Sometimes it is necessary for a veteran or next-of-kin to get a replacement copy of the veteran’s DD214. But there are several things to know about getting a replacement.
First, the request will be submitted to the National Archives in most cases. An alternate request method is discussed later in this article for veterans whose DD214s were destroyed in the 1973 fire.
When requesting a copy, all requests for veterans discharged less than 62 years ago, must be signed and dated by the requesting veteran or their next-of-kin, in the case of a deceased veteran.
Request by next-of-kin must also be accompanied by proof of death, such as:
- a death certificate,
- letter from the funeral home, or
- a copy of the published obituary
Methods of Request
There are two ways to request a DD214: online or by snail mail. Regardless of the method used, it usually takes a month or longer to receive the DD214 after requesting it. If requesting using the online method, the requestor must have access to a working printer as the request must be printed out and submitted as described below.
Requesting Using the Online Method
If using this method, go to the National Archives website page and click on DD214/Separation Documents and follow the prompts and answer the questions. Once finished, print out the file, sign it and either fax it to (314)801-9195 or mail it to the address listed on the request form. The reason the requests itself can not be submitted online is remember that the request must be signed and dated by the requestor. Electronic signatures are not accepted, hence the fax or mail-in method of submission.
Requesting Using the Mail Method
If requesting using this method, download and print a copy of the SF 180. Once filled out, signed and dated, be sure to send it to the correct address depending on your branch of service. On the last page of the SF180 form, you can find the list of mailing addresses.
Emergency Requests
National Cemetery Burial
Under certain conditions, a DD214 can be delivered in one to five days. If an expedited delivery is needed for burial at a Department of Veteran Affairs National Cemetery, contact the National Cemetery Scheduling Office at (800)-535-1117 or visit their website. Someone there will contact the National Archives directly and get the necessary records, including a DD214.
Other Emergency Reasons
If the emergency is other than for a National Cemetery burial, fill out SF180 and in the “Purpose” section state the nature of the emergency. Fax the completed, signed and dated SF 180 form to the Archives Customer Service Team at (314) 801-0764.
One additional step is the next morning, call the Archive Customer Service Team around 7am Central time at (314) 801-0800. Calling early in the morning increases your chances of getting through as the phones get extremely busy later in the day.
Destroyed DD214s
It is possible a veteran’s DD214 no longer exists. In 1973, there was a fire at the National Personnel Records Center in St. Louis, MO that destroyed 16 to 18 million military records. If the veteran was:
- in the Army before 1960, or
- in the Air Force before 1965 and the name comes after Hubbard, James E.
… there is a high percentage (four in five Army and three in four Air Force) the veteran’s records were destroyed in the fire.
If the veteran’s records were destroyed in the fire, send a DD214 request to either the Department of Veterans Affairs (VA) or the veteran’s military branch of service. When military members are discharged, there are eight identical copies of the DD 214 made. After one copy is put in the military member’s file and one given to the military member, the rest are distributed to various military agencies with the VA and veteran’s military branch being two of the agencies.
If the DD214 cannot be located, send a request to either the Human Resources Command or the Personnel Services Detachment of the appropriate military branch with the following information::
- Veterans full name
- SSN or Service Number
- Place of discharge
- Last unit of assignment
- Place of entry into the service, if known.
They may be able to create at least a Certification of Military Service. The certification can be used as a legal DD 214 replacement.
Alternative Expedited Route
If you need a DD214 fast, and do not think your reason meets the expedited delivery, a DD214 can be requested from a government approved DD214 expeditor. There are several companies that provide this service; one such trusted company is the Aardvark Research Group
The cost for a DD214 is $79 (at the time of writing) and the turnaround time is usually one to seven business days depending on military branch and dates of service. The chart below shows a more precise approximate time processing schedule.
Processing chart courtesy of the Aardvark Research Group
The Aardvark Research Group is an approved DD214 expeditor. They have been providing DD214s to veterans since 2007 and have an “A” rating with the Better Business Bureau.
Once they process a request, they send an electronic copy by email to the requestor right away with a paper copy following by mail a day or several days later depending on your location’s mail delivery schedule.
Keep in mind that getting a DD214 through normal channels can take anywhere from a few weeks to a few months depending on the workload. Using an emergency or expedited delivery method can shorten the delivery time considerably.
