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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
  • Your service number
  • Any additional identifying information such as date of birth or other names used during service
     

 

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 OIA time period, which is 20 days. We appreciate your patience and are working on rectifying this situation as quickly as possible.
  • 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

  • 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.

  • How do I access WWI records?

    If you are looking for records from World War I, most have been digitised and are available through the Archives New Zealand Collections website.

    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 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: