obtaining military records and awards us navy and … · 3 obtaining military records and awards us...

FAMILY MILITARY HISTORY IS EVERYONE’S REASONABILITY

OBTAINING MILITARY RECORDS AND AWARDS

US NAVY AND MARINE CORPS.

FOREWORD

This is a guide to help you obtain yours or a family member’s military records and replacement medals and awards. If at any time you have any problems, questions to just need help because things are not working please feel free to contact me at any time; your families military history in important not just for your family but for all Americans, I can be reached at:

Bill Baker

Phone: 619.423.0563

Cell: 619.840.7275

Email: [email protected]

Web: http://59thncb.wordpress.com/

Note: for US Army procedures please download Records_and_Awareds_US_Army.pdf

OVERVIEW This document will help you in obtaining any or all of the following for a US Navy and Marine Corps. Serviceman:

A. Report of Separation (FREE)

B. Complete Copy of Service Records includes Report of Separation (Priced per page)

C. Awards, Medals and Decorations (FREE)

What you need is dependent upon how much information you would like to collect; the most basic of them is the Report of Separation. If you do not know your or the family members service number you will need to obtain this report before you can go any further. It will take you longer to read this document then to request the records! Once you have all the necessary information E.g. Name, dates, service number, etc.. the whole process will take less than 10 minutes to complete. A Report of Separation is sent to you free of charge and is generally issued when a service member performs active duty or at least 90 consecutive days of active duty training. The Report of Separation contains information normally needed to verify military service for benefits, retirement, employment, and

mailto:[email protected]

http://59thncb.wordpress.com/

2 OBTAINING MILITARY RECORDS AND AWARDS US NAVY AND MARINE CORPS.

membership in veterans' organizations. Information shown on the Report of Separation may include the service member's:

Date and place of entry into active duty

Home address at time of entry

Date and place of release from active duty

Home address after separation

Last duty assignment and rank

Military job specialty

Military education

Decorations, medals, badges, citations, and campaign awards

Total creditable service

Foreign service credited

Separation information (type of separation, character of service, authority and reason for separation, separation and reenlistment eligibility codes)

The report of separation form issued in most recent years is the DD Form 214, Certificate of Release or Discharge from Active Duty. Before January 1, 1950, several similar forms were used by the military services, including the WD AGO 53, WD AGO 55, WD AGO 53-55, NAVPERS 553, NAVMC 78PD, and the NAVCG 553. Unfortunately the report of separation document may not list all of the awards, medals and decorations you or your family member earned. I will address how to get what other awards, medals and decorations earns later in this document.

Complete Copy of Service Records: Requesting a complete copy of yours or a family member’s military records is just how it sounds, you will receive a copy of every page in the service record file allowed by the department of defense and the report of separation. Much of what you receive will be duplicities. You will find such things as but not limited to:

● Date and place of release from active duty ● Military Service Dates

● Character of Service ● Disciplinary Action(s)

● Lost Time ● Promotions and Reductions

● Enlistment contract(s) ● Duty Stations and Assignments

● Awards and Letter of Commendation ● Foreign or Sea Service

● Military Schooling and Training ● Weapons Qualification

● Leave Papers ● Group Travel Orders

● Identification Card Applications ● Letters of Recommendation

● Equipment Issues ● Sometimes Photographs

If you or your family member was awarded high honors such as the Bronze Star and others the records will have a copy of the citation and reason the award was presented to you/him/her. So many families have loved ones high honors but have no idea why it was awarded. Ordering a complete copy of the service records there will be an associated cost based on number of pages. In 2006 when I ordered my grandfathers (though my father – next of kin) who served 8 years total (active and reserve) my cost was $38.00 and the file I received was about ¾” thick, I have not counted the pages. (I guess I should and then I could figure out the cost per page) In any case you will be sent a letter telling you the cost and requesting you send in payment if you would still like the copies.

3 OBTAINING MILITARY RECORDS AND AWARDS US NAVY AND MARINE CORPS

Awards, Medals and Decorations: Requesting a replacement is FREE but can only be requested ONCE. For servicemen discharged prior to 1974 you will need to know the Military Service Number. If you don’t have this number from any personal artifacts such as dog tags, personal record, or military items it might have been written on like cloths, knifes, boxes, books, etc... Then you will need to order the report of separation or complete copy of records prior to submitting a request for replacement awards, medals and decorations. The length of time to receive a response or your medals and awards varies depending upon the branch of service sending the medals. When requested grandfathers medals and awards (though my father – next of kin) the whole process from request date to arrival in my mail box took about 3 months. In June of 2010 my mother requested my uncles medals and awards (Vietnam era) from the US Army and she was informed, via their website that she would not receive them until Aug of 2011, a month later checking on the status again she got the note; “Your request contains awards which are currently not in stock. As soon as inventory is replenished, we will complete your request. However, we can not estimate an approximate ship date at this time. We apologize for this delay.”

So how long it will take before you get the replacements is unknown just plan for a long wait.

WHAT YOU WILL NEED TO GET STARTED

What you need to get started is just basic information, access to the internet and one form.

Fill in these blanks and you will have all the information you need to request the Report of Separation, Complete Records, Awards/Medals/Decorations, or everything.

NAME: First: Middle: Last:

Date of Birth: Place of Birth: City State

Social Security Number: Service Number (If known):

Approximate date the veteran left the Service: (If you don’t know this just give it your best guess)

If you are a next of kin and you will also need to provide proof of death, such as a copy of a death certificate, letter from funeral home or obituary for requesting any requests

Using the information you collected above, In the next section I will take you though the steps in ordering the report of separation or copies of the complete service record and requesting the awards, medals and decorations.


Instructions A. Requesting the Report of Separation or Complete Copy of Service Records

To order Report of Separation or Complete Copy of Service Records you will need access to the internet. If you do not have access to the internet or are having problems doing it yourself please contact me I’m more than willing to set-up a time to help you process your request through my internet connection while on the phone with you or send you information on how to make the requests manually though the US mail

1. Open your favorite web browser E.g. Windows Explorer, Firefox, Opera, etc... and type in the address bar type following:

https://vetrecs.archives.gov/VeteranRequest/home.asp

This will navigate to and open the NARA VetRec website where you will enter the information you collected above. See Figure 1

Figure 1

2. After reading the notice Click the CONTINUE button.

3. You will now be at step two on the website, you should see three questions with pull down

boxes.

In box one (You Are) the choices are Veteran or Next of Kin of Deceased Veteran.

Click on the select arrow and select the appropriate answer. See Figure 2

https://vetrecs.archives.gov/VeteranRequest/home.asp


Figure 2

4. If you selected VETERAN then skip to step 5. If you selected NEXT OF KIN then continue

with this step.

In box two (What is your relationship to the deceased veteran?) the choices are Father,

Mother, Son, Daughter, Sister and Brother. If you are anything other than one of these you

will need to follow a different process and fill out an SF 180 form discussed later in this

document.

Click on the select arrow and select the appropriate answer. See Figure 3.

Figure 3

5. In box three (Are you seeking information concerning:) the choices are Former Military

Service or Current Military Service. Unless the subject person is currently serving E.g. POW,

MIA (undeclared dead), on Active Duty, etc… than the choice should be Former Military

Service.


Figure 4

6. When all three steps have been filled in it should look like figure 5 or 6, and you can click the

CONTINUE button:


Figure 5 Figure 6

7. After clicking continue you will have been sent to the next screen which should look like

figure 7 and will have an additional 5 questions, numbered 4 though 8 :

Figure 7

8. In box four (What was the veterans branch of service:?) the choices are Army, Army Air

Corps, Army Air Force, Marine Corps, Navy, Coast Guard, Philippine Commonwealth Army,


Philippine Guerillas and Philippine Scouts. For this example and document I have selected

NAVY. Click on the select arrow and select the appropriate answer. See Figure 8.

Figure 8

9. In box five (What was the veteran’s service component?) the choices are Active or Reserve.

This will almost always be ACTIVE, even if the veteran records or dog tags list him as

USNR or USMCR. For example you father was in the US Navy during WWII and was on

active duty but was listed as USNR you would select ACTIVE. If you select Reserve chances

are you will get very little if anything at all, most records stored are those from the active

duty period(s).


Figure 9

10. In box six (What was the veteran an Officer or Enlisted?) the choices are Officer or Enlisted.

Click on the select arrow and select the appropriate answer. See figure 10

Figure 10

11. In box seven (Please select the most appropriate category for you request) there a a number of

choices select PERSONAL MILITARY HISTORY.

Click on the select arrow and select the appropriate answer. See figure 11

Figure 11


12. In box eight will by default be Not Applicable. Just leave it the way it is there are no other

choices. See figure 12

Figure 12

13. When all three steps have been filled in it should look like figure 13, and you can click the

CONTINUE button.

Figure 13


14. After clicking continue, you will have been sent to the next screen, Record Locator

Information.

Using the information you collected on page 3 “WHAT YOU WILL NEED TO GET

STARTED” fill in all the blanks.

If you don’t know the “Service Number” leave it blank.

If you don’t know the “approximate date the veteran left the service,” put a date which is

your best guess. For example, If you feel it was a short time after WWII a reasonable date

would be 12/1947

Once complete it should look something like figure 14.

Click CONTINUE to advance to the next screen.

Figure 14


15. After clicking continue, you will have been sent to the next screen, Documents Requested.

CHOICES!!!!

If you only want the “Report of Separation” Click select “I would like to request an

UNDELETED Report of Separation.

If you want the “Report of Separation” AND a “Complete Copy of the Service Records”

Click select “I would like to request an UNDELETED Report of Separation and then type the

following statement in the Comments box:

I am requesting a complete copy of Military service personnel records

(service jacket) and a copy of the undeleted full report of separation

document.

(Note: I was told you can request medical records the same why but I have not tried, if you do

please let me know the outcome)

Once complete it should look something like figure 15.


Figure 15


16. After clicking continue, you will have been sent to the next screen, Return Address. This is

where you want the documents sent to. Fill in the blank fields.

Once completed it should look something like figure 16


Figure 17


17. After clicking continue, you will have been sent to the next screen, Verification. It should

look something like figure 17

Review all the data you entered making sure that it is all correct.


Figure 17


18. After clicking continue, you will have been sent to the next screen, Signature Verification. It

should look something like figure 18

Make sure you have your printer turned on and Click the “PRINT” button.

Once printed, sign and print your name on page 1, page 2 is for your records.

You will need to mail or fax the signature verification page and proof of death, such as a copy

of a death certificate, letter from funeral home or obituary if you are a next of kin.

Mail the request to:

NPRC WEB

9700 Page Avenue

St. Louis, MO 63132-5100

Or Fax them to: (314) 801-9049

Figure 18


B. Requesting the Replacement Awards, Medals and Decorations.

To request replacement awards, medals, and decorations you will need to fill out and mail in standard-form-180 (Form SF180) REQUEST PERTAINING TO MILITARY RECORDS. If you do not have access to the internet or are having problems doing it yourself please contact me I’m more than willing to set-up a time to help you process the request while on the phone with you or send you information on how to make the requests manually though the US mail

I have attached SF180 to this instruction but please be aware that the attached document expires on 10/31/2011 so if you are reading this document after that date please download the latest version from the following link;

http://www.archives.gov/veterans/military-service-records/standard-form-180.html

Form SF180 is a fill able Adobe PDF file and can be filled out on your computer or printed and filled out by hand. In order to fill it you on your computer you will need Adobe Acrobat Reader. If you don’t have Abobe Acrobat you can download the FREE version at from this link;

http://get.adobe.com/reader/

I have provided a SAMPLE of a completed SF180 to help you see Figure 20. Once you have SF180 fill out the following areas;

1. In Section I – Information Needed to Locate Records; Fill out sections 1 though 6; In order to fill out 5. Service Past and Present you may need the Report of Separation (DD214) you requested in the step above.

2. In Section II - Information and/or Documents Requested; Put a check in the OTHER box and write the following statement next to the box;

Requesting replacement Awards, Medals and Decorations

3. In 2. PURPOSE: put a check in the box next to Medals/Awards

4. In Section III – Return Address and Signature; Fill out sections 1 though 3 No not for get to sign the form.

5. On page 2 of the SF180 from locate the category you or the veteran falls under, this will location in the “Personnel Record” column. In example: Your father was enlisted in the US Navy on 02/14/1942 and was discharges on 02/14/1947. In the BRANCH column find NAVY, in the column next to Navy find the entry that matches the dates of service, in this case it would be; “Discharged, deceased, or retired 1/1/1886 – 1/30/1994 (enlisted) or 1/1/1903 – 1/30/1994 (officer)” In the Personnel Records column read 14. 14 is the address code you would use to determine the address to send the form to. See figure 20

http://www.archives.gov/veterans/military-service-records/standard-form-180.html

http://get.adobe.com/reader/


Figure 19

6. Once you have the Personnel Records number, locate the correct address to mail the form to.

7. Attach a copy of proof of death, such as a copy of a death certificate, letter from funeral home or obituary if you are a next of kin to the SF180.

If you are not able to obtain SF-180, you may still submit a request for military records. Requests must contain enough information to identify the record among the more than 70 million on file at NPRC (MPR). Certain basic information is needed to locate military service records. This information includes:

The veteran's complete name used while in service

Service number or social security number

Branch of service

Dates of service

Date and place of birth may also be helpful, especially if the service number is not known

If the request pertains to a record that may have been involved in the 1973 fire, also include:

i. Place of discharge ii. Last unit of assignment

iii. Place of entry into the service, if known.

While this information is not required, it is extremely helpful to NPRC staff in understanding and fulfilling your request:

i. The purpose or reason for your request, such as applying for veterans benefits, preparing to retire, or researching your personal military history.

ii. Any deadlines related to your request. We will do our best to meet any priorities. For example, you may be applying for a VA-guaranteed Home Loan and need to provide proof of military service by a specific date.

iii. Any other specific information, documents or records you require from your Official Military Personnel File (OMPF) besides your Report of Separation (DD Form 214).

Mail written request to: National Personnel Records Center 9700 Page Avenue St. Louis, Missouri 63132


Figure 19


C. Awards, Medals and Decorations Not Listed on Report of Separation (DD214)

The following information is from The American War Library;

DD-214's missing Battles, Operations and Campaign Service Least mentioned and usually overlooked are Peace and Wartime operations, campaigns and battles which are not required to be listed on the 214 (Report of Separation) but are required on the 201-A (Report of Recognition). There are no medals or badges for individual Operations, Battles or Campaign service. But personal and period participation in military actions are extremely important for history's sake, though often not by the veteran until he or she grows older, but always by the veteran's descendants of all ages. Dozens of Peace and Wartime operations, battles and campaigns are currently being added for historic and display recognition. They are being listed here: http://www.amervets.com/replacement/other.htm All Battle, Campaign and Operation service periods should be listed on the 201-A. To request the veteran's Form-201 A showing a complete listing of the Awards, Medals and Decorations the veteran's deserves fill out the request form at; http://www.americanwarlibrary.com/201req.htm You will need the veterans Report of Separation (DD214)

http://www.americanwarlibrary.com/201req.htm