Montevista | DD-214 and Funeral Planning: What You Need to Know
DD-214 and Funeral Planning: What You Need to Know
The DD-214 (Certificate of Release or Discharge from Active Duty) is the single most important document for claiming veterans burial benefits. This discharge paper proves military service, character of discharge, and eligibility for benefits. Understanding what the DD-214 is, why it’s essential, and how to obtain copies ensures families can access all veterans burial benefits without delays.
This guide explains the DD-214’s role in funeral planning, how to obtain copies, what information it contains, and how to store it for easy access.
What Is the DD-214?
Official Description
DD-214: Certificate of Release or Discharge from Active Duty
Issued by: Department of Defense
When issued: Upon separation from active duty military service
Purpose: Official record of military service including: – Dates of service – Character of discharge – Military occupation – Awards and decorations – Training completed
Essential for: Claiming all veterans benefits including burial benefits
Why It’s Called “DD-214”
“DD” = Department of Defense
“214” = Form number in military forms system
Also known as: – Discharge papers – Separation papers – Military discharge certificate
Veterans should receive DD-214 when separating from service
Why DD-214 Is Essential for Burial Benefits
Required for All Veterans Benefits
Cannot receive benefits without DD-214: – National cemetery burial – VA burial allowance – Military funeral honors – Free headstone – Burial flag – Presidential Memorial Certificate
Proves: – Veteran status – Character of discharge (honorable, general, other than honorable) – Length and dates of service – Eligibility for specific benefits
Without DD-214: Benefits processing delayed or denied
What Funeral Homes Need
Funeral directors require DD-214 to: – Arrange national cemetery burial – Request military honors – Obtain burial flag – File VA burial allowance claims – Complete veteran-related paperwork
Provide copy to funeral home as soon as arrangements begin
Time-Sensitive Nature
Some benefits require immediate action: – National cemetery burial scheduling – Military honors coordination – Burial flag request
Missing DD-214 causes delays when time is critical
Recommendation: Locate DD-214 before it’s needed
What Information DD-214 Contains
Key Information Sections
Personal information: – Full name – Social Security number – Date of birth
Service information: – Branch of service – Dates of service (entry and separation) – Rank/grade at discharge – Military occupational specialty
Discharge information: – Character of service (honorable, general, etc.) – Reason for separation – Reenlistment eligibility code
Awards and decorations: – Medals earned – Service ribbons – Commendations
Service computation: – Active duty time – Foreign service time – Sea service time
Character of Discharge
Most critical element for benefits:
Honorable discharge: – Eligible for full veterans benefits – Most common discharge type
General discharge (under honorable conditions): – Eligible for most benefits – May have some restrictions
Other than honorable: – Limited benefits eligibility – Case-by-case determination
Dishonorable discharge: – Generally ineligible for veterans benefits
Character of discharge determines benefit eligibility
DD-214 Versions
Member Copy (Copy 4): – Veteran’s personal copy – Shows most complete information – Includes character of discharge
Other copies: – Copies 1, 2, 6, 7, 8 for various official purposes – May have redacted information
Use Member Copy (Copy 4) when claiming benefits
How to Obtain DD-214 Copies
If Veteran Still Has Original
Best scenario: Original DD-214 kept by veteran
Make multiple copies: – Certified copies from county clerk (recommended) – Photocopies for working use – Store originals safely
Most veterans receive DD-214 upon discharge and should keep it
If DD-214 Lost or Missing
Four ways to obtain replacement:
1. Online Request (Fastest for many)
eVetRecs System: – Visit www.archives.gov/veterans/military-service-records – Submit online request (Form SF-180) – For veterans discharged after 1950s (varies by branch)
Processing time: 1-2 weeks typically
Limitations: Not available for all service eras
2. Mail Request
Standard Form 180 (SF-180): – Download from archives.gov – Complete form – Mail to National Archives
Mail to: National Personnel Records Center 1 Archives Drive St. Louis, MO 63138
Processing time: 4-8 weeks typically
Include: Any identifying information possible
3. Fax Request
Fax SF-180 to: 1-314-801-9195
Processing time: Similar to mail (4-8 weeks)
4. In-Person Request
Visit National Archives: – Make appointment – Bring identification – May receive same-day
Location: St. Louis, Missouri
Best for: Urgent needs if you can travel
Emergency Requests
If veteran recently died and DD-214 needed urgently:
Contact: – National Personnel Records Center: 1-314-801-0800 – Explain emergency situation – May expedite processing
Alternative for immediate burial: – Some cemeteries accept service number and other documentation temporarily – DD-214 submitted later
Who Can Request DD-214
Authorized requestors: – Veteran (while living) – Next of kin (after veteran’s death) – Authorized representatives with power of attorney
Proof required: – Death certificate (if veteran deceased) – Proof of relationship – Identification
Privacy protected: Only authorized persons receive records
Storing and Safeguarding DD-214
Where to Keep Original
Safe storage locations: – Fireproof safe at home – Safe deposit box (with caveat) – With attorney – With trusted family member
Important consideration: – If in safe deposit box: ensure family can access quickly – Banks may seal safe deposit boxes after death temporarily – Keep copy at home even if original in bank
DO NOT keep only in one location—have backup copies
Making Copies
Recommended copies: – Certified copies from county clerk – Multiple photocopies – Digital scans (encrypted storage)
Distribute copies to: – Spouse – Adult children – Executor of estate – Attorney – Trusted family member
More copies better than too few
Registering DD-214 with County
Many counties allow DD-214 registration:
Benefits: – Creates official county record – Can obtain certified copies from county clerk – Backup if original lost – Public record for claiming benefits
How to register: – Take DD-214 to county clerk/recorder office – File as official record – Receive certified copies
Privacy concern: Becomes public record (anyone can request)
Some veterans choose not to register due to privacy, but it’s useful backup
Digital Copies
Scan DD-214: – Create PDF copy – Store encrypted on computer – Cloud storage (with strong password) – Email to yourself
Have both physical and digital for maximum security
What to Do If Records Destroyed
1973 Fire
National Personnel Records Center fire: – July 1973 – Destroyed many Army and Air Force records – 16-18 million service records lost
If records destroyed: – May not be able to get full DD-214 – National Archives provides what’s available – May issue letter explaining records loss
Alternative documentation: – Service records from other sources – VA benefit records – Hospital records – Unit rosters
VA and cemeteries understand and work with veterans whose records were destroyed
Pre-Planning: Locate DD-214 Now
For Living Veterans
Action items: – Find DD-214 now (don’t wait) – Make multiple copies – Store safely but accessibly – Tell family where it’s located – Consider county registration
If can’t find: – Request replacement today – Processing takes weeks—don’t wait until needed
For Families of Veterans
Questions to ask veteran: – Where is your DD-214? – Can I make copies? – Should we get replacement if missing? – Have you registered with county?
Document information now while veteran can provide details
Using DD-214 for Burial Benefits
What to Provide
Give funeral director: – Copy of DD-214 (Member Copy/Copy 4 if possible) – When making funeral arrangements – Before scheduling national cemetery burial
Keep original: – Provide copies, not original – Original remains with family
Information Needed from DD-214
For benefit applications: – Full name (exactly as on DD-214) – Service number or Social Security number – Branch of service – Dates of service – Character of discharge – Unit assignments
Funeral director extracts this information for forms
Common Questions
What if I can’t find the DD-214 and need it immediately? Request emergency processing from National Archives (1-314-801-0800) and explain situation. Some benefits can proceed with service number while DD-214 requested.
How long does it take to get a replacement DD-214? 1-2 weeks online (eVetRecs) or 4-8 weeks by mail (Form SF-180).
Can family access DD-214 after veteran dies? Yes, next of kin can request with death certificate and proof of relationship.
Should I register my DD-214 with the county? It’s useful for creating backup record, but becomes public. Weigh privacy vs. convenience.
What if military records were destroyed in the 1973 fire? National Archives provides what’s available and issues letter explaining records loss. VA works with incomplete records.
Do I need the original DD-214? Copies are acceptable for most purposes. Keep original safe; provide copies.
Can I get DD-214 for a deceased relative who wasn’t immediate family? Generally only next of kin, but may be possible with documentation of relationship and legitimate need.
Key Takeaways
DD-214 is essential for veterans benefits:
- Required for all veterans burial benefits
- Proves eligibility and character of discharge
- Request replacement via eVetRecs (online) or Form SF-180 (mail/fax)
- Processing time: 1-2 weeks (online) to 4-8 weeks (mail)
- Store safely but accessibly
- Make multiple copies and distribute to family
- Consider county registration for backup record
- Locate now before it’s urgently needed
- Emergency requests possible when veteran recently died
Don’t wait until DD-214 needed—locate and secure it today.
DD-214 Assistance at Monte Vista Memorial Gardens
Monte Vista Memorial Gardens assists families with understanding DD-214 requirements for veterans burial benefits and guides families in obtaining replacement discharge papers when needed. We help expedite benefit claims when DD-214 is available.
Call 510-299-1174 to discuss DD-214 requirements and veterans benefit documentation.