The Military Discharge Record Application is the form the Grayson County Clerk in Sherman, Texas, uses to handle requests for certified copies of a veteran's discharge record recorded on or after September 1, 2003. Those records are confidential, so the form asks who you are in relation to the veteran and, for requests sent by mail, adds a notarized proof of identification. On FillingPDF you can fill out the form online and download or print the completed PDF; the county publishes the original at the official link, and the application is delivered to the Clerk through the channels described below.
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What is Military Discharge Record Application – Grayson County, TX?
The Military Discharge Record Application, printed on the form as Application for Copy of Military Discharge Record, is the Grayson County Clerk's form for asking the office to issue certified copies of a veteran's military discharge record that was recorded on or after September 1, 2003.
The Clerk's page calls the discharge papers Form DD214 and encourages veterans to record them with the County Clerk for safekeeping and as proof of service for V.A. benefits. Records filed on or after September 1, 2003 are closed and confidential for 75 years, except to qualified applicants who show identification.
The form has two pages. Page 1 is the application itself: the number of certified copies requested, the veteran's name, discharge date and date of birth, the applicant's name and address, and a checklist of the applicant's relationship to the veteran. Page 2 is the Notarized Proof of Identification with an Affidavit of Personal Knowledge, which must be signed in front of a notary public.
The form is for records recorded on or after September 1, 2003. If Grayson County does not have the military papers you are looking for, the county's page says you can contact the Federal Records Center in Fort Worth, Texas.
Who needs to file Military Discharge Record Application – Grayson County, TX?
Only the people the form lists may inspect or obtain a copy, and they must present proper identification. You check the one box that applies to you:
- the veteran;
- the legal guardian of the veteran (certified documentation required);
- the spouse, child or parent of the veteran;
- the nearest living relative, when there is no living spouse, child or parent;
- the personal representative of the veteran's estate (certified documentation required);
- a person named in an appropriate power of attorney by the veteran, the veteran's legal guardian, or the veteran's spouse, child or parent, executed under Section 490, Chapter XII, Texas Probate Code (certified documentation required);
- an employee of another governmental body (employee I.D. required).
The county's page also names a funeral home among the qualified applicants, although the form has no separate box for it.
If you send the application by mail, you also need the notarized proof of identification and a copy of your valid photo ID. Anyone who does not fit one of these groups is not a qualified applicant for records filed on or after September 1, 2003.
When to file Military Discharge Record Application – Grayson County, TX
Use the form whenever you need a certified copy of a military discharge record that was recorded on or after September 1, 2003; the form prints no deadline or expiration date. The county's page says veterans are encouraged to record their discharge papers with the County Clerk for safekeeping and as proof of service for V.A. benefits, so a copy is often requested when a benefit claim or other proof of service calls for one.
Allow time for the notary step if you apply by mail: the notarized proof of identification must be completed and attached before the package is sent, or the request will not be processed. The form does not state a processing time.
Documents you need
- Notarized Proof of Identification and Affidavit of Personal Knowledge (page 2 of the form): required when the application is sent by mail; the affidavit must be signed in the presence of a notary public.
- A photocopy of your valid photo ID: required for applications sent by mail, together with the notarized proof of identification.
- Certified documentation of your authority: required if you are the veteran's legal guardian, the personal representative of the veteran's estate, or a person named in a power of attorney.
- Employee I.D.: required if you are applying as an employee of another governmental body.
- Payment: the mailing instruction lists it among the items to send, but the county's page says certified copies of military records carry no charge; confirm with the Clerk.
How to fill out Military Discharge Record Application – Grayson County, TX
Enter the number of certified copies
At the top of page 1, write how many certified copies you are requesting on the line "Number of Certified copies requested." The form asks you to print.
Enter the veteran's full name
Line 1: enter the first name, middle name and last name of the person on record, exactly as the discharge record shows them.
Enter the discharge and birth dates
Line 2: the date of discharge, with month, day and year. Line 3: the veteran's date of birth, with month, day and year.
Enter your name and address
Line 4: your name as the applicant. Line 5: your address, which is where the Clerk will contact you.
Check your relationship to the veteran
Line 6: check the one box that applies, from veteran through employee of another governmental body. If your box says certified documentation or employee I.D. is required, have it ready.
Complete the identification lines
Fill in the lines for the identifying information used for the person named in item #4 and the supporting documentation used, listing the ID and documents you are presenting.
Sign and date the application
Sign on the Applicant's Signature line and enter the Date of Application.
Complete the notarized proof of identification
On page 2, enter the name and relationship to the person on record and the type and number of ID accepted when notarized. Then fill in the state, county, your name, residence and relationship in the Affidavit of Personal Knowledge.
Sign before a notary public
Sign the affidavit only in the notary's presence. The notary completes the sworn-to date, signature, commission expiration, printed name, address and seal.
Review and download the completed PDF
Check every entry against the veteran's record, then download or print the completed PDF from FillingPDF. Add a photocopy of your valid photo ID and follow the channels described under How to submit.
How to submit Military Discharge Record Application – Grayson County, TX
The form describes one channel: mailing the package to the Grayson County Clerk.
- By mail: Grayson County Clerk, 100 W. Houston, Ste. 17, Sherman, TX 75090. Send the sworn statement (the notarized proof of identification and affidavit of personal knowledge), the completed application, payment and a photocopy of your valid photo ID. The form states that an application without the sworn statement and the photo ID will not be processed.
- Questions or in-person requests: the form prints the Clerk's phone number, 903-813-4260. The notarized-proof requirement is printed for applications sent by mail, and the form does not describe a separate in-person procedure, so call the office before you visit.
On payment: the mailing instruction lists payment among the items to send, while the county's page at https://www.co.grayson.tx.us/page/cclk.military says there is no charge to issue certified copies of military records. Confirm with the Clerk before you mail anything.
FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Mailing the application without the notarized proof of identification or the photo ID copy; the form says the request will not be processed.
- Signing the Affidavit of Personal Knowledge before you are in front of a notary; the form says that section must be signed in the presence of a notary public.
- Checking more than one relationship box on line 6; the form asks you to check the one that applies to you.
- Applying as a legal guardian, estate representative or power-of-attorney agent without certified documentation.
- Applying as a government employee without bringing an employee I.D.
- Using this application for a discharge record recorded before September 1, 2003; the form is titled for records recorded on or after that date.
- Falsifying information or signing a form that contains a false statement; the form warns that this is a felony under Health and Safety Code, Chapter 195, Sec. 195.003.
- Sending the package anywhere other than 100 W. Houston, Ste. 17, Sherman, TX 75090.
Frequently asked questions
What is the Military Discharge Record Application?
It is the Grayson County Clerk's form for requesting certified copies of a veteran's military discharge record recorded on or after September 1, 2003. It records who you are in relation to the veteran, and for mail-in requests it includes a notarized proof of identification.
Who can get a copy of a military discharge record in Grayson County?
The veteran, the veteran's legal guardian, spouse, child or parent, the nearest living relative if none of those is living, the estate's personal representative, a person named in an appropriate power of attorney, or an employee of another governmental body. Each must show identification.
Do I need a notary to request a discharge record by mail?
Yes. For applications sent by mail, the form requires the Notarized Proof of Identification and Affidavit of Personal Knowledge plus a copy of your valid photo ID. Without them the request will not be processed, and the affidavit must be signed in front of the notary.
Where do I mail the Grayson County military discharge application?
Mail it to Grayson County Clerk, 100 W. Houston, Ste. 17, Sherman, TX 75090. Include the sworn statement, the completed application, payment as the form lists it, and a photocopy of your valid photo ID. The Clerk's phone number on the form is 903-813-4260.
Is there a fee for a certified copy of a military discharge record?
The county's page says there is no charge to issue certified copies of military records, yet the form's mailing instruction lists payment among the items to send. Call the Clerk at 903-813-4260 to confirm what, if anything, to include.
Can I fill out the military discharge record application online?
You can complete the PDF online on FillingPDF and download or print it. FillingPDF does not submit the application and is not connected to the Grayson County Clerk; you deliver it to the Clerk yourself as the form directs.
How long is a military discharge record confidential in Grayson County?
Records filed on or after September 1, 2003 are closed and confidential for 75 years, according to the county's page. During that time only qualified applicants with identification, such as the veteran or close family, can obtain copies.
What if Grayson County does not have my military papers?
The county's page says you can contact the Federal Records Center in Fort Worth, Texas. This application covers only records held by the Grayson County Clerk, and veterans are encouraged to record their discharge papers there for safekeeping.
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