How to Get a Copy of Your Veteran's Military Records (SF-180 Walkthrough)

A veteran's military records — DD-214, service treatment records, personnel file — power almost everything. VA claims, discharge upgrades, employment background checks, beneficiary applications. Without records, the systems can't process.

When the records are missing, the Standard Form 180 (SF-180) is how you request them. It's a one-page federal form that goes to the National Personnel Records Center (NPRC) in St. Louis, Missouri.

Every family of a veteran should know how to use it. This guide walks through the form, what to ask for, who can request what, and the workarounds when standard channels fail.

What the SF-180 does

It's a request to the federal government for copies of military service records. The records can include:

• DD-214 (the discharge document)
• Service medical/treatment records
• Personnel file (everything from boot camp to separation)
• Awards and citations
• Court-martial records (if any)
• Disciplinary records
• Performance evaluations
• Training records

Different requesters can access different things. Veterans get full access to their own records. Family members get more limited access.

Who can request what

The veteran themselves

Full access to their own records. Free.

Easiest route: eVetRecs at archives.gov/veterans (online portal). Faster than mail.

Family members of living veterans

Can request only with the veteran's signed permission. The SF-180 needs the veteran's signature. Without it, the request is denied.

Family members of deceased veterans

Surviving spouses, children, and sometimes parents can request the deceased veteran's records. Specific eligibility varies; documents required include the death certificate.

Authorized representatives

A VSO, claims agent, or attorney working on the veteran's behalf can request records with the veteran's authorization.

General public

After 62 years from the veteran's separation date, military records become public. So a researcher or family historian can access records of a veteran who separated in 1963 or earlier without restriction. Records from veterans separated more recently require veteran or next-of-kin authorization.

The 1973 fire

A critical detail: a fire at the National Personnel Records Center in 1973 destroyed approximately 80% of Army records for personnel discharged between 1912-1959 and approximately 75% of Air Force records for personnel discharged between 1947-1963.

Records of veterans from this era may be partially or wholly missing. The NPRC will reconstruct what they can from alternative sources (state records, payroll data, etc.), but the reconstruction is not always complete.

For families of pre-1973 veterans, expect:

• Possibly incomplete records
• Longer processing time
• Need to supplement with alternate sources (state archives, VA records, oral history)

How to get the form

Three options:

1. Download from archives.gov/research/military/personnel-records-center.html
2. Request a paper copy by calling the NPRC at 314-801-0800
3. Many VSOs and state veterans affairs offices have copies available

The form is one page, with an instruction sheet attached.

Filling out the SF-180

Section I: Information identifying the veteran

The basics:

• Last name, first name, middle name (and any name changes)
• Social Security number
• Date and place of birth
• Service number (if pre-SSN era)
• Active duty service dates
• Service branch
• Discharge type, if known

Section II: Information needed

What you're requesting. Common requests:

• "DD Form 214" or "Report of Separation" — the discharge document
• "Service medical/treatment records"
• "Complete official military personnel file (OMPF)"
• "Personnel records related to service in [specific period or theater]"
• "Records of awards and decorations"

Be specific. "Everything in the file" is a slower request than "DD-214 only."

Section III: Return Address

Where the records get mailed. Make sure this is correct and a permanent address.

Section IV: Requester Information and Signature

If the veteran is requesting their own records: the veteran signs.

If family of a living veteran: the veteran's signature is required (the family member is the conduit, not the requester legally).

If family of a deceased veteran: the family member signs and provides:

• Death certificate (copy)
• Proof of relationship (marriage certificate, birth certificate, etc.)
• Specific authority (next of kin, executor, etc.)

Mailing addresses

The form lists multiple addresses depending on:

• Service branch
• Era of service
• Whether the veteran is alive or deceased
• Type of records requested

Read the instructions carefully. Sending to the wrong address slows the process by weeks.

For most requests:

National Personnel Records Center
1 Archives Drive
St. Louis, MO 63138-1002

Online alternative for veterans (eVetRecs)

Veterans requesting their own records have a faster online option: eVetRecs at archives.gov/veterans.

Process:

1. Veteran logs in (with login.gov)
2. Completes the online request
3. Submits electronically
4. Tracks status online
5. Receives records via mail (typically 4-12 weeks for routine requests)

This is the fastest standard option for veterans. Family members helping their veteran with eVetRecs can sit with them during the application — the veteran clicks submit.

Processing times

Routine requests:

• DD-214 only: 4-8 weeks
• Full personnel file: 8-16 weeks
• Service treatment records: 8-16 weeks
• Pre-1973 records (post-fire reconstruction): 12-24+ weeks

Expedited requests for emergencies (urgent VA claims, funeral arrangements) can be processed faster. Indicate the urgency on the form and call the NPRC at 314-801-0800 to request expedite.

When the SF-180 doesn't work

Records lost in the fire

Reconstruction effort by NPRC can sometimes recover records from alternate sources. State archives, VA records (if the veteran ever filed claims), and other federal sources may have the information.

If you receive a "no records" response and the veteran served in the affected era (Army 1912-1959, Air Force 1947-1963), call NPRC and request alternate-source research.

Records sealed for security reasons

Some Special Operations records, intelligence assignments, and other sensitive details may be sealed. The veteran (or family) gets the unsealed portions; the rest may be inaccessible without specific clearance.

State-level records

Each state's Department of Veterans Affairs typically receives a copy of every DD-214 issued for veterans whose home of record was in that state. State archives may be faster than NPRC for DD-214 retrieval.

Check with the veteran's state of residence at separation.

VA Records

If the veteran has ever filed a VA claim, the VA has copies of relevant service records in their claim file. A FOIA request to the VA can retrieve these (the veteran files VA Form 10-5345, "Authorization to Release Information").

For deceased veterans whose surviving family is filing DIC or related claims, the VA's existing records can sometimes be accessed faster than the NPRC's.

What to do with records once received

Make digital copies

Multiple. Cloud storage, encrypted local drive, printed paper copies. The veteran's family will need these for years and the original is irreplaceable.

Organize by category

• Discharge documents (DD-214, separation orders)
• Personnel records (assignments, evaluations)
• Medical records (service treatment)
• Awards and citations
• Disciplinary records (if any)

Store securely

These contain SSN, personal information, and sensitive history. Don't email unencrypted. Don't store on shared drives without access control.

Keep originals

Even after digital copies are made, keep the paper. Some entities (state agencies, foreign governments, certain employers) require original or certified-copy access.

Why families request records

Common scenarios:

VA disability claim

The VA needs service treatment records to evaluate the in-service occurrence of conditions. The veteran can request through eVetRecs; family can help organize.

Discharge upgrade

The DRB or BCMR needs personnel records to evaluate the upgrade application. Comprehensive records strengthen the case.

Veteran's death and benefit applications

Surviving family need DD-214 for DIC, burial benefits, SBP processing, and other survivor benefits.

Replacement of lost DD-214

Veterans who lost their DD-214 over the years often need a replacement for VA enrollment, employment verification, or family administrative needs.

Genealogical / family history research

Children and grandchildren researching a veteran's service history. Most personnel records are eventually publicly available 62 years after separation; before that, family-of-deceased authorization is needed.

Background checks for security clearance

Federal employment, contracting work, and security clearances may require comprehensive military records.

State benefits applications

Some state benefits (tax exemptions, tuition waivers for children) require DD-214 verification.

What to remember

The SF-180 is the universal door to military records. Every family member of a veteran should know:

1. Where the form is (online or paper)
2. Who can request what (veterans themselves vs. family)
3. The eVetRecs faster-online-option for veterans requesting their own
4. The state-level copies of DD-214 (often faster than NPRC)
5. The 1973 fire complications for older veterans

Records take weeks. Plan ahead — don't request the day you need them. Keep digital copies of everything once received. Help your veteran organize records they may not have looked at in years.

For the veteran in your life, knowing where their records are — and having backup copies — is one of the most useful family-administrative gifts you can give.

eVetRecs (online): archives.gov/veterans. NPRC phone: 314-801-0800. SF-180: archives.gov/files/research/military/standard-form-180.pdf.