NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, MO 63132-5100

NPRC 1865.51C CHGE 3
August 15, 2003

SUBJECT:  Request for replacement of separation documents

1. Purpose.  This memorandum transmits changes to NPRC 1865.51C.
2. Explanation of change.  A requirement has been added to the preparation of NA Forms 13038, Certification of Military Service, that the date and place of birth, if available, must be placed in the blank space of the form used for additional information.
3. Instructions.  Remove pp. 3/4 and 5/6 of Chapter 3, and insert revised pages.

R. L. HINDMAN
Director

1.  Separation documents.  The instructions in this memo referring to DD Form 214, Certificate of Release or Discharge from Active Duty, are applicable to any equivalent "separation document" issued prior to the use of the DD Form 214.  Many requests are extremely varied and may not mention a DD Form 214, or predecessor separation document, as the document needed.  If it appears that a replacement document; e.g., report of separation, certificate of service, or certificate in lieu (CIL) will be sufficient, treat the request under this instruction.  Fig. 1-1 provides background information on the replacement of separation documents.

2.  Release policy and "what to furnish."  The decision logic table in fig. 1-2 provides for instructions on what documents to furnish on different types of requests.  Fig. 1-2 also provides limited information on NPRC release policies.  For detailed information concerning release policies consult the latest revision of NPRC 1865.16, Release and access guide for military personnel and related records at NPRC.

3.  Basic requirements of requests.  All requests for military service information should meet certain basic requirements.  These are:

     a.  Identifying information.  Supply enough information to positively identify the record;

     b.  Period(s) of service.  State the period of service for which the replacement is needed.  (Requests which do not specify a period of service are answered by furnishing information for the last period of service.  However, at the discretion of the supervisor, information may be furnished for all periods of service.);

     c.  State the document(s) needed.  If the request is unclear it may be returned for clarification using NA Form 13062, Release of Information.  This is not necessary if it appears that a copy of a separation document, as shown in fig. 1-2, will suffice even though it is not specifically requested; and

     d. Written authorization.  In the case of a living veteran, the inquiry must contain the veteran's written signature as authorization. The authorization remains valid for one year from the time it was given.  In the case of a deceased veteran, the inquiry must contain the signature authorization of the next of kin (NOK). (See NPRC1865.16, par. 12.)

4.  Examination of record to determine requester's relationship to veteran.

     a.  General.  On requests from other than the veteran, the requester's stated relationship to the veteran should normally be accepted at face value.  Extensive examination of the record for the purpose of proving or disproving the statement concerning relationship should be confined to those cases where the motives of the requester are suspect or are not clear.  If there is reason to question requester's relationship to veteran, return the request for authorization using NA Form 13062.

     b.  Determining "next of kin."  For the purposes of the release authorization, the next of kin is defined as any of the following: widow or widower, son, daughter, father, mother, brother, or sister.

NOTE: "Widow" or "widower" is defined as a woman (or man) who has lost her husband (his wife) by death and has not remarried.

5.  Other than honorable(OTH) separations.

     a.  Effect of OTH separations on "what to furnish."  The fact that a separation was other than honorable has no effect on the action required by fig. 1-2, except when issuing DD Form 303, Certificate in Lieu of Lost or Destroyed Discharge (CIL).  (CIL's are ONLY issued if the character of service was honorable or under honorable conditions.)  An other than honorable separation may require a chargeable fee to the requester.

     b.  Fee requirements.

(1)  Non-chargeable inquiries.  The following types of inquiries involving OTH separations are generally non-chargeable.  See latest revision of NPRC 1852.1, Information and instructions on fee cases (9700 Page), for further information.

     (a)  Discharge Review Board/corrections.  Inquiries indicating the replacement document is needed for the Discharge Review Board or record correction purposes

     (b)  Financial benefits.  Inquiries indicating the replacement document is needed to obtain financial benefits (e.g., an unemployment compensation claim)

     (c)  Foreign countries.  Inquiries from foreign countries, and

     (d)  Government bodies. Inquiries from federal, state, territorial, county, or municipal governments, provided the service is given directly to the requesting office and not to the veteran or NOK in care of that office. However, if the inquiry concerns the matters specified in (a) and (b), above, the service may be provided and given directly to the veteran at no charge.

(2)  Chargeable inquiries.  Other than those types of inquiries listed in subpar.  5b(1), above, an OTH separation is normally an indication of a chargeable inquiry.  If fig. 1-2 calls for issuance of a replacement document, complete the inquiry in a routine manner.  Route the response and related documents to the fee clerk (NRPMO-M) in accordance with NPRC1852.1, ch. 3.  This same procedure is applicable if the inquiry pertains to two or more periods of service involving one period of OTH service.

7.  Transmitting replacement documents.  The following NA forms should normally be used to transmit replacement separation documents:

• NA Form 13046, Response to Request for Separation Documents/Information
• NA Form 13044, Reply Concerning Military Records, or
• NA Form 13045, Informal Information Reply

1.  DD Form 214.  This form provides the following:

     a.  Reenlistment codes.  Information to help determine eligibility for reenlistment;

     b.  Summary of service.  A brief summary of active military service at the time of separation, release, discharge, or transfer; and

     c.  Authoritative information.  This information is useful to Government agencies when adjudicating claims and applying Federal and state laws.  See fig. 1-2 to determine when it is appropriate to send a copy of DD Form 214.

2.  Sensitive information.  Entries on the DD Form 214 include sensitive information that requires specific treatment regarding the release of this information and the possible deletion action of these items. (See fig. 2-2.)  Sensitive information includes:

• Specific authority for separation
• Narrative reason for separation
• Reenlistment eligibility code
• Separation Program Designator (SPD) or Separation Designation Number (SDN)

3.  DD Form 214 revisions.

     a.  July 1, 1979, revision.  See fig. 2-3.1 for a sample of this revision.  Use of this revision by all military service departments was effective October 1, 1979.  Copies are issued and distributed as follows:

Copy 1.  Member/veteran  (does not have items 23 thru 30, Special Additional Information)
Copy 2.  Master Personnel Record (contains all items)
Copy 3.  Department of Veterans Affairs
Copy 4.  Member/veteran, when requested by veteran (contains all items)
Copy 5.  Department of Labor
Copy 6.  State Director of Veterans Affairs
Copy 7.  Field Record Group
Copy 8.  As required by special instructions

NOTE:  This revised DD Form 214 requires deletion of Item 19b, "Name and Address of Nearest Relative" (if address is different than Item 19a) when responding to third party requesters.

4.  Methods of deletion.

     a.  DD Forms 214 (Jul. 79 and Nov. 88 revisions).  Only Copy 1 does NOT include the "Special Additional Information" (blocks 23 thru 30) at the bottom of the DD Form 214.  If Copy 1 is not available, but deletion is necessary, then blocks 23 thru 30 must be omitted from the photocopy by:

• Folding the additional information section under prior to photocopying, or
• Covering the additional information prior to photocopying

(1)  Template method.  This method is used to the maximum extent possible.  The more recent editions of the DD Form 214 lend themselves to this method more readily than do the earlier editions.  Be sure the template fits properly and determine whether any of the information to be deleted appears under "remarks."  (See NPRC 1864.108.)  The supply of templates is maintained at the photocopy machine and the machine operator determines which template to use or the correspondence clerk may suggest which template to use.  Review copies before dispatch to make sure the template was correctly aligned.

(2)  Correction tape method.

     (a)  Extra copy of DD Form 214 in file.  If the record contains an extra copy of the DD Form 214 in addition to the record copy, and if it is legible, delete the sensitive items, see par. 2, above.  The clerk deletes (using correction tape) and routes it with the record and a completed transmittal, to the machine operator.

     (b)  ONLY record copy in file.  When the template method will not work and the record contains only one copy of the DD Form 214, the clerk sends this copy (without the record and a completed transmittal) to the machine operator for copying.  The record copy and the machine copy are then returned to the clerk for necessary deletions on the machine copy.  Return the record copy to the jacket.  The record, machine copy, and a completed transmittal are then sent in the usual way to the machine operator for copying.  Upon completion, the new copy is dispatched and the one with the correction tape is filed in the record by the machine operator.

6.  Use of extra copies in record.  If the requirements in fig. 2-2 call for an undeleted DD Form 214, and the record contains more than one copy of an undeleted DD Form 214, that extra copy is furnished.

7.  Transmitting undeleted DD Form 214.  When furnishing an UNDELETED copy, always check the block on the transmittal which informs the veteran of the option to request a sanitized version of the separation document, if he/she so desires.  NA Form 13046 may be used when furnishing a DELETED copy; e.g., to third party requesters, checking the block which informs the requester of the option to request an undeleted version of the separation document.

8.  Errors noted on DD Form 214.  Compare the name and service number/social security number on the DD Form 214 with the information shown on the request to make sure the information is the same.  If any obvious errors are noted, the inquiry should be referred to a C4 or C5.  (See EXCEPTIONS below.)  See latest revision of NPRC 1865.87, Corrections to DD Form 214, Certificate of Release or Discharge from Active Duty (and predecessor forms).

EXCEPTIONS:

     a.  Third party requesters with authorization.  If a third party, who has the veteran's written authorization, writes to NPRC to request a copy of DD Form 214 and an error is noted, prepare and forward NA Form 13038 using NA Form 13046 as the transmittal.  Check the block which indicates NA Form 13038 is sent in lieu of separation document and that the veteran may request the separation document be corrected.

     b.  Recruiter, state Adjutant General's office, and some DoD officials.  If a recruiter, a state Adjutant General's office, or any DoD official other than a separation transfer activity requests a copy of DD Form 214 and an error is noted, furnish a photocopy of the separation document.

NOTE: Correction to DD Form 214 is NOT prepared.  Inform the requester of the item which is in error and the correct information.

9.  Entries on reverse of separation document.  Some separation documents, prior to use of DD Form 214, contain information on the reverse side.  If the request specifically asks for a copy of the reverse side of the separation document, and if there are remarks on it, furnish copies of both sides.  If there are no remarks on the reverse and this side has been requested, write on the front of the copy:  "No remarks on reverse."

10.  Uncharacterized separation.  The Department of Defense established on October 1, 1982 the "Uncharacterized Entry Level Separation."  Entry level status is the first 180 days of a period of continuous active military service or active duty for training.  An Uncharacterized Separation results when the separation is initiated while a member is in entry level status.  In responding to the initial request for the separation document, furnish a copy of DD Form 214 using NA Form 13046.  Check the block which explains the Uncharacterized Separation.

11.  Requests for Copy 4, DD Form 214.  Periodically the veteran will specifically request the Member Copy, No. 4 of the DD Form 214.  Copy 4 should have been furnished to the veteran upon release or discharge from active duty.  If Copy 4 is not on file in the record, furnish a photocopy of an available copy of DD Form 214. Transmit the document using NA Form 13046 checking the last block.

1.  Purpose of NA Form 13038.  This form is primarily used to replace a lost or destroyed DD Form 214 (or equivalent).  This form serves as verification of military service and may be used for any official purpose.  See fig. 1-2 to determine when preparing and forwarding this document is appropriate.

2.  Additional cases when NA Form 13038 is warranted.  In addition to those types of requests listed on fig. 1-2, NA Form 13038 is also prepared in the following circumstances:

     a.  Poor quality DD Form 214.  The poor quality of a DD Form 214 would make the photocopy unreadable.

NOTE:  If the requester needs the DD Form 214 for proof of foreign service or reenlistment, forward a copy of DD Form 214 AND NA Form 13038.

     b.  Army officers/1950's service.  During the 1950's the character of service may have been omitted from the separation documents of Army officers.  If the separation document does not indicate a character of discharge, forward a copy of the DD Form 214 (or equivalent), if available, AND a completed NA Form 13038.

     c.  Fire-related period.  The record requested is included in the fire-related period, AND a DD Form 214 (or equivalent) may not have been issued by the Department of Army or Air Force during the requested service period.

3.  NA Form 13038 NOT appropriate.  When the request pertains to a non-fire-related record, NA Form 13038 shall NOT be prepared when it appears that a DD Form 214 was NEVER issued for the requested period of service; e.g., veteran specifically requests a copy of DD Form 214 indicating honorable service for a prior period of service when all periods of service are documented on one DD Form 214 and the final discharge is OTH.  In these cases, the request should be forwarded to the appropriate service department for action.

4.  Use of NA Form 13085, Armed Forces Discharge Certificate Worksheet.  This form is intended for use when the certification is typed by someone other than the person who extracts the information from the record.  Aside from that, it may be used on an optional basis.

5.  Completion of NA Form 13038.  See fig. 3-5.1, fig. 3-5.2 and fig. 3-5.3 for samples of completed documents.  NA Form 13038 shall be completed in accordance with the following:

     a.  1st line.  Show first name, middle initial (or name), and last name, followed by the service number, if any.

     b.  2nd line.  Show specific component spelled out in full.  Examples:

United States Air Force
United States Army
United States Coast Guard
United States Marine Corps
United States Navy
Army of the United States
United States Air Force Reserve
United States Army Reserve
Enlisted Reserve Corps
United States Coast Guard Reserve
United States Marine Corps Reserve
Fleet Marine Corps Reserve
United States Naval Reserve
Fleet Naval Reserve
National Naval Volunteers
Naval Reserve Force

(1)  Combination of service in both regular and reserve components.  Show both components, such as, United States Marine Corps Reserve and United States Marine Corps."

(2)  Combination of service in more than one branch of the Armed Forces.  Furnish a separate certification for each branch.

EXCEPTION:  If veteran transferred from the Army to the Air Force on September 27, 1947, all service may be combined on one form, showing the component as "Armed Forces of the United States," or "United States Army and United States Air Force."

(3)  Other designations.  Show components if found in the record.  Examples:  "National Army," "Army of the United States," etc.  Enter whatever the record shows, provided the service covered by lines three and four was wholly within that component.

     d.  5th line.  Generally, the actual character of service should be shown as indicated in the record.  (See examples below.)  However, instructions for completing line five may vary depending on the branch and dates of service.  (See figs. 3-5.4 and 3-5.5.)

Honorable Discharge
Under Honorable Conditions Discharge
Undesirable Discharge
Bad Conduct Discharge
Dishonorable Discharge
General Discharge Under Honorable Conditions

(1)  Under honorable conditions.  If the record shows "Good," "Ordinary," or "General" discharge, add the words, "Under Honorable Conditions."

(2)  Discharge using exact wording as it appears in record.  For the following types of separations, enter the exact wording as it appears in the record, such as:

Death,
Relief From Active Duty,
Release from Active Duty,
Transfer to Fleet Reserve,
Furlough to ________________ Reserve,
Mustered Out,
Terminated by Operation of Law, etc.
Retirement
Dismissed

(3)  Under honorable conditions unless noted otherwise.  If the reason for separation is one listed below, and no other character of service is shown in the record, enter as an "Under Honorable Conditions" discharge.  However, if the record indicates, "Honorable," process as an "Honorable" discharge.

Underage
Inaptitude
Indifferent
Medical Survey
Dependency
Special Order
The reasons for discharge may also be shown, if applicable, such as "To accept commission," "To reenlist," etc.

(4)  Special instructions for fire-related records.  In the absence of a record which contains a DD Form 214, correspondence clerks may only be able to furnish the character of discharge and not the type of discharge.

(a)  Separation "Under Honorable Conditions."  When the auxiliary record indicates "Release from Active Duty General - Under Honorable Conditions," enter as "Release from Active Duty - Under Honorable Conditions."

(b) Discharge from Army Reserve.  When the date and character of discharge from the Army Reserve are requested, indicate entire period of service. Enter as "Honorable Discharge" unless otherwise indicated in the auxiliary record.

     f.  7th line.  If any of the service shown on lines 3 and 4 was inactive, then the dates of active service must be entered on the 7th line.  If all the service was active, enter, "Same as above" on this line.  If there was no active service, other than active duty for training (ACDUTRA), enter "No active service other than for training purposes."  Do not routinely show ACDUTRA unless it was under the Reserve Forces Act of 1955 or the Reserve Enlistment Program of 1963.  If member had this type of service, show it in the space UNDER the 7th line, and identify it as "RFA-55" or "REP-63," or as appropriate.  Show other ACDUTRA in this space if specifically requested.

6.  Showing additional information.  You MUST show date and place of birth, if available in the documents or records being used to prepare the NA Form 13038, below "Active Duty Dates."  The date and place of birth should be used, along with the other identifying information in the request and in the record, to verify that the certification is being prepared for the correct veteran.  If date and place of birth is not available to you, show "Date and Place of Birth:  Not Available."

You MAY show other information if specifically requested or if needed to help clarify the certification.  Show this in the space under the words, "Active Service Dates." Examples:

7.  Two or more enlistments.  When there are two or more enlistments to report, it is generally preferable to show just the last one on lines 3 and 4 and to show the previous enlistment(s) in the space under the words "Active Service Dates."  Depending on the wording of the request it may be preferable to send individual certificates for each enlistment.

8.  Special instructions for fire-related records regarding National Guard personnel mustered into Federal service prior to WWI.  Enter "Armed Forces of the United States" on line 2 for persons who enlisted in the National Guard and who either:  Were mustered into Federal service subsequent to passage of the National Defense Act of June 3, 1916; served during the Mexican Border disturbance and were honorably discharged before being mustered out of their organization prior to WWI; or reported for WWI service and honorably discharged before August 5, 1917.  (See fig. 3-5.1.)  In addition, type one of the following remarks, as applicable, below the words, "Active Service Dates":

     a.  Mexican Border conflict.  If the individual served on the Mexican Border and returned to Federal service, but was honorably discharged before August 5, 1917, enter "Mustered into Federal service (give date), mustered out (give date), and reported for World War I service (give date)."

     b.  National Guard member.  If the individual was a member of a National Guard organization, was mustered into Federal service for Mexican Border service and was honorably discharged before being mustered out of the organization, enter "Mustered into Federal service (give date) ."

9.  Authentication and file copy.  NA Form 13038 is prepared in duplicate.  Upon completion, affix NARA seal to lower right hand corner of original.  Place file copy in the record.  DO NOT send photocopies of the file copy in response to subsequent requests.  Prepare new NA Form 13038.

1.  Purpose of DD Form 303.  DD Forms 303 (CIL's) are issued to replace a lost or destroyed discharge certificates for Army, Air Force and Coast Guard service.  See fig. 1-2 to determine when it is appropriate to prepare DD Form 303.

NOTE:  Instead of a DD Form 303, the Navy and Marine Corps require the reissuance of a DD Form 256 or DD Form 257, as appropriate.  See NPRC 1865.72 for guidance on preparing DD Form 256/257.

2.  Persons authorized CIL's.  CIL's may be issued only to:

     a.  Veteran.  A service member whose character of service was HONORABLE OR UNDER HONORABLE CONDITIONS.

NOTE:  If unable to issue CIL due to OTH discharge, check appropriate block on NA Form 13044.

     b.  Surviving spouse.  For purposes of this instruction, a surviving spouse is defined as a survivor who was legally married to a member of the service at the time of the member's death.

     c.  Guardian.  For purpose of this instruction, a guardian is defined as a person or group of persons legally placed in charge of the affairs of a service member adjudicated mentally incompetent.

3.  Requests.  Before issuing a CIL, the request must state that the original discharge certificate was lost or destroyed.  See NPRC 1865.72 if the requester states that a discharge certificate was never issued.

4.  Use of NA Form 13085.  This form is intended for use when the certificate is typed by someone other than the person who extracts the information from the record.  Aside from that, it may be used on an optional basis.

5.  Completion of DD Forms 303.  See figs. 4-5.1, 4-5.2 and 4-5.4 for samples of completed documents.  Using appropriate DD Form 303 complete the certificate in accordance with the following:

     a.  1st line.  Under the words, "This is to certify that," center (all on one line) the name, service number, final rating, and the service component (all branches except Air Force).  Show full middle name if this is shown on the official service record.  (See ch. 3 for additional information.)

     b.  2nd line.  Show character of discharge.  (See ch. 3 for additional information.)

     c.  3rd line.  Show date of discharge in military style; e.g., 13 September 1974.

     d.  4th line.  Show geographical location of activity or installation where discharge occurred.  If this was a mobile activity outside the United States and the geographical location is not shown in the record show only Washington, DC.

6.  Showing additional information.  The following additional items, when requested or if needed to obtain benefits, may be typed below the "Given at..." line:

     a.  Manner, date, and place of entry.  Show place of entry only if specifically requested or if needed to obtain benefits.  The place of reporting for members of the National Guard and for reservists is normally shown as the place of entry into active service.  Show, as appropriate:

(1)  For inductees:  "Inducted at   (place)   on   (date)  ."

(2)  For enlistees:  "Enlisted at   (place)   on   (date)  "

(3)  For officers:  "Accepted commission at   (place)   on   (date)  "

(4)  For Army Nurses:  "Executed oath at   (place)   on   (date)  "

(5)  For Army Field Clerks:  "Accepted appointment at   (place)   on   (date)  "

7.  Authentication and file copy.  DD Forms 303 are prepared in duplicate.  File tissue copy in record.  DD Forms 303A, AF, and CG are presigned by the appropriate official.  Affix NARA seal to the lower right hand corner of these certificates.

1.  Coverage.  This chapter provides instructions for requests for separation documents not covered in other chapters in this memorandum.

2.  Reserve Officers Training Camp and Reserve Officers Training Corps Camp.  Using NA Form 13041, Statement of Service, furnish information regarding training camp service.  (See fig. 5-2.)  For more detailed information on these camps, see the Monograph on Military Personnel and Related Records of the War Department (1912 - 1939).

     a.  Dates of Reserve Officers Training Camp.

May 15, 1917 - Aug. 14, 1917
Aug. 27, 1917 - Nov. 26, 1917
Jan. 5, 1918 - Apr. 19, 1918
May 15, 1918 - Sept. 1, 1918

3.  Student Army Training Corps (SATC) and Student Army Training Corps Camp (SATCC).  Service in the SATC was creditable military service, but not service in the SATCC (July 16, 1918 - Sept. 18, 1918).  The SATC came into existence on October 1, 1918.  Furnish NA Form 13041 to document service in the SATC.  See the WWI Monograph for detailed information.

4.  Discharge from Draft (Apr. 6, 1917 - Nov. 11, 1918).  Furnish NA Form 13010, Certification of Discharge from Draft. (See fig. 5-4.)

5.  Russian Railway Service Corps (Oct. 9, 1917 - Apr. 1, 1920).  In 1971, the United States District Court for the District of Columbia held in the case of Hoskins vsResor that members of the Russian Railway Service Corps were members of the Army of the United States during World War I.  It was further held that these persons are entitled to honorable discharges and the rights pertaining thereto.

     a.  "A" file records.  Because of the court's decision the records have been transferred to this Center for file and maintenance as military personnel records.  The records have been accessioned into our registry file system alphabetically (service numbers were not assigned to members) under the service code "AR" and have been assigned registry numbers under the "A" series.  Requests for information from these records are coded "C-6" and processed by NRPMA-C.

     b.  Locations of computer printouts.  A computer printout, listing the names and registry numbers of those individuals who had Russian Railway Service, is on file in NRPMA-S, NRPMR, and NRPMO-M.  If Russian Railway Service is indicated in the request, the computer printout is consulted prior to the submission of a request for a computer check.

6.  Void induction or enlistment.

     a.  Background.  During the approximate period of March thru August 1968, DD Forms 214 and discharge certificates were not issued to Army personnel who were released because of erroneous induction or enlistment.  Release was effected by special orders "by virtue of a void induction/enlistment," and a copy of the special orders was placed in the record.  The regulations were amended in August 1968 to require the issuance of a DD Form 214 in these cases.  For a brief period, the Air Force also did not issue DD Form 214 when enlistments were voided.  It is also possible that other service departments could have had occasions on which a separation document was not issued when the enlistment was voided.

     b.  Action.  When a separation document is requested and the case involves a voided induction/enlistment, send the separation document if one is found.  Also, if information is specifically requested about the discharge, send copies of the administrative documents(s) pertaining to the void enlistment.  If there is no separation document, handle the case as follows:

(1)  Army.  Use NA Form 13098, NPRC Routing Slip, to route the request and record to AR-PERSCOM Customer Contact Office, ARPC-ZCC-B (routine inquiries) or ARPC-ZCC-A (congressionals), for determination.

(2)  Air Force.  Send the request and record (loan and transfer) to Randolph AFB, AFPC/DPSAMP, notifying requester of the referral.

(3)  Navy.  Use NA Form 13098 to route the request and records to the Navy Liaison Office for determination.

(4)  Marine Corps.  Send copies of the administrative document(s) pertaining to the void enlistment.  Explain that a separation document was not issued.

(5)  Coast Guard.  Use NA Form 13098 to route the request and record to the Chief, Management Systems Staff, for determination.