SEPARATION DOCUMENTS

  1. Copies of ALL separation documents on file should be furnished in response to all inquiries, unless the request specifically indicates only a particular period of service is needed.  You MUST refer to the Release Guide, NPRC 1865.16, which provides information concerning the release of these documents.

    The form numbers of some Separation Documents are listed below:

    DD Form 214WD AGO 53
    NAVPERS 553WD AGO 55
    NAVMC 78PDWD AGO 53-55
    NAVCG 553

  2. Examine copies for legibility.  You must be able to read the following:

    Name
    Component
    Entry Date
    Separation Date
    Rank at Separation
    Character of Service

    If these items are not legible on a separation document, prepare NA Form 13038, Certification of Military Service for that document.  The NA Form 13038 will be sent in lieu of a separation document.

  3. The separation documents should cover ALL periods of active service alleged by the requester.  If not, determine whether additional service was active duty.  Prepare NA Form(s) 13048 for active periods for which no separation document(s) is on file.  HOWEVER, DO NOT prepare an NA Form 13038 to document an enlistment period request by the customer if a DD form 214 was not issued, and would not have been issued, to include just those years.  A request of this kind could be received if the veteran served in the Air Force and was discharged after 1979 but reenlisted immediatedly with no break in service.

    1. If the requester asks specifically for a separation document that covers only part of the total years included on the final DD Form 214, and the character of service on the final period of enlistment was Honorable, send that final DD 214 and insert into the response letter the following paragraph (from Get Parag., click Separation Documents and then either DD Form 214 issued since September 1979 explained or the identical paragraph called Since Sept 1979, Block 18 of 214 reflects continuous AD):
      In accordance with Department of Defense regulations, since September 1979 military personnel who were discharged for immediate reenlistment were not issued the DD 214.  Block 18 of the DD Form 214 reflects the continuous active military service dates.
    2. NOTE, HOWEVER, that if the final period of service resulted in an OTH discharge, do not provide any copies to the requester, but refer the request and record to the Air Force Personnel Center for determination.

  4. Other separation-type documents that may be in file.

    1. If the record contains a “Certificate of Satisfactory Service” in place of NAVPERS 553, prepare NA Form 13038.

    2. If the record contains an AF Form 1166, Record of Discharge and Immediate Reenlistment in the Regular Air Force, and the requester has asked for all separation documents or for any separation document(s) issued since the 1960's, include a sealed copy of the AF 1166, along with any other requested separation documents.  ADD THE FOLLOWING TO THE RESPONSE LETTER:
      Before 1979, the Air Force sometimes issued an AF Form 1166, Record of Discharge and Immediate Reenlistment in the Regular Air Force, rather than a DD Form 214.

  5. If service member indicates he/she served as an enlisted person and officer, verify service for both. NOTE:  This may require you to obtain additional records.  Navy and MC enlisted and officer service data may be filed as a single record or as separate records.  If the record in your possession covers only the enlisted service period or only the officer period, request the other Navy/MC record from the Search Section.  To search for the other record, you will need the corresponding service number.  Ideally, the requester has provided both enlisted and officer service numbers.  If not, review the record in your possession to determine if it contains the service number needed.

  6. If the service member died in service, provide requester with DD Form 1300, Report of Casualty.  If no casualty report on file, prepare NA Form 13038.  DD Forms 214 (and similar documents) were not issued to personnel who died while on active duty.

  7. Separation documents sent to THIRD PARTIES must be DELETED.  If an undeleted separation document is needed, the veteran or NOK of a deceased veteran must specifically authorize its’ release.

DELETING SEPARATION DOCUMENTS

October 1, 1979 Edition of Separation Document and all subsequent editions:  Fold under the bottom of DD Form 214 (Special Additional Information Section or items 23-30) and copy.

Earlier editions of Separation Document:  Delete from the copy the authority for separation, reason for separation, separation (SPN/SPD) Code,  Reenlistment Eligibility Code (RE-Code), and remarks about eligibility or recommendation for reenlistment. (templates are available at the copy machines for this purpose).  NOTE:  Some earlier editions of Navy separation documents may not contain all items (for example, NAVPERS 553).

MEMBER-4 COPY OF SEPARATION DOCUMENT REQUESTED

Advise requester:  The “Member-4" copy of the DD Form 214, Certificate of Release or Discharge from Active Duty, is an undeleted DD Form 214 issued to the service member at the time of separation.  The document contains the type of separation, character of service, authority for separation, reason for separation, reenlistment eligibility code, and separation (SPD/SPD) code.  The Member-4 copy is not on file in the military personnel record; however, we have enclosed a photocopy of the Service-2 copy which contains the same information as the Member-4 copy.  The Service-2 copy is the official service record copy and may be used for any official purpose.

UNCHARACTERIZED OR ENTRY LEVEL SEPARATION

If veteran received an “uncharacterized” or “entry level separation,” advise requester:  The type of discharge/separation received is shown as “UNCHARACTERIZED SEPARATION - Entry Level Separation.”  The Department of Defense established on October 1, 1982, the “Uncharacterized Entry-Level Separation.”  Entry-Level Status is the first 180 days of a period of continuous active duty or active duty for training.  A separation initiated while a member is in entry-level status may be described as uncharacterized entry-level separation.  Upon separation the service member does not receive a discharge certificate or character of service.  The separation shall be described as an order or release from custody or control of the service concerned.

VOID ENLISTMENTS

Record Contents:Action:
DD Form 214 or equivalent in the record shows separation as "VOID":ALL BRANCHES OF SERVICE: Send separation document to authorized requester; no explanation is required. In addition to the separation document, if the original request or a second request specifically asks for information about the void enlistment, send copies of the adminstrative documents pertaining to the void enlistment.
No separation document in the record, but a void enlistment is indicated by other documents in the record, and/or by the wording on the original request:First Request: Explain that a separation document was not issued. Send copies of the administrative documents pertaining to the void enlistment to authorized requesters.

Follow-up Request (insisting that a separation document be provided):

ARMY: Prepare a letter informing the requester that his/her request has been referred to the AR-PERSCOM Customer Contact Office, ARPC-ZCC-V, for determination. Send record, request and copy of the NPRC response to AR-PERSCOM.
NAVY: Prepare a letter informing the requester that his/her request has been referred to Navy Liaison Office, for determination. Send record, request and a copy of the NPRC response to the Navy Liaison Office.
AIR FORCE: Prepare a listter informing the requester that his/her request has been referred to Randolph AFB, AFPC/DPSAMP, for determination. Send record, request and a copy of the NPR response to AFPC.
MARINE CORPS: Prepare a letter informing the requeter that his/her request has been referred to HQ USMC Personnel Management Support Branch (MMSB-10), 2008 Elliot Road, Quantico, VA 22134-5030. Attach a NA Form 13098 and route the record, request and a copy of the NPRC response to the Marine Corps Liaison Office for forwarding to HQ USMC.
COAST GUARD: Perpare a letter informing the requester that his/her request has been referred to Coast Guard Personnel Command (ADM-3), 2100 2nd St. SW, Washington, D.C. 20593-0001. Send record, request and a copy of the NPRC response to the Coast Guard Personnel Command.

CALIFORNIA CASES

The request must clearly state that the veteran requires the DD Form 214 for the purpose of being recorded in the state of California.  The clerk must identify the case as such for the copy person, so that NA Form 13040-B, Authentication Certificate, can be prepared for the signature of the branch chief or other designee.  As with other requests for copies of Separation Documents, provide two (2) copies.

ERRORS NOTED ON A SEPARATION DOCUMENT

Request is from veteran or NOK of deceased veteran:  Prepare DD Form 215, Correction to DD Form 214, Certificate of Release or Discharge from Active Duty.  NOTE:  See DD Form 215 (Correction to DD Form 214, etc) in CRG.

Request is from a recruiter, state Adjutant General or DoD officials: Send DD Form 214 and advise requester of error.  (Upon request from the veteran a DD Form 215 will be issued and mailed directly to him or her.)

Request is from an authorized Third Party (other than the above named):  Send requester an NA Form 13038 in lieu of separation document.

Source:  NPRC 1865.51, Chapter 2