How to Check Someone Else’s Military Service Records

Figuring out how to check another individual’s Official Military Personnel File is relatively straightforward and open to the public.

There are various reasons why someone may need access to military files—that is, anyone who does not identify as the service member on file or the next of kin. Most requests are used to check for eligibility, legal, or financial transactions.

It usually helps to know what type of information you need and your relationship to the service member. Here are a few ways to check the military service records of someone else.

FOIA and the Privacy Act

Most documents are kept at the National Personnel Records Center, a collection of over 70 million files in St. Louis, Missouri. NPRC stores service records from the Department of Army, Navy, Air Force, Marine Corps, and Coast Guard.

As outlined on the NPRC website, the Freedom of Information Act (FOIA) typically grants anyone with the statutory right to view general information from executive branch agency records. These files do not require the veteran’s or next-of-kin’s permission.

The FOIA’s purpose is to provide transparency to the public while also protecting the service member’s privacy through the Privacy Act. The Privacy Act limits the type of information accessible to the public and how they are used.

Any documents needed beyond public information are limited to the next-of-kin are permitted by the service member.

Information that may be viewed by the public:

• Name
• Service Number
• Dates of Service
• Branch of Service
• Final Duty Status
• Final Rank
• Assignments and Geographical Locations
• Military Education Level
• Awards and decorations (eligibility only, not actual medals)
• Photograph
• Transcript of Courts-Martial Trials
• Place of entrance and separation

Items such as salary, source of commission, and promotion sequence number are rarely on file. Typically, deceased veterans have the place of birth, date, and location of death, and place of burial on public file.

Note: OFMPs, separation documents (DD214), replacement records, and medical records are not open to the public and must go through a verification process to obtain these items.

Obtaining Service Records using SF-180

Military personnel records are requested using the SF-180 form. SF-180 is used by the NPRC to obtain public files from a service member and outlines several ways to send in your request:

• Download and mail it in.
  1. The PDF is available online for download. Fill out the form with accurate information to the best of your ability.
  2. NPRC explains how to return the document: “Review the tables on page 3 of SF-180 to identify the correct location of the record you need (based on branch of service, dates of separation, and type of record) and send the completed form to the address identified on the table.”
• Fill out an inquiry form on NPRC to have the SF-180 mailed to you directly.
  1. Return the documents to:

National Personnel Records Center
1 Archives Drive
St. Louis, Missouri 63138

• Visit a Veterans Administration office, VA organization, or Federal Information Center.

The SF-180 can be mailed directly or faxed to (314) 801-9195. NPRC responds in the order in which the request was received. Separation documents typically take about 10 business days, whereas older records may take up to six months to retrieve.

Next-of-kin of deceased veterans may fill out a SF-180 form or have the option of filling out an online order form.

Write a Letter

If for some reason you cannot obtain an SF-180, NPRC does accept letters of request. Provide as much information in the letter to locate the service member’s file, such as:

• 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
• Further information may be needed

Mail-in your letter with contact information to:

National Personnel Records Center
1 Archives Drive
St. Louis, Missouri 63138

Troubleshooting Document Locations at the NPRC

Be sure to provide the individual’s date of service, service number, or social security if applicable. In 1969, armed services switched from service number to social security, so files before ‘69 may be filed under the service number.

A fire destroyed the Department of Army and Air Force files between the years 1947 and 1963. If you are looking for personnel files in between this year gap, provide as much information as you know. The Records Center will attempt to piece together as much information from historical data.

National Archives Data

The National Archives office is a separate line from the NPRC and holds military personnel files 62 years past the end date of service. (Files under 62 years are held by the Department of Defense.) Like the NPRC, the National Archives does place some documents in the public domain.

You can choose either three options to gain access to archival records:

1. Request records online (must mail-in signature page)
2. Mail in an SF-180 request form or letter to:
   National Personnel Records Center
   1 Archives Drive
   St. Louis, MO 63138

Or fax documents to (314) 801-9195.

Cristina Van Orden is a literary writer and active military spouse. She holds an MFA from Antioch University and taught K-12 English before working in editorial. Cristina currently resides on base with her husband and children.