SUBJECT: Requests for verification or statement of service

1. Purpose. This memorandum provides instructions for processing requests for verification or statement of service (SOS).

2. Cancellation. This memorandum cancels NPRC 1865.60A and figs. 1, 19, 32, 38, and 41 of NPRC 1865.69, Miscellaneous inquiries not covered in individual memorandums.

3. Reason for revision. The purpose of this revision is to update procedures used in handling requests for statement of service and include instructions for responding to requests for verification of service.

4. Applicability. The provisions of this memorandum are applicable to personnel in correspondence operations.

5. Instructions. The instructions for handling requests for verification or statement of service are contained in the Attachment.

6. Forms. This memorandum provides for the use of the following forms:

NA Form 13008, Loan or Transfer of Records
NA Form 13018, Reply to Inquiry (NCP)
NA Form 13041, Statement of Service
NA Form 13041-A, Statement of Service
NA Form 13044, Reply Concerning Military Records
NA Form 13053, NPRC Acknowledgement/Referral
NA Form 13072, Summary of Military Service
AF Form 7, Airman Military Record
AF Form 190, USAF Reserve Personnel Record Card for Retention, Promotion, and Retirement
AF Form 1613, Statement of Service
CG 3301, Enlistment Contract
CG 3303, Achievement Sheet
CG 3305, Leave Record
CG 3307, Administrative Remarks
CG 3312A, Personnel Action
DA Form 2-1, Personnel Qualifications Record
DD Form 4, Enlistment Contract
DD Form 13, Statement of Service
DD Form 47, Enlistment Contract
DD Form 214, Certificate of Release or Discharge from Active Duty
DD Form 220, Active Duty Report
NAVMC 118-5, Record of Time Lost, Promotion, Reduction, Examination for Promotion
NAVMC 118-11, Administrative Remarks
NAVMC 798-A, Reserve Retirement Credit Report
NAVPERS 601-4, Navy Occupation and Training History
NAVPERS 601-8, Leave Record
NAVPERS 601-11, Record of Naval Reserve
NAVPERS 601-13, Administrative Remarks
N-426, Request for Certification of Military or Naval Service
 

DAVID L. PETREE
Director

1. Background.  Requests for statement of service (SOS) are received from a variety of sources on various request forms. Sources include military facilities, various governmental agencies, the veteran, and his/her next of kin. Normally, if a request form is received, the form should be completed in response to the request. However, in certain instances, photocopies of documents may be forwarded to military facilities in lieu of a completed NA Form 13041, Statement of Service, or request form.  Based on the documents available in the record, and releasability of requested information, the technician determines which is the most efficient method of reply.  See latest revision of NPRC 1865.16, Release and access guide for military personnel and related records at NPRC.

2. Type of information furnished.  In response to a request for a statement of service, furnish information for each period of service unless otherwise specified.  This information generally includes:

     a. Branch or component of service

     b. enlistment and separation dates

     c. character of discharge

     d. dates of active duty

     e. rank

     f. lost time; and

     g. active duty for training (ACDUTRA)

3. Photocopying documents.  Certain documents in the military personnel record contain the information necessary to respond to an SOS request from a military facility. App. A provides a list of these documents.  The technician extracts the necessary documents to be photocopied in order to complete the request.  Using the request form or appropriate transmittal, furnish copies of documents.  List the form numbers of the documents sent on the file copy of the transmittal.

4. Written responses.  NA Form 13041 or NA Form 13072, Summary of Military Service, are prepared in response to a request from non-military activities for statement of service; and to military activities, if the technician determines it is the most efficient method of reply.  The technician must use judgement in determining what types of information to include when preparing these forms.  For example, a veteran wishing to join a veteran's organization would require verification of foreign service.  A request for information honoring the memory of a former serviceperson would require verification of personal decorations.

5. NA Form 13041.  This form is prepared in duplicate and used for furnishing a statement of service when disciplinary information is NOT required.  Send the original and file the copy in the record.

    a.Simple.  A simple SOS provides basic facts about military service, such as the beginning and ending dates of continuous service with the same type and character of service. (See fig. 1-5.1.)  If the service was NOT all active, then use the "Active service" line to show the active duty dates.  If there was no active duty performed, then write, "No active duty" on the "Active service" line.  Check any of the other boxes, as appropriate, to complete the reply.

     b. Complex.  A complex SOS may include multiple enlistments, breaks in service, transfers from one component to another, and such details as changes in grade, organization, station assignment, etc.  These statements are referred to as "transcripts."  Prepare the front of NA Form 13041 and check the first block and the block indicating, "A statement of service is shown on the reverse side."  A sample of a completed SOS (reverse) is shown in fig. 1-5.2.  If additional pages are needed, enter "Continued" at the bottom of column A, and "continued" on the top of NA Form 13041-A, Statement of Service.

(1) Column A.  The words "Nature of Action" mean any pertinent change in the serviceperson's status, rating location, etc.  Some examples of terms used in the action column are shown in the "Key to Abbreviations."  When showing an initial entry into the service or change of branch or component, always indicate the branch or component with the action; e.g., "Enl USNR" or "T USAFR."  When showing separation from service, indicate the type of separation as well as character; e.g., "HON RAD" or "OTH DISCH."

(2) Column B.  Effective date of action shown in Column A.

(3) Columns C and D.  If there was only one period of active duty or ACDUTRA during an enlistment, show it on the same line with the separation action.  If there were two or more periods, arrange the dates in Columns C and D to have the last period of active duty fall on the line with the separation action.  If there was no active service during an enlistment, enter "No AD this Enl."  After the last entry write, "No further entries."

(4) Column E.  Show ratings, names and location of activities, etc.  Additional remarks such as home address at time of entry, date and place of birth, foreign service, highest grade held, etc., may be entered.

(5) Time lost.  If applicable, show inclusive dates of time lost.  If none, state "None."  In cases where the type of or reason for time lost is important, show this immediately after the inclusive dates.  When time lost is not applicable, enter "Not applicable."

7. Former Spouse Protection Act.  The Former Spouse Protection Act provides benefits to former spouses of retired veterans who meet certain eligibility requirements.  Although it is the responsibility of the service department to determine eligibility, NPRC provides records/ information to assist in this determination.

     a.  Air Force.  When a request is received from the service department on behalf of the former spouse, determine if the veteran is retired from active duty or from the reserves. (See fig. 1-7.)

(1) Retired from active service.  Find the latest DD Form 13/AF Form 1613, Statement of Service, in file.  If the document is located and shows a completed record of the veteran's service, obtain a certified photocopy.  Transmit the photocopy using NA Form 13044, Reply Concerning Military Records.  File copy in the record.  If the file does not contain a completed DD Form 13/AF Form 1613, prepare NA Form 13041.  Certify the original and file the copy in the record.  If the file does not contain a complete record of service, route the request and records to USAFMPC using NA Form 13008, Loan or Transfer of Records. Notify the requester of the referral using NA Form 13053, NPRC Acknowledgement/Referral.

(2) Retired from the reserves.  Route the request and record to ARPC following the instructions in subpar. 1-7a(1), above.

     b.  All others.  Refer request and records to the appropriate military service department using NA Form 13008.  Write, "Former Spouse Protection Act" in remarks, and check the block "Writer notified of this referral."  Notify the requester of the referral using NA Form 13053.

1. Background.  Requests for verification of service are received from a variety of sources on various request forms. Sources include military facilities and various governmental agencies. Normally, if a request form is received, the form should be completed in response to the request.  Based on the documents available in the record, and releasability of requested information, the technician determines which is the most efficient method of reply.  See latest revision of NPRC1865.16, Release and access guide for military personnel and related records at NPRC.

2. Requests from Immigration and Naturalization Service (INS).  Requests from INS for verification of service are received on N-426, Request for Certification of Military or Naval Service. (See fig. 2-2.) Prepare reply in duplicate using reverse side of N-426.

     a. Name.  Check the first box if name is correctly shown on front of form.  If not, check the second block and enter the name as shown in the record.  Use the space below the second box to show the correct service number or social security number if incorrectly shown on the front of N-426.

     b. Items 1 thru 4.  Each separate enlistment and extension must be shown, even if the veteran did not have a break in service.

     c. Item 5.  Disregard "state whether serving honorably," since this applies only to military departments reporting on people currently in the service.  Show the type and character of each separation.  If other than honorable, give complete details in item 12. NOTE: Even though the discharge may have been honorable, check to see if it was due to alienage. (See subpar. 2-2e, below.)

     d. Items 6-10.  Show complete information.

e.Item 11.  Aliens of foreign countries who served in the Armed Forces of the United States and who are discharged because of their alien status are permanently ineligible for naturalization.  Thoroughly check the record to determine whether the person was discharged because of alienage.  In most cases this is clearly indicated in the record, even though it may not be shown on the separation document.

     f. Item 12.  Use this space for explaining items 5 and 10, when necessary, and for any derogatory information having a bearing on the person's fitness for citizenship.  Examples: Courts-martial or derogatory actions; e.g., civil arrest, Article 15, etc.

     g. Lodge Act enlistee.  Complete this item if veteran is a foreigner who enlisted in a foreign country in the U.S. Army after June 1950.  Show original date of entry into the United States pursuant to military orders, and the port of entry.  After the word "via," enter "Military Transportation."

     h. Certification.  Complete certification section.  Maintain copy of completed form in record.

3. Eligibility for enlistment or reenlistment.  If the request is for enlistment or reenlistment, furnish or verify requested information and refer requester to the appropriate recruiting office.

4. U.S. Soldiers' and Airmen's Home.  The U.S. Soldiers' and Airmen's Home provides a home and other benefits for those who apply for admission and are found to qualify.  Prepare NA Form 13072 in duplicate.  For each period of active service, show: Component; inclusive dates; character and cause of discharge; grade at discharge; and the organization to which assigned.  If discharged for disability, furnish nature of disability, line-of-duty status, and whether the disability was the result of applicant's own misconduct, or attach photocopies of pertinent documents.  If actual entry was prior to the date of entry on active duty, use asterisks and show under Remarks the actual date and manner of entry.  Also show personal description and date and place of birth under Remarks, or attach photocopy of pertinent document.  Send original and file the copy in the record.

5. Davao Marine Coast Guard.  The Davao Marine Coast Guard was a para-military organization created shortly before the Japanese attack on Pearl Harbor for the defense of Davao Gulf.  Inquiries may be received from Philippine nationals requesting verification of service.  Respond using NA Form 13018 and state:

"After extensive research of various records depositories of the United States Government, no records concerning the Davao Marine Coast Guard can be located. This research included the holdings of the National Archives and the United States Coast Guard. Therefore, we regret that we can be of no further assistance."

Due to form number changes and/or title changes, the forms listed below may vary depending on the period of service.  An equivalent form should be used, when available.

1. Enlistment Contract - Shows branch or component of service and enlistment date.

    Coast Guard - CG 3301

    All others - DD Form 4 or DD Form 47

2. DD Form 214, Certificate of Release or Discharge from Active Duty - Shows branch or component of service, enlistment/separation date, rank, character, and in some cases, lost time and ACDUTRA.

3. Discharge Order - Shows date of discharge.

    Army - Special or letter order

    Air Force - Special order

    Navy - NAVPERS 1070/604

    Marine Corps - NAVMC 118-11, Administrative Remarks

    Coast Guard - CG 3312 A, Personnel Action

4. Documents reflecting time lost (when incomplete or not shown DD Form 214) -

    Army - DA Form 2-1, Personnel Qualification Record, Part II

    Air Force - AF 7, Airman Military Record

    Navy - NAVPERS 601-8, Leave Record

    Marine Corps - NAVPERS 601-13, Administrative Remarks

    Coast Guard - CG 3305, Leave Record

5. Documents reflecting ACDUTRA for short period of reserve participation (when DD Form 214 not prepared) -

    Army - DD Form 220, Active Duty Report; orders to ACDUTRA

    Air Force - DD Form 220; AF Form 190, USAF Reserve Personnel Record Card for Retention,
    Promotion, and Retirement

    Navy - NAVPERS 601-11, Record of Naval Reserve

    Marine Corps - NAVMC 798A, Reserve Retirement Credit Report

    Coast Guard, CG 3307, Administrative Remarks

6. Documents indicating highest rank held when it is different from rank at discharge -

    Army - DA Form 2-1

    Air Force - AF Form 7

    Navy - NAVPERS 601-4, Navy Occupation and Training History

    Marine Corps - NAVMC 118-5, Record of Time Lost, Promotion, Reduction, Examination for Promotion

    Coast Guard - CG 3303, Achievement Sheet

NOTE: In response to an SOS request forward copies of the: Enlistment Contract, Report of Separation, and Discharge Order. However, if the Report of Separation shows a complete discharge, it is not necessary to send the Discharge Order.