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Recognition

Service Records

NZDF Personnel Archives and Medals holds a collection of about 1.5 million service records relating to 420,000 New Zealand service personnel who served in New Zealand’s Military Forces after the First World War. Service records are not currently digitised, but we can locate it and find the information you might be looking for or help you book a time for you to see the records in Trentham by filling out the short form below.

Looking for service information?

Information & evidence you will need
  • Your full name and contact details
  • The full name of the service person
  • Their date of birth and service number (if known)
  • Proof they have passed away (like a death certificate, funeral sheet, or photo of a headstone)
  • Proof of your relationship to them — e.g. a birth or marriage certificate
  • Signed permission from the person (if alive), or from their legal representative
  • A statutory declaration if you’re applying for medals for someone who is deceased
     
Processing times and things to know
  • We strive to handle all requests as quickly as possible, but the time required can vary based on the volume of requests and the specifics of your enquiry. This means that, in some cases, we may not be able to provide you with the information you need within the statutory Official Information Act (OIA) time period, which is 20 working days. We appreciate your patience and are working on rectifying this situation as quickly as possible.
  • Medical records for deceased personnel are only available 20 years after death, under the Health Information Privacy Code.
  • Records before 1 January 1921 are held by Archives New Zealand(external link), not NZDF.
  • NZDF does not hold photographic archives or First World War records unless the person also served post-1921.
     
Cost
  • There is no charge if you are requesting a copy of your own service record.
  • If you are requesting information about someone else, a charge may apply — but only if the request involves a significant amount of work to complete. 
  • If this is the case, we will contact you before we begin to discuss the potential cost. You will have the option to proceed or adjust your request.
  • Any charges are calculated in line with the Official Information Act charging guidelines(external link).
Download the request form (567 KB)

Frequently asked questions

  • What’s in a service record?

    Each NZDF service record includes different types of information depending on the individual’s service history, but most records contain:

    • Personal details. Includes enlistment and discharge information, forms signed at the start and end of service, and any honours or awards received.
    • Career and posting history. Covers overseas deployments, unit postings, promotions, training, and in some cases, disciplinary records. This provides a detailed picture of a person’s military journey.
    • Medical information. Stored in a separate file, this information is protected under the Health Information Privacy Code 2020. It can only be released 20 years after the service person’s death.

  • How can I use a service record?

    Service records can be helpful in many situations, including:

    • Researching family or whakapapa history
    • Proving military service for employment or police background checks
    • Supporting an application for veteran benefits or entitlements
    • Confirming medal eligibility
    • Joining veterans’ associations like the RNZRSA, RSA, or RSL
    • Supporting an immigration visa application
    • Providing accurate details for a burial plaque or memorial
       

  • After obtaining a file copy, how do I know if any/all of the medals have been issued?

    For Second World War service records, each Service recorded medals differently:

    • Army records have a stamp at the bottom of the first page of the history sheet.  If the medals have been issued, the stamp will be signed and dated. 
    • Navy records list the medal issue at the top of the reverse side of the record sheet.  
    • Royal New Zealand Air Force Records may include a separate page that indicates the medals that have been issued.

    Note:  If the same serviceman continued to serve after 3 September 1946, they will be entitled to the New Zealand Defence Service Medal, which is not part of the Second World War medal entitlement stamp.  

  • Can I share or publish a service record?

    All service records are protected by copyright. You can use copies for personal research or private study, but you’ll need permission from NZDF to share, publish or use them in any other way.

  • Where can I find records from the First World War and other service prior to 1920?

    Most records from the South Africa Wars and the First World War records have been digitised and are available through the Archives New Zealand Collections website(external link).  This collection also includes the records of personnel who served in both the First and Second World Wars.

    However, if you can’t find the record you’re looking for there, it’s possible that NZDF Personnel Archives and Medals may still hold the original file. Feel free to contact us, and we’ll help you check.

  • What if I can’t find a record?

    In some cases, records may be misfiled or not immediately accessible. We are continuing to improve and re-index our collection, and may be able to locate the file in the future.

    If the details you’ve provided (such as name or date of birth) don’t match what’s in our database, it could be because the person enlisted under a different name or their information was recorded incorrectly at the time.

  • Can I donate service-related items?

    Thank you — we appreciate your interest in helping preserve New Zealand’s military history. Please contact the relevant service museum directly:

  • Still have questions?

    If your query isn’t covered here, feel free to get in touch: