NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
National Personnel Records Center
St. Louis, Missouri 63132-5100
NPRC 1865.72B
June 15, 1994


SUBJECT: Issuance and reissuance of original discharge and retirement certificates

1. Purpose.  This memorandum transmits instructions for handling requests for the issuance and reissuance of original discharge and retirement certificates.

2. Cancellation.  This memorandum cancels NPRC 1865.72A and fig. 27 of NPRC 1865.69, Miscellaneous inquiries not covered in individual memorandums.

3. Reason for revision.  This memorandum is revised to update addresses and procedures used in handling requests for the issuance and reissuance of original discharge certificates; and to include instructions for the issuance and reissuance of retirement certificates.

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

5. Instructions. Instructions for processing requests for issuance or reissuance of original discharge and retirement certificates 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 13044, Reply Concerning Military Records
NA Form 13051, Transmittal
NA Form 13053, NPRC Acknowledgement/Referral
NA Form 13085, Armed Forces Discharge Certificate Worksheet
SF 180, Request Pertaining to Military Records
DD Form 256 series, Honorable Discharge Certificate
DD Form 257 series, General Discharge Certificate
DD Form 363 series, Certificate of Retirement
NGB Form 22, Report of Separation and Record of Service
 

DAVID L. PETREE
Director

ATTACHMENT

1. General.  Original discharge certificates are only issued/reissued by NPRC under specific circumstances.  If it can be determined, with reasonable assurance, that an original discharge certificate was issued to the veteran at the time of discharge from the military service, then process the request in accordance with the procedures outlined in the latest revision of NPRC 1865.51, Request for replacement of separation document. Before issuing a discharge certificate, the requester must state that the original discharge certificate was NEVER received. Fig. 1 provides background information on discharge certificates.

NOTE:  Air Force Reference Branch does not issue discharge certificates unless the original is found in the record (see par. 3 and NPRC 1865.51).

2. Authorized requesters.  A request for issuance or reissuance of an original discharge certificate is considered for action if it is from the veteran or the surviving spouse.  If a request is received from other than the authorized requesters, return the request using NA Form 13044, Reply Concerning Military Records.  Check the block that indicates that discharge certificates or certificates in lieu are only issued to the veteran or surviving spouse.

3. Original discharge certificate in record.  In processing any request for issuance or reissuance of a discharge certificate, if the original certificate is found in the record, furnish this, provided of course the requester is eligible to receive it.

4. Insufficient time elapsed for certificate to have reached veteran.  Always consider whether there has been sufficient time for the certificate to have been prepared and to have reached the veteran.  If not, advise the requester of the date of discharge and state that if the certificate is not received within the next 60 days to complete Standard Form 180, Request Pertaining to Military Records.  Furnish a blank SF 180.

5. Action.  If it is determined that the issuance or reissuance of an original discharge certificate is appropriate, then follow the procedures in the attached figures.  Fig. 2 provides a table for determining the action for these requests. Fig. 3 provides instructions for completing discharge certificates.

6. Type of discharge certificates.  DD Form 256, Honorable Discharge Certificate, and DD Form 257, General Discharge Certificate, are the only two types issued or reissued by NPRC.  These two documents are used for both officer and enlisted personnel.  The service record indicates the type of discharge to which the person is entitled.  (See latest revision of NPRC 1865.3, Reference service source document guides.)  If the veteran received an OTH discharge, return inquiry using NA Form 13018, Reply to Inquiry (NCP), and state, "The Armed Forces do not issue discharge certificates to individuals who received a (type of discharge)."

7. Use of NA Form 13085, Armed Forces Discharge Certificate Worksheet.  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.

8. Requests for DD Form 363, Certificate of Retirement.

     a. Air Force.  Using NA Form 13051, Transmittal, forward requests to AFMPC/DPM (DOA1 for enlisted members and DOO1 for officers), Randolph AFB, TX.  Attach a copy of the retirement orders.  DO NOT send the records.  Notify the requester of the referral using NA Form 13053, NPRC Acknowledgement/Referral.  If the request is from a retired reservist, forward request along with copy of the retirement orders to ARPC, Denver, CO, using NA Forms 13051 and 13053, as previously described.

     b. Navy.  The Department of the Navy no longer reissues retirement certificates.  Respond to the requester using NA Form 13018.  Attach copies of the record service pages showing retirement date and write the following statement:

"The Department of the Navy does not issue replacement Retirement Certificates.  Attached are copies of service record pages showing date of retirement."
c. All others.  Using NA Form 13008, Loan or Transfer of Records, forward the request and records to the appropriate address as shown below.  Notify the requester of the referral using NA Form 13053.  Under remarks write:

Figure 1:  Background information on discharge certificates
 
BACKGROUND INFORMATION ON DISCHARGE CERTIFICATES

1. Background.  Although military discharge certificates are, as a rule, issued at time of discharge, a great many individuals for various reasons have left the service without receiving one.  This accounts for the occasional receipt in NPRC of requests for issuance of original discharge certificates.  To a far greater extent, the Center is called upon to REISSUE discharge certificates because of correction of character of discharge or because of other corrections in the record.  Such corrections must first be approved by the proper military authorities, who then issue a directive or notification which comes to NPRC as authority to effect the change in the record, and in some cases, to reissue the discharge certificate.  Discharge certificates may be reissued for any of the following, but not all inclusive, reasons:

     a. Name.  To show correct name when entirely different from the name recorded on the records and the original separation document.

     b. Character of discharge.  When a military Discharge Review Board or Board of Correction authorizes a change in character of discharge.

     c. Numerous errors.  When the original certificate contains numerous errors.

     d. Removal of derogatory remarks.  When the request is for removal of certain entries from the original certificate that should not have been included, such as remarks concerning medical information or specific reason for the discharge when it is uncomplimentary.

2. Periods when discharge certificates were NOT issued.

     a. Eligibility to receive.  It is known that the following service members, though eligible, did NOT receive discharge certificates:

  • Army.  Some WWI officers whose service was terminated by resignation; officers who held inactive temporary AUS commissions which were terminated April 1, 1953, "by operation of law;" and some of the officer and enlisted personnel of the Army Reserve.
  • Navy.  Enlisted members during the periods November 1, 1916 to June 5, 1925, and November 17, 1942 to July 1, 1947, if they reenlisted immediately in the Navy.
  • Marine Corps.  Reserve officers during WWII period discharged to enlist in the Regular Marine Corps; and enlistees in the Reserves who accepted a discharge to enlist in the Regular Marine Corps during the years 1952 - 1953.
     b. NOT eligible to receive.  Prior to February 1, 1948, Naval officers were not "discharged" in the sense of being awarded a formal certificate.  Also, Naval officers separated by dismissal pursuant to sentence of a General Courts-Martial are not entitled to a certificate of discharge.  (See NPRC 1865.51.)


Figure 2: Table for determining response to request for discharge certificate
 
R
U
L
E		 IF: THEN:
1 Service person was properly 
entitled to a discharge certificate, 
but for some reason one was never issued:		  
 
a.  Air Force:
 Forward the request and record to AFPC/DPPRSO, Randolph AFB, TX.  Use NA Form 13008, checking appropriate  address block.
 
b.  Army:
 Prepare discharge certificate (see Fig. 3)
 
c:  Navy:
  
 
(1) Enlisted members
 Prepare discharge certificate.  (see Fig. 3)
 
(2) Officers
 Checking appropriate address block on NA Form 13008, forward request and record to NMPC, Attn:  313D, Wash., DC.
 
d.  Marine Corps
 Prepare discharge certificate. (see Fig. 3)
 
e.  Coast Guard
 Checking appropriate address block on NA Form 13008, forward request and record to Commandant, USCG, Wash., DC.
2 Reservist claims nonreceipt of 
certificate after reserve obligation 
is completed: 		  
 
a.  Air Force: 
 Forward request and record to Air Force Liaison
 
b. Air National Guard:
 Furnish NGB 22, Report of Separation and Record of Service.  If receive second request, refer requester to Adjutant General's office in the state in which served.
 
c. Army: 
 Prepare discharge certificate.
 
d. Navy:
  
 
(1) Enlisted members 
 Prepare discharge certificate.
 
      (2) Officers
 See rule lc(2).
 
e. Marine Corps: 
 Prepare discharge certificate.
 
f. Coast Guard: 
 See rule 1e.
3 Corrective action (See Fig. 1):  
 
a. Air Force: 
 See rule 1a.
 
b. Army:
 Reissue discharge certificate
 
c. Navy: 
  
 
(1) Enlisted members
 Reissue discharge certificate.
 
      (2) Officers 
 See rule 1c(2).
 
d. Marine Corps:
 Reissue discharge certificate. NOTE: Type the word, "DUPLICATE" in the lower lefthand corner of the certificate. 
 
e. Coast Guard: 
 See rule 1e. 
Figure 3: Instructions for completing discharge certificates (Part 1 of 4)
 
 
INSTRUCTIONS FOR COMPLETING DISCHARGE CERTIFICATES

1. General.  Discharge certificates are prepared in original only.  No punctuation is to be used on these forms.  When discharge certificates are reissued because of some corrective action, type in CAPS, "CORRECTED COPY" in the center of the top margin.

2. Army, DD Forms 256A or 257A.  (See part 2, this fig.)  Prepare these documents in the following manner:

     a. First line.  Center service member's full name in CAPS, service number or social security number, as appropriate, rank or grade, and service component.

b. Second line.  Day, month, and year of discharge are entered in the appropriate spaces.

     c. Third line.  These documents are preprinted and presigned with the appropriate Army official's name.

3. Navy, DD Forms 256N or 257N.  (See part 3, this fig.)  Prepare these documents in the following manner:

     a. First line.  Center service member's full name in CAPS, service or social security number, as appropriate, rank, and service component (USN or USNR).

     b. Second line.  Same as 2b, above.

     c. Third line.  Navy Liaison Officer's name and rank in CAPS.

     d. Signature.  Forward to Navy Liaison Office for signature.

4. Marine Corps, DD Forms 256MC or 257MC. (See part 4, this fig.)  Prepare these documents in the following manner:

     a. First line. Center service member's rank, full name in CAPS, and service number or social security number, as appropriate.

     b. Second line. Same as 2b, above.

     c. Third line. Marine Corps Liaison Officer's name and rank in CAPS.

     d. Signature. Forward to Marine Corps Liaison Office for signature.

     e. Reissuance. If certificate is being reissued, type the word "DUPLICATE" in the lower left hand corner.