MOD ALREADY TRANSFERRING WW2 SERVICE FILES TO UK NATIONAL ARCHIVES 2021

Mine 120 and I paid 20 pound? Money well spend, not a complaint.

 

So TNA didn't have the record and the MoD refused my application, as I hadn't provided a valid death certificate (I submitted the same obituary notice I used for my TNA application).

Probably a waste of time, but I've raised a complaint with the MoD ICO. My argument being, if TNA accept an official obituary then why doesn't the MoD, after all they both fall under the 'public' umbrella.

Not expecting to win, but be interesting to hear what they say.

Best

John.

 

Hi,

I think the difference is that your subject’s file was already open and on the National Archives site and subject to their standard copying fees.

In the other case it was a closed file and the application was made under Freedom of Information Act which does not attract a fee.

On the other hand you received the file within 3 weeks while some of us are waiting well over a year (and counting) for a file to be provided after a FOI application.

Steve

 

I applied for a New Zealand Service Record for someone who passed away in the UK. The response was superb with a couple of very polite emails stating that it would take a couple of months to sort out. At no point did I have to produce a death certificate, but I had provided details of a UK Probate calendar entry.

I received a package from New Zealand about 2 months later containing good quality colour scans of the chap's service papers together with an apology that they were unable to help with issuing his medals because they had already been issued. (I knew that because I already had them!).

I was expecting a link by email to be able to download an on-line pdf files, as had happened when the WW1 service papers were first made available.

 

I'm struggling to get this service record. TNA will accept an obituary, but they don't have his record of service.

I've since applied to the MoD, who won't accept the obituary....they need a death certificate. So, I've submitted a complaint to the MoD FOI office....... still waiting for a response.

 

To get a sense of how application is done on the new payment and queue system 2nd Feb 2026 I have applied for a RAF Other Ranks Service Record.

I know this has been transferred to TNA but not showing on Discovery yet, included the file reference number given by RAF Disclosure and for a service man who died in 1985 but was born Dec 1910 ( so just into the 115 years bracket)

When requesting service record you are now directed to a new interactive tick box/enter details series of pages.

Request a military service record - The National Archives

From the go they have taken care to explain the process both before and during the 5 mins it takes to complete the application.

eg description of what they hold eg OR rather than Officer, pointer to third party holding that may be cheaper, up front details of what is needed and tick box to say you have these before start (no part complete saving of progress) and clear description of Standard vs Full record returns including stage fees and timescale.

Tick box for Service - including RN, RAF, Home Guard as well as Army

I entered DoB omitted the optional place, service number, full name, RAF service arm and date of death - pleased to see the interactive form did not go down route of requesting proof of death. Clear additional info box so you can explain specific detail relating to application.

For this one I selected the Full Return at the page where again charges including no record partial refunds, timescales and typical contents were described above the tick box for choice.

Gave my email details for email results delivery - there was a tick box for "I do not have an email" which I assume triggered an interactive page to allow postal address entry

Paid my fee online

got this email immediately

"Thank you for submitting a Freedom of Information request to The National Archives. Your reference number for this request is CAS XXX - Redacted by me!. Please quote this reference number when contacting us about your case to help us find the relevant details more easily.

You have submitted a request for the Full Record Check service. As you are requesting the record of someone born more than 115 years ago, you do not need to submit proof of death.

We will use the information that you have given us to try and identify a matching service record on our database. If any of the information which you have submitted is incorrect, or should you have any further details which you would like to supply, you can send these to us in a reply to this email.

If a match is found, you will be contacted regarding the second payment, which will be based on the number of releasable pages.

About this Service:
Your request has been submitted to The National Archives. It is being handled by the Access Service Team for Ministry of Defence records and will be processed under the Freedom of Information Act (FOIA) 2000. This is because many of the service records which we hold are currently closed to the public, as they can contain sensitive, personal information.

Requests made under the FOIA are applicant blind. This means that we are unable to take into consideration any relationship which you may have with the serviceperson whose record you have requested, even if you are next of kin.

Please note that military service documents are of a purely administrative nature and do not contain detailed information regarding the exact locations and movements of individual service personnel or units.

If you would like to know more about the FOIA, please see the guide on our website: www.nationalarchives.gov.uk/foi/.
Thank You,
Access Service Team
Request a Military Service Record"

Overall feeling was a service and interaction that did not raise my blood pressure - quite slick and easy throughout.

Ross

 

Admitted - as the new service and queue only started today - the list of requests before me is quite short

but just under 2 hrs

"This is an update from The National Archives regarding your information request CAS-XXX

Using the information which you provided, we have now identified the following record on our database:"

(TNT ref, initial, surname and service number listed here - Ross)

"Please note, the information on our database sometimes contains inaccuracies such as spelling mistakes and typographical errors due to the handwritten nature of these records. This means that we are unable to guarantee that the record we have identified is the one you wish to see. However, it is the closest match that we have been able to find using the information which you gave us"

(nice to have confirmation that they are being diligent to cater for transcription/DoB errors etc - Ross)

"Your request for this record is being handled under the Freedom of Information Act 2000. This record relates to a serviceperson born over 115 years ago, however this record needs to be sensitivity reviewed before it is opened to the public, as it may contain some information still considered to be sensitive.

As you have selected the Full Record Check, a further payment will be required. We will confirm the number of releasable pages and an additional charge within the next 20 working days. Please note that if you do not make the additional payment, your initial payment of £48.87 will not be refunded.

Thank You,
Access Service Team

Request a Military Service Record"

Thought I would explain why I went for Full rather than Standard.
Although RAF Service Records usually contain only Form 543A which is two sided and as such Standard check will usually be cheapest.

I went for Full in this case to see what the full extent of holding is - rather than presume 2 pages only. I know that this serviceman has pre war service, wartime and extended service post war to mid 1960s so more than two pages of F543a and unknown other contents.


Ross

 

Ross, please let us know what the extra fee is, when you get it. On top of £48.87 (plus death certificate fee, if required), this is going to get expensive .

Cheers.
John.

 

I'm expecting at least 8 pages at £1.04 each - I know that the record has 2 pages F543A - 1934 card stock, 2 pages F543A - 1949 card stock, 2 pages F543A - 1959 card stock, 2 pages F543R - 1960 card stock.

The start page covers the options and fees
"Ways to request a record
There are two ways to request a record.

Standard
For most applicants a Standard request will provide the information they are looking for.

Standard provides a subset of documents from the record. This may include details provided when they enlisted, records of service and testimonials.

Standard is not available for Commissioned Officer record requests.

Full record check
Documents not provided in Standard will, in most cases, contain sensitive information and will be closed to the public. However, we can complete a sensitivity check of the record to assess what can be released. In some cases, we will not be able to supply the record, or large parts of it will be redacted.

Fees
We charge a fee to recover costs of providing the service. The prices we charge (opens in new tab) are set out by the Fees Regulations under the Public Records Act (1958).

The fee will depend on the service you select. You can pay with a debit or credit card.

Service option Fee
Standard £42.25
Full record check £48.87 plus £1.04 per page copying fee. For example, 20 pages will cost an additional £20.80.
Records are delivered as PDF colour scans digitally via email. We can post a printed copy of the record instead for an extra fee, but it will take longer to handle."

Ross

 

Applied for a neighbour on the 28th December 2025 acknowledged 3rd January 2026 . Received under freedom of information 19 documents on 6th February 2026. Pre-War soldier recalled to the colours in 1939 . KiA 1944 .

Kyle

 

I applied for my father`s army record 14 months ago, received confirmation they had his record, since then 3 emails basically saying i am still in the queue, anyone have any idea how much longer i am likely to wait ? Thank you

 

Sorry Ted, I know of people who have been waiting more than 2 years. Hopefully yours will pitch up soon.

Best.
John.

 

I submitted a FOI request 3 weeks ago and got my documents TODAY - just 3 weeks!. There are only 9 pages of info and a lot seems to be missing, but it is a start. I will post again once I have studied them.
When I submitted the application it was free & I don't recall the option of "Standard" or "Full", is that something that has been introduced with the new payment system?

 

Still no update on either my massively overdue internal review or the actual arrival of the records I applied for.

I am beginning to wonder what minor deities I have neglected to appease.

 

I did provide 3 documents for proof of death in 3 different emails as I thought each one did not meet their criteria.

1. Copy newspaper notice re probate
2. Details from an Obituary site
3. Copy of Death Register - not certified

 

I sent a copy of a death certificate and a photograph of his grave. I can't imagine this is the stumbling block in my case.

All the same, we battle on:

Dear MOD Personnel Access Team,

In response to the email below, I was assigned an internal review under the reference: [Code Removed].

The deadline for that review was missed and another apology was sent around Christmas along with an assurance that it would be completed, but without any timeframe for it being done so.

We are now several weeks after the apology for the missed deadline for the internal review into the failure to supply the service records requested after one year of waiting.

This is becoming farcical—doubly so since I have been in contact with many others who have received service records within a few weeks or months of application.

Please tell me what the exact problem is with the records belonging to my grandfather—are they located on a particularly high shelf, perhaps?

Finally, to save time, if, when these opaque difficulties are overcome, you intend to tell me that the subject's file contains medical/personal records that cannot he provided to me, I should like—in advance—to request a copy with such redactions as to make disclosure possible. Similarly, I should like to decline any offer of a limited set of core documents—I need the whole set.

With Regards
"Charley Fortnum"​

 

I already have my fathers service record from many years ago in the good old days when you could phone and speak to someone in authority in Glasgow! There were no medical records sent so I thought I would try again now as it's after the 115 year rule since his birth. I checked TNA site with his army number and lo and behold his record is there but it's closed until 2027. Upon closer inspection of the details I noticed they have mistaken his date of birth as 1911 instead of 1908. I have informed them of this error and now wonder how long I will have to wait for the records to be released?
Lionboxer

 

Usual rule is record will be open 116 years after year of birth so if they accept the amendment it should open immediately if not you’ll only have to wait until 1st Jan 2027.

BTW NA may not have made a mistake re his DOB. It was not unknown for young men to overstate their age year so they could join up underage.

Steve

 

Steve, definitely a transcription error. I have all his papers including his original attestation paper giving his dob as June 4th 1908 when he enlisted in 1927.
Lionboxer

 

Recently, I have had some heartbreaking emails from Chindit-related families who have applied for their father's service records and only to be waylaid by the 116 year rule. Some have been given opening dates such as 2036 and 2039! I have told them they can re-apply using the "request a search of closed records" option, but that they might then receive a redacted version of the records. The point here is that some of these applicants are now in their eighties and feel they might not make it to the full opening dates provided.