The Military discharge record request form, printed on the PDF as REQUEST FOR MILITARY DISCHARGE, is the City of Philadelphia Department of Records form for asking for certified copies of a veteran's discharge record. It is used by the veteran or by an authorized party, such as a representative, an immediate family member or a government agency. On this page you can fill out the form online on FillingPDF and download or print the completed PDF; the form and the Department's page about it are published by the City of Philadelphia.
Last updated
What is Military discharge record request form – Philadelphia, PA?
The Military discharge record request form, printed as REQUEST FOR MILITARY DISCHARGE, is the City of Philadelphia Department of Records form used to request certified copies of a veteran's military discharge record, completed by the veteran or by an authorized party who certifies the request.
The Department of Records provides military discharge records at no cost, according to its page for this form. The same page states that these records are confidential by law, which is why the form asks who is making the request and on what authority. The authorized statement on the form says the requester is the authorized party pursuant to 16 Pa. C.S. 1303.
The form identifies the veteran (name, last 4 digits of the Social Security number, date of birth, branch and dates of service), records the type of authorization, collects the contact details of any authorized party other than the veteran, and states the number of certified copies requested. It ends with a certification signed under penalty of law: the form warns that giving false information is a crime under the Pennsylvania Crime Code (18 Pa. C.S. 4904).
This form asks for a copy of an existing discharge record. The Department's page describes recording a military discharge as a separate service that is also free; this form is not used for that. The block at the bottom, marked for Records Department office use only, is completed by staff and not by the requester.
Who needs to file Military discharge record request form – Philadelphia, PA?
The form is used by the person who wants copies of a veteran's military discharge record, under one of the authorization types printed on it:
- The veteran named on the form, who views ID and attaches a copy.
- An agent or representative of the veteran, with written authorization attached.
- Immediate family, who state the relationship and provide proof.
- A County Veteran Affairs office or another state or federal agency, which specifies the agency.
- Anyone requesting a discharge paper for a discharge that occurred more than 85 years ago, for which the form has its own box.
A requester other than the veteran also completes the section for the authorized party (name, street address, city, state, ZIP code and telephone number). The form lists the accepted proof of relationship: a marriage certificate, a birth certificate (long form for children), a death certificate (accompanied with birth or death certificate), a power of attorney or a court order.
The Department of Records says the records are confidential by law and points to its page for the rules on who can access them and other requirements.
When to file Military discharge record request form – Philadelphia, PA
Submit the form when you need certified copies of a veteran's military discharge record; no deadline or filing window is printed on it. The Department of Records provides these records at no cost, according to its page for the form.
If the discharge occurred more than 85 years ago, the form has a separate authorization box for that situation. Department staff mark each request as approved or rejected, with a reason for any rejection, in the office-use block, but the form gives no processing time. Check the Department of Records page for the form for current details.
Documents you need
- Veteran requesting: a copy of the veteran's ID, which the form says is viewed and attached when the veteran is the requester.
- Agent or representative of the veteran: the written authorization, attached to the form.
- Immediate family: proof of the relationship you state on the form, chosen from the accepted proof the form lists.
- Marriage certificate, accepted as proof of relationship.
- Birth certificate, accepted as proof of relationship; the form specifies the long form for children.
- Death certificate, accepted as proof of relationship; the form says it is accompanied with a birth or death certificate.
- Power of attorney, accepted as proof of the requester's authority.
- Court order, accepted as proof of the requester's authority.
How to fill out Military discharge record request form – Philadelphia, PA
Enter the veteran's name
At the top, under Veteran, write the last name, first name and middle initial, then the last 4 digits of the veteran's Social Security number.
Add birth date and service details
Enter the veteran's date of birth and the branch and dates of service in the fields printed below the name.
Select the authorization type
Mark the one box under AUTHORIZATION TYPE that fits you: the veteran, an agent or representative, immediate family, a county, state or federal agency, or a request for a discharge more than 85 years old.
State the relationship or agency
If you marked Immediate Family, write the relationship and provide proof. If you marked County Veteran Affairs or another agency, specify which one.
Complete the authorized party section
If you are requesting for someone other than the veteran, enter your name, street address, city, state, ZIP code and telephone number.
Check the proof of relationship
Review the accepted proof listed under the authorized statement: marriage certificate, birth certificate (long form for children), death certificate, power of attorney or court order. Have the right document ready to attach.
Enter the number of certified copies
Write how many certified copies you are requesting on the line provided.
Date and sign the certification
Enter the date and sign as the authorized party under the certification, which states the information is true under penalty of law. Leave the office-use block blank.
Review and download the completed PDF
Check the names, dates and the box you marked, then download or print the completed PDF from FillingPDF. Assemble it with your attachments and submit it through the channels described under How to submit.
How to submit Military discharge record request form – Philadelphia, PA
The form's office-use block records whether a request was mailed or hand delivered, so the Philadelphia Department of Records receives requests by mail or in person.
- Mail or hand delivery: return the completed, signed form to the City of Philadelphia Department of Records. The form prints no mailing address, street address or online portal, so confirm the current address on the Department's page at https://www.phila.gov/documents/military-discharge-record-request-form/ before you send or bring it.
- What to include: the signed and dated form with the number of certified copies you need, plus what your authorization type requires: a copy of the veteran's ID, written authorization from the veteran for an agent, or proof of relationship for immediate family.
- Cost: the Department says it provides military discharge records at no cost.
Leave the Records Department office-use block blank. FillingPDF lets you fill out and download the PDF; submission follows the Department's channels above.
Common mistakes to avoid
- Checking the box for the veteran named above without viewing and attaching a copy of the veteran's ID.
- Checking the agent or representative box without attaching the veteran's written authorization.
- Checking the immediate family box without writing the relationship or providing proof, such as a marriage certificate or long-form birth certificate for children.
- Offering a short-form birth certificate as a child's proof of relationship when the form specifies the long form.
- Entering the veteran's full Social Security number where the form asks only for the last 4 digits.
- Leaving out the number of certified copies being requested.
- Submitting the certification without a date or the signature of the authorized party.
- Writing in the block marked for Records Department office use only, which staff complete.
- Giving information that is not true: the form warns this is a crime under 18 Pa. C.S. 4904.
Frequently asked questions
What is the military discharge record request form?
It is the City of Philadelphia Department of Records form, printed as REQUEST FOR MILITARY DISCHARGE, for requesting certified copies of a veteran's discharge record. The veteran or an authorized party completes it and certifies the request under penalty of law.
Is there a fee for a military discharge record in Philadelphia?
No. The Department of Records says it provides military discharge records at no cost. Recording a military discharge is also free, according to the Department's page, but that is a separate service from this copy request.
Who can request a veteran's military discharge record?
The form lists the veteran, an agent or representative with written authorization, immediate family who state the relationship and give proof, a county Veteran Affairs office or other state or federal agency, and requesters of a discharge more than 85 years old.
What proof of relationship does the form accept?
The form lists a marriage certificate, a birth certificate (long form for children), a death certificate (accompanied with birth or death certificate), a power of attorney and a court order. Attach the one that supports the authorization type you marked.
Can I fill out the military discharge request form online?
Yes. You can fill out the PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not send the form to the Department of Records; you deliver it through the Department's channels.
Where do I send the military discharge request form?
To the City of Philadelphia Department of Records, by mail or hand delivery; the form's office-use block records which one applied. No address is printed on the form, so confirm it on the Department's page for the form before sending.
Do I need the veteran's full Social Security number?
No. The form asks only for the last 4 digits of the veteran's Social Security number, along with the veteran's date of birth and branch and dates of service.
What law does the form cite for authorized requests?
The authorized statement says the requester is the authorized party pursuant to 16 Pa. C.S. 1303. The certification also says providing false information is a crime punishable under 18 Pa. C.S. 4904.
Ready to fill out Military discharge record request form – Philadelphia, PA?
Fill out Military discharge record request form – Philadelphia, PA now