To access British military service records, you apply either to The National Archives at Kew for personnel whose service ended before roughly 1920, or to the Ministry of Defence for anyone who served after that. Your own records are free under data protection law; a deceased relative’s record requires a fee and, in most cases, a death certificate.
Where the Records Are Held
The dividing line is when service ended, not when the person was born or when they enlisted. The National Archives at Kew holds the older files. For the Royal Navy, that generally covers service up to at least 1920, with files transferring across once they reach about 75 years old. The Royal Air Force was only formed in 1918, so its earliest records also sit at Kew.
Everything more recent stays with the Ministry of Defence, which routes requests through branch-specific disclosure teams. Army files are handled by the Army Personnel Centre in Glasgow. Royal Navy and Royal Marines records go through the RN Disclosure Cell at Navy Command Headquarters in Portsmouth. RAF records are dealt with by RAF Disclosures at RAF Cranwell in Lincolnshire.1GOV.UK. Subject Access Request (SAR) Form Sending a request to the wrong branch is the most common reason applications stall at the start.
A Warning About First World War Army Records
If you’re researching an army relative who served in the First World War, most of the service records no longer exist. Luftwaffe bombing of the War Office repository during the Second World War, along with fire and water damage, destroyed the majority of files. The National Archives estimates that only a small fraction of the original collection survived.2The National Archives. British Army Soldiers of the First World War
What did survive lives in two main series: the “burnt documents,” which contain partial or damaged service records, and a separate collection of pension records for personnel who claimed a pension after the war. Both are searchable through The National Archives’ Discovery catalogue, and many have been digitised by Ancestry and Findmypast. If a file was destroyed, medal rolls, war diaries, and casualty lists can sometimes reconstruct parts of a soldier’s service.
What You Need Before You Apply
At a minimum, gather the person’s full name, date of birth, and service number. Adding the regiment or branch narrows the search substantially. Requests without a service number can still proceed, but they take longer and are more likely to return the wrong person when the name is common.
Tracking Down a Missing Service Number
Several sources help. The National Archives catalogue lets you search by surname and year of birth. Soldiers’ effects ledgers covering 1901 to 1960, available on Ancestry, list service numbers alongside the soldier’s name, date of death, and next of kin. Absent Voters Lists from 1918–1925 and 1939, available on both Ancestry and Findmypast, record service numbers and regimental details.3The National Archives. British Army Soldiers of the Second World War Second World War casualty lists include rank, service number, and type of casualty. If you can’t locate the number yourself, include everything you do know on your application and the disclosure team will search.
Proof of Death for a Deceased Relative
The MoD requires a death certificate. Without one, it treats the person as potentially still alive until they would have reached 116, at which point the record can be released as historical. The certificate requirement is waived if the person died in service or was born more than 116 years ago.4GOV.UK. Request Records of Deceased Service Personnel For online applications the certificate must be a digital file (PDF, PNG, or JPEG). If you need to order one, the General Register Office charges £12.50 for a standard certified copy.5GOV.UK. Order a Birth, Death, Marriage or Civil Partnership Certificate
Applying for a Deceased Relative’s Record
The MoD takes requests two ways. The faster route is the online tool on GOV.UK’s “Get a copy of military service records” page. For a postal application, download and complete both the request for information form and the search form from GOV.UK.6GOV.UK. Get a Copy of Military Records of Service – Apply for the Records of a Deceased Serviceperson The request form covers who you are and how you’re related; the search form captures the details needed to find the file.
Say what you actually want. Deployment history, medical records, and a general service summary are treated differently, and vague requests take longer because clerks have to make judgement calls about what to include. Your relationship also matters: next of kin generally receive more detailed information than a general researcher would.
Fees
A new fee structure took effect on 2 February 2026, replacing the previous flat £30 charge. The pricing now depends on the level of service:
- Standard Service: £42.25 for digital copies, £47.16 for print copies.
- Full Record Check: £48.87 upfront for the search and page check, plus £1.04 per digital page or £1.89 per paper page.
Requests already in the system before 2 February 2026 will not be charged under the new structure.7The National Archives. Frequently Asked Questions – Ministry of Defence Service Personnel Records Fees Under the previous pricing, surviving spouses and civil partners could have the charge waived on proof of relationship.8Ministry of Defence. Information on the Administration Fee for Requesting Records of Deceased Service Personnel Whether that waiver still applies is not set out in the current guidance, so spouses should ask directly when submitting a request.
How Long It Takes
The MoD does not publish a guaranteed turnaround. The statutory deadline for Freedom of Information responses is 20 working days, but the MoD has acknowledged it has not always met that target given the volume of requests it receives.9The National Archives. Ministry of Defence Service Records Project In practice, expect several weeks to several months depending on the branch, the complexity of the search, and current staffing. Completed records arrive as digital scans by email or photocopies by post.
Applying for Your Own Records
Veterans and currently serving personnel can request their own records free of charge under the Data Protection Act 2018.10GOV.UK. Obtain Information About Yourself Held by MOD The route depends on your status:
- Currently serving personnel complete form MOD 1694 and either email it or hand it to their local unit.
- Veterans and ex-civilian personnel use the online form on GOV.UK, or download and post the Subject Access Request form.
The MoD will also accept a request by letter, email, or phone if you clearly state what you want and include proof of identity.10GOV.UK. Obtain Information About Yourself Held by MOD Requests for unstructured manual data can attract a fee in some circumstances, but that is rare for standard service records.
What Gets Redacted
Two pieces of legislation shape what you receive. The Freedom of Information Act 2000 gives anyone the right to request information from public authorities, with a 20-working-day response window.11Legislation.gov.uk. Freedom of Information Act 2000 The Data Protection Act 2018 protects personal data of living individuals and provides the legal basis for Subject Access Requests.12Legislation.gov.uk. Data Protection Act 2018
The practical effect is the 116-year rule. If the MoD cannot confirm someone has died, it treats them as potentially alive and handles the record as personal data of a living person.4GOV.UK. Request Records of Deceased Service Personnel A death certificate removes that barrier.
Even released records come with redactions. Medical diagnoses, psychiatric evaluations, and home addresses are routinely removed to protect the veteran and living relatives. Information touching on national security or ongoing operations may also be withheld. How much detail you see depends partly on your relationship to the subject.
If Your Request Is Refused or Heavily Redacted
Start informally. Contact the person who handled your original request and ask them to explain or reconsider. Simple misunderstandings often clear up at this stage.13Ministry of Defence. MOD FOI and EIR Complaints and Appeals Procedures
If that doesn’t resolve it, ask for a formal internal review by writing to the Deputy Chief Information Officer at the MoD. The department targets 20 working days for a response, though complex cases take longer. The review looks again at both how your request was handled and any decision to withhold material; the original decision either stands or is overturned in whole or in part.13Ministry of Defence. MOD FOI and EIR Complaints and Appeals Procedures
Still unsatisfied, you can complain to the Information Commissioner’s Office. The ICO expects the internal review to have happened first, and you’ll need copies of the original request, the MoD’s responses, and the review correspondence.14Information Commissioner’s Office. FOI and EIR Complaints The ICO can order the MoD to release information it improperly withheld.