for a live selfie photo during verification. Veterans should have the full name used in service, service number or Social Security number, branch, and service dates ready before starting. Those who prefer paper can use Standard Form 180 by mail or fax. If anything fails during sign-in, a state or county veterans agency or accredited VSO may be able to help with the request.
Can a surviving spouse request a deceased veteran's DD-214?
Yes, if the spouse has not remarried. VA.gov lists the surviving spouse who has not remarried, a parent, a child, or a sibling as eligible next of kin. The requester must provide a copy of one document, either a death certificate or other public record of the death, or a letter from a funeral home. Survivors planning burial in a VA national cemetery may not need to request records at all, since the National Cemetery Scheduling Office locates them. A surviving spouse who is exploring survivor benefits should request the records early, because related forms often ask for proof of service and the character of discharge.
What happens if a veteran's records were lost in the 1973 fire?
The National Archives reports the fire destroyed about 80 percent of Army files for discharges between 1912 and 1960 and about 75 percent of certain Air Force files from 1947 to 1964, and no duplicate copies existed. The agency rebuilds records from alternate sources such as VA claims files, state records, Selective Service records, pay records, and hospital records. Veterans can help by supplying the discharge location, last assigned unit, and place of entry, and by keeping personal papers like orders and award certificates. VA.gov also offers guidance on reconstructing records to support a compensation claim. Results vary, and nothing is guaranteed.
Is Standard Form 180 required to request military records?
No. The National Archives describes the form as optional, but recommends it because it collects the details needed to find a record. Standard Form 180, called Request Pertaining to Military Records, is a General Services Administration form posted on VA.gov. It lists the correct mailing address based on branch of service, separation date, and the type of record wanted. Requesters who use the online eVetRecs tool do not need the paper form. Whichever route is chosen, a copy of what was sent should be kept, along with any confirmation, so follow-up calls to the National Personnel Records Center go smoothly.
Can a recently separated veteran get records without the National Archives?
Possibly. VA.gov lists a Department of Defense option through milConnect for veterans who separated recently. The listed dates are Air Force after October 1, 2004, Army after October 1, 2002, Marine Corps after January 1, 1999, and Navy after January 1, 1995. Veterans whose separation fell before those dates generally go through the National Archives instead. Because policies can change, it is wise to confirm the current rules on VA.gov before choosing a route. A transition office, a state veterans agency, or an accredited VSO can also point a veteran toward the right source without charge in many cases. Veterans should keep a copy of whatever record is returned and store it safely.
Can someone who is not a relative obtain a veteran's service records?
It depends on how long ago the veteran was discharged. VA.gov states that records of veterans discharged more than 62 years ago are public, so non-relatives such as researchers may request them. For discharges within 62 years, only limited information is released unless next of kin authorizes more. Anyone helping a veteran should have the veteran's written consent in place and should use the veteran's own request whenever possible. A VSO or attorney acting for a veteran can also handle paperwork. Educational information only, and rules should be checked on VA.gov or with the National Archives before any request is sent.
Educational information only — not legal, medical, or claim representation, and not affiliated with the U.S. Department of Veterans Affairs. For help filing or appealing, contact a VA-accredited VSO (often free), claims agent, or attorney. For current rates, forms, and deadlines, see VA.gov.
