A grandson writes to the National Archives asking for his grandfather’s service record and gets turned down. He assumes the record is sealed. It usually isn’t — he just asked the wrong way.
Two rules decide almost every military genealogy request, and knowing them before you write saves months.
Rule One: The 62-Year Line
Military personnel files become archival 62 years after the service member separated. Once a record crosses that line, it’s open to the public — anyone can request it, no relationship required.
Records newer than 62 years are non-archival and restricted to the veteran or next of kin.
Do the arithmetic before you write. A World War II veteran who separated in 1945 crossed into archival status decades ago, so anyone can request that file. A Vietnam veteran who separated in 1970 won’t cross until 2032, so that file is still restricted today.
Rule Two: Who Counts as Next of Kin
This is where most requests fail, and the definition is narrower than families expect.
The National Archives defines next of kin as the un-remarried widow or widower, son, daughter, father, mother, brother, or sister of a deceased veteran.
| Your relationship | Next of kin? | What to do |
|---|---|---|
| Surviving spouse (not remarried) | Yes | Request directly, with proof of death |
| Son or daughter | Yes | Request directly, with proof of death |
| Brother or sister | Yes | Request directly, with proof of death |
| Parent | Yes | Request directly, with proof of death |
| Grandchild | No | Have a qualifying relative sign, or wait for archival status |
| Niece, nephew, cousin | No | Same — or request the limited public-release information |
| Remarried widow or widower | No | Have a child of the veteran request instead |
If you’re a grandchild researching a Korean War grandfather, the practical fix is simple: ask your parent, aunt, or uncle to sign the request. They qualify; you don’t.
Proving the Veteran Has Died
Next-of-kin requests need proof of death. A death certificate, a letter from the funeral home, or a published obituary all work. An obituary clipping is the easiest to produce and is accepted.
How to Actually File the Request
- Collect identifying details first. Full name as used in service, branch, service number if you have it, date and place of birth, and approximate dates of service. Without a birth date, files with common surnames are very hard to isolate.
- Use Standard Form 180. It isn’t required, but it prompts you for every field the archivists need. A free-form letter that omits a birth date gets a request for more information instead of a record.
- State your relationship plainly and attach the proof of death.
- Submit and wait. Archival requests take longer than recent ones, and fire-damaged files take longest.
The forms and current submission methods are on the National Archives military service records page. If you’re researching your own service rather than an ancestor’s, our guide to requesting a DD-214 covers the faster route.
When the Record Burned
The 1973 fire at the National Personnel Records Center in St. Louis destroyed roughly 80 percent of Army personnel files for people discharged between November 1912 and January 1960, and about 75 percent of Air Force files for discharges between September 1947 and January 1964 with surnames falling alphabetically after Hubbard, James E.
If your ancestor separated in one of those windows and the answer comes back “no record,” the file almost certainly burned. It doesn’t mean he never served.
Archivists reconstruct service from alternate sources, and so can you:
- Final Pay Vouchers held by the Government Accountability Office, which survived the fire
- Morning reports and unit rosters, which record daily strength and personnel changes
- VA claim files, if your ancestor ever filed for benefits — these often contain a copy of the discharge
- State adjutant general records, especially for National Guard service
- The discharge recorded at the county courthouse — many veterans filed their discharge papers locally, and Oregon counties are no exception
That last one is underused. Check with the county clerk where your ancestor lived after the war before assuming the paper is gone.
Free Sources Before You Pay for Anything
Subscription genealogy sites are useful, but a great deal is free and often more complete for military research.
| Source | What it holds | Cost |
|---|---|---|
| FamilySearch | WWI and WWII draft registration cards, service cards, censuses | Free with a registered account |
| National Archives Catalog | Digitized unit records, muster rolls, photographs | Free |
| VA gravesite locator | Burial location in national and many state cemeteries | Free |
| American Battle Monuments Commission | Overseas graves and Walls of the Missing | Free |
| State archives and historical societies | Guard rosters, bonus applications, local enlistment lists | Usually free |
| County clerk offices | Discharges recorded locally after the war | Small copy fee |
Start With the Draft Cards
World War I draft registration cards are the single best entry point for that era. Nearly every man between 18 and 45 registered, whether or not he ever served, and each card carries a birth date, an address, an employer, and often a next of kin.
Even when the card shows a man who was never called up, it pins down a birth date you can then use everywhere else.
Records Aren’t the Only Story
A personnel file gives you dates, ranks, and assignments. It won’t tell you what your grandfather thought about any of it.
The Library of Congress runs the Veterans History Project, which collects first-person accounts from veterans of every branch and rank since World War I — combat service isn’t required. Family members can donate a deceased veteran’s letters, diaries, and photographs, and anyone 15 or older can record an interview. Details are on the Veterans History Project participation page.
If you have a living veteran in the family, record the interview now. That is the one source that expires.
What the Research Can Unlock
Genealogy is usually the goal on its own, but the paperwork sometimes pays.
A located discharge can establish eligibility for a government headstone or marker for an unmarked grave. It can support a survivor benefits claim a widow never filed. And proof of a qualifying relative’s service is what makes descendants eligible for the Sons of The American Legion or the American Legion Auxiliary.
Frequently Asked Questions
Can I get my grandfather’s military records?
If he separated more than 62 years ago, yes — the file is archival and open to anyone. If it’s newer, grandchildren aren’t next of kin, so a child or sibling of the veteran must make the request.
Who counts as next of kin for military records?
The un-remarried widow or widower, son, daughter, father, mother, brother, or sister of a deceased veteran.
What proof do I need that the veteran died?
A death certificate, a letter from the funeral home, or a published obituary.
What if the record was destroyed in the 1973 fire?
Service can often be reconstructed from final pay vouchers, morning reports, unit rosters, VA claim files, state adjutant general records, and discharges recorded at the county courthouse.
Do I have to pay a genealogy website?
No. FamilySearch, the National Archives Catalog, the VA gravesite locator, and most state archives are free.
What information do I need before requesting a record?
Full name as used in service, branch, date and place of birth, approximate dates of service, and the service number if you have it.
Bring What You Find to the Post
Post 51 members have spent years piecing together family service histories, and someone here has likely chased the same dead end you’re on. If you’ve turned up a photograph or a discharge from a Lebanon-area veteran, we’d like to see it.
Call (541) 451-1351 or come by 480 South Main Street.