The Military Discharge Record Request is the Smith County Clerk's application for a certified copy of a veteran's military discharge record, the DD-214, recorded with the county. Veterans and the relatives or representatives that Texas Government Code §552.140 lists use it, because these records are confidential for 75 years after they are recorded. On this page you can fill out the form online on FillingPDF and download or print the completed PDF; the form itself and the county's instructions are published by Smith County at smith-county.com.
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What is Military Discharge Record Request – Smith County, TX?
The Military Discharge Record Request, printed on the form as Application for Certified Copy Military Discharge (Smith County Only), is the form used to ask the Smith County Clerk for a certified copy of a veteran's military discharge record, the DD-214, recorded with the county.
The County Clerk's office records military discharge records at no charge to the veteran, and the form is marked "No Charge for this record." The county's page explains that the Defense Department issues a DD-214 to each veteran, identifying the condition of discharge: honorable, general, other than honorable, dishonorable, or bad conduct. The Report of Separation normally carries the information needed to verify military service for benefits, retirement, employment and membership in veterans' organizations, such as dates and place of entry into and release from active duty, last duty assignment and rank, decorations and medals, and separation information.
Under Texas Government Code §552.140, as quoted on the form, the record is confidential for the 75 years following the date it is recorded. During that time the county may release it only to the persons the statute lists, on request and with proper identification.
The form has two pages. Page 1 is the application, lines 1 through 12. Page 2 is the Notarized Proof of Identification, with an Affidavit of Personal Knowledge in Part III, which mail applications must attach. The form is for Smith County records only.
Who needs to file Military Discharge Record Request – Smith County, TX?
The people who may inspect or obtain a certified copy of a military discharge record, free of charge, on request and with proper identification, are listed in Texas Government Code §552.140 as printed on the form:
- the veteran;
- the legal guardian of the veteran;
- the spouse, child or parent of the veteran or, if there is no living spouse, child or parent, the nearest living relative of the veteran;
- the personal representative of the estate of the veteran;
- the person named by the veteran, or by one of the relatives above, in an appropriate power of attorney executed in accordance with Texas Estates Code §752;
- another governmental body;
- an authorized representative of the funeral home that assists with the burial of the veteran.
If you are one of these persons and need a DD-214 recorded in Smith County, you complete this application and state your relationship to the veteran on line 11. Because the record is confidential for 75 years after it is recorded, people outside this list are not covered by the form. The form states that it applies to Smith County only.
When to file Military Discharge Record Request – Smith County, TX
Use the form whenever you need a certified copy of a Smith County military discharge record; no due date or filing window is printed on it. Timing matters only for the confidentiality period: the record is confidential for 75 years following the date it is recorded, and during that period it is released only to the persons listed in Texas Government Code §552.140 as quoted on the form.
A mail application must be complete when it arrives. The form states that applications by mail without the sworn statement and a photo ID will not be processed. An application submitted in the office does not need the notarization. The form and the county's page set no processing time.
Documents you need
- A photocopy of your valid photo ID: the form says to copy the applicant's I.D., and the mail instructions require a photocopy of a valid photo ID.
- Notarized proof of identification (page 2, Parts I to III), required for applications submitted by mail; applications submitted in the office are not required to have the notarization.
- A copy of your state-issued ID along with the form, as the county's page directs when you bring or send the request.
How to fill out Military Discharge Record Request – Smith County, TX
Print clearly and enter copies
The form asks you to print. Enter the number of copies you want in the Number of copies space at the top of page 1, and leave the Office Use Only box blank.
Identify the veteran
Lines 1 to 6: the veteran's name, date of discharge, sex, date of birth, Social Security Number and branch of service.
Enter your applicant details
Lines 7 to 10: your name, mailing address, phone number and email address.
State relationship and purpose
Line 11: your relationship to the veteran. Line 12: the purpose for obtaining the record.
Sign, date and copy your ID
Sign and date above the Signature of Applicant line. The form notes that you must copy the applicant's I.D.
Complete Part I for mail requests
On page 2, enter the full name of the person on the record and that person's branch of service. This page is required for mail applications.
Complete Part II of the proof
Enter your name and relationship to the person on record, and the type and number of ID accepted when notarized.
Sign the affidavit before a notary
In Part III, fill in the state and county, your name, address and relationship to the person in Part I. Sign only in the presence of a notary public, who completes the notary block.
Review, print and download the PDF
Check each line against the veteran's records and your ID, then download or print the completed PDF from FillingPDF. Assemble the package described under How to submit.
How to submit Military Discharge Record Request – Smith County, TX
You can submit the application in person at the County Clerk's office or by mail. The county's page says to bring or send the request, with a copy of your state-issued ID.
- In person: Smith County Clerk, 200 E Ferguson, Ste 300, Tyler, Texas 75702. Applications submitted in the office are not required to have the notarization.
- By mail: Send the sworn statement (page 2), the application and a photocopy of your valid photo ID to: Smith County Clerk, Vital Records, 200 E. Ferguson, Ste. 300, Tyler, TX 75702. Mail applications must have the attached notarized proof of identification, and Part III must be signed in the presence of a notary public.
The form says "No Charge for this record," and the county's page says there is no fee to obtain a copy of your DD-214, so no payment is needed. The form names no online portal, email or fax channel. 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; the form says mail applications must have it attached.
- Mailing the application without a photocopy of a valid photo ID; the form says such applications will not be processed.
- Signing the Part III affidavit before meeting the notary; the section must be signed in the presence of a notary public.
- Writing in the Office Use Only box (Date Issued, Deputy, No Charge), which is reserved for the County Clerk's staff.
- Sending a payment with the request; the form says no charge applies to this record.
- Applying when you are not one of the persons listed in Texas Government Code §552.140, since the record is confidential for 75 years after it is recorded.
- Knowingly entering false information; the form warns that falsifying it is a felony, with 2 to 10 years' imprisonment and a fine.
- Mailing the package somewhere other than Smith County Clerk, Vital Records, 200 E. Ferguson, Ste. 300, Tyler, TX 75702.
Frequently asked questions
What is the Smith County military discharge record request?
It is the Smith County Clerk's application for a certified copy of a veteran's military discharge record, the DD-214, recorded in Smith County. Page 1 is the application and page 2 is the notarized proof of identification used for mail requests.
Is there a fee for a certified copy of a DD-214 in Smith County?
No. The form is marked "No Charge for this record," and the county's page says there is no fee to obtain a copy of your DD-214. Persons listed in Texas Government Code §552.140 receive the copy free of charge.
Who can request a Smith County military discharge record?
The veteran, the veteran's legal guardian, a spouse, child or parent (or nearest living relative if none), the estate's personal representative, a person named in a power of attorney under Texas Estates Code §752, another governmental body, or an authorized funeral home representative.
Do I need a notary to request a DD-214 from the Smith County Clerk?
Only if you apply by mail. The form says mail applications must attach the notarized proof of identification, and Part III is signed before a notary public. Applications submitted in the office are not required to have the notarization.
Where do I mail the military discharge request in Smith County?
Mail it to Smith County Clerk, Vital Records, 200 E. Ferguson, Ste. 300, Tyler, TX 75702, with the sworn statement, the application and a photocopy of your valid photo ID. Mail applications without the sworn statement and photo ID will not be processed.
Can I fill out the Smith County military discharge request online?
You can fill out the PDF online on FillingPDF and download or print it. FillingPDF does not submit it to the County Clerk and is not affiliated with Smith County; you deliver it in person or by mail.
Is this form part of Smith County property tax?
No. This form is a request to the County Clerk for a certified copy of a military discharge record (DD-214). It does not cover property tax matters, which are not part of this document.
What happens if I put false information on the form?
The form warns that falsifying information on it is a felony. Knowingly making a false statement, or signing a form that contains one, carries 2 to 10 years' imprisonment and a fine under Health and Safety Code, Chapter 195, Sec. 195.003.
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