Application Form Part 1 for Next of Kin or Enquirers with the Consent of Next of Kin / 36413/16/sd
This form should only be completed by
· the immediate next of kin of the deceased subject or
· those who are able to provide the consent of the next of kin. (This form can be used by any applicant to provide evidence that the consent of the immediate next of kin has been given for them to be provided with the information from the Record of Service that would normally be withheld from other than the immediate next of kin for the first 25 years following the death of the deceased subject.)
If you are not able to meet the conditions highlighted above you can apply on the Application Form Part 1 for General Enquirers (see link on the Service Records information page). Please note if the person whose record you seek died less than 25 years ago a restriction is placed on the information that will be provided in recognition of the MOD’s duty of care to the deceased’s family.
The administration fee of £30 will be waived for applications from those who were the spouse or civil partner of the subject at the time of death (or parent if there was no spouse or civil partner).
APPLICANT DETAILS
To the best of my knowledge the information I have given is correct and as full as possible / WARNING!
It is an offence to knowingly withhold relevant information or give false information.
Please note that you may be asked to provide proof of your relationship with the deceased subject.
Forenames / First names (In Full) / Surname / Family name
(Block Capitals) / Signature
Full Address including post code / Telephone No (optional)
e-mail address (optional) / Date of Application
· The immediate Next of Kin whose consent is required for disclosure of the record is the first person in the following list that is still alive.
· Read the list below and when you come to the first living relative of the deceased subject place an ‘X’ in the box and write their full name next to it. This process will enable you to identify the person who the MOD will regard as the immediate Next of Kin.
Spouse / Civil PartnerSon / Daughter
Grandchild
Father / Mother
Brother / Sister
Nephew / Niece
Grandparent
Other (specify)
Next of Kin Declaration complete a) OR b) as appropriate:
b) / I certify that I (INSERT FULL NAME) ………………………………………………………. am the immediate next of kin of (INSERT NAME OF DECEASED)…………………..……….………. and give consent to MOD to disclose the Record of Service of my late (RELATIONSHIP)…………………….……….. to (NAME OF PERSON MAKING THE APPLICATION)………………………………………….
Signature of Next of Kin …………………………………….………………… Date ………….…………………….
(Please provide the following contact details if the Applicant is not the immediate next of kin)
Full Address including post code ………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………………………………
e-mail address (optional) ………………………………Telephone No. (optional) …………………………
Please now complete one of the Service-specific search forms (Application Part 2) and provide details to enable a search to be made. The relevant Service-specific forms can be downloaded and printed from the link on the Service Records Information page.
When complete send both Application Part 1 (this form) and the appropriate Application Part 2 (Service-specific search form) to the address provided on the Service-specific search form.
You must also include:
i. The written authority of the immediate Next of Kin on this form if you are not the next of kin.
ii. If you were NOT the spouse or civil partner of the subject at the time of death (or parent if there was no spouse or civil partner), then include an administration payment [Cheque for £30 (Sterling) per record requested].
· For searches of RAF records, cheques should be made payable to “HMG Sub Account 3627”.
Please note that payments are not refundable. –
iii. A copy of the death certificate of the person whose record you seek unless born more than 125 years ago or died in service.
The personal data that you have provided in this form will be used only for the purposes of processing your request for information by the relevant branch of MOD; this form will be retained for 2 years and then destroyed.
By signing this form you are confirming that you understand the above and that you agree that your personal data can be used as stated.
SEARCH DOCUMENTApplication Part 2 – RAF Specific
It is essential that you complete this form as fully and accurately as possible.
When this form has been completed it should be returned to the address below:
RAF 3rd Party Disclosure Team, Room 6, Trenchard Hall, RAF Cranwell, Sleaford, LINCS, NG34 8HB
You must include:a. The Application Part 1 (general enquirers form) or if you are the immediate next of kin or applying with the consent of the Application Part 1 (next of kin form).
b. A copy of the serviceman’s/woman’s Death Certificate if he/she died following discharge from the service.
c. If you are NOT the spouse or civil partner of the subject at the time of death (or parent if there was no spouse or civil partner), you must include a administration payment [Cheque for £30 (Sterling) per record requested] made payable to ‘HMG Sub Account 3627’.
Making a Request for Information held on the Personnel Records of Deceased Service Personnel
The Ministry of Defence (MOD) is the custodian of the Records of Service of Service personnel until they are opened to general public access at The National Archives. Subject to the payment of an administration fee of £30 per record and provision of a death certificate (except where death was in service), certain information can be provided from these records on request under the MOD’s publication scheme. The scheme allows for information in these records to be exempt from the general provisions of the Freedom of Information Act by virtue of section 21(1) of the Act (Information accessible to an applicant by other means).
Under the scheme, and in recognition of the duty of care owed to the family of the deceased subject, for a period of 25 years following the date of death of the subject and without the consent of the Next of Kin, MOD will disclose only: surname; forename; rank; service number; regiment/corps; place of birth; age; date of birth; date of death where this occurred in service; the date an individual joined the service; the date of leaving; and any orders of chivalry and gallantry medals (decorations of valour) awarded, some of which may already have been announced in the London Gazette.
After this period, and if it is held, in addition MOD will disclose without the requirement for Next of Kin consent: the units in which he/she served; the dates of this service and the locations of those units; the ranks in which the service was carried out and details of WWII campaign medals.
The administration fee of £30 will be waived for requests from those who were the spouse or civil partner of the subject at the time of death (or parent if there was no spouse or civil partner).
Where the consent of the immediate next of kin has been given for its release to a third party, the 25 year threshold will not apply allowing the release of all the information available under the publication scheme at any time, subject to the payment of a administration fee of £30 per record and the provision of a death certificate (except where death was in service).
Before requesting information you are advised to carry out searches from sources that provide access to the details of deceased Service personnel at no cost, such as the Commonwealth War Graves Commission (CWGC)or the Armed Forces Memorial (AFM) Roll of Honour. The principle function of the CWGC is to mark, record and maintain the graves, and places of commemoration of Commonwealth military service members who died in the two World Wars. The AFM is dedicated to members of the UK Armed Forces (Regular and Reserves) killed on duty, or as a result of terrorist action, since WWII.
While MOD aims generally to provide information where the above conditions are met, it will not disclose any information under the publication scheme where this could prejudice the capability, effectiveness or security of its forces. In the very rare case where release of information from a record might be prejudicial, the applicant will be advised of the relevant Freedom of Information Act statutory exemption that applies to its non disclosure.
The information that is held on individuals varies depending on which Service they served with, when they served and the length of their Service. In a small number of cases little or no information may be held. Applicants should be aware that the £30 administration fee is non-refundable whatever the outcome of the search.
How to Apply
If you wish to apply for a search you should complete and send to MOD the following forms:
For those who are not the immediate next of kin, and who are applying without the consent of the immediate next of kin, download and complete the Application Part 1 General Enquirer's form and the Application Part 2 form for the appropriate Service.
Or
For those who are the immediate next of kin or who are applying with the immediate next of kin’s consent, download and complete the Application Part 1 Next of Kin consent form and the Application Part 2 form for the appropriate Service.