Originally published May 2017. Updated May 2024
One of the more popular emails I receive is from individuals wanting to know more about their relative’s service in the Second World War so I thought I’d write a short post on how to do so. There are two methods: the Formal Request and the Informal Request and I’ll explain the differences below. This request will work for any individual who served in Second World War.
First off, what is a service file? A service file contains most of the information held by the Department of National Defence regarding a person’s service in the military. This can include attestation papers, pay records, medical records, and records showing where and when they served during the war (and after). From this, you will be able to determine which regiment they served in, the dates of their service, most of the places they served, etc. Unfortunately, these do not often contain any pictures although I have a file that included an identification card (quite rare in my experience).
Service records from the First World War and Second World War are held by Library and Archives Canada in Ottawa. Unlike service records from the First World War, which are available to the public and are in the process of being made online, service files from the Second World War remain restricted. While it takes a little more work to request WWII records, it is not difficult and it is usually worth effort.
For WWII service files, there are some stipulations:
- If you are requesting the file of an individual still living, they need to provide written consent.
- If the individual has been deceased for less than twenty years, you need to provide proof of relationship and proof of death*.
- If the individual has been deceased for more than twenty years, you need to provide proof of death*.
*Proof of death can be a copy (do not send originals) of the death certificate, an obituary, funeral notice, or a photograph of a gravestone. Note: if the individual died while serving, you do not need to provide proof of death.
Method #1 – Formal Request
The best option is to make a formal ATIP request, which can be done by submitting a request through out the Access to Information and Personal Information Online Request Service (link). This official request costs $5 and was normally fulfilled within 30 days, but this has been delayed to about five to six months as of May 2024. Follow the prompts and enter as much information as possible. Don’t worry if you don’t have all the personal information about the veteran, just submit as much as you can. Sometimes just the date of birth and date of death is sufficient. When it asks for a government department for the request, select Library and Archives Canada. You will then be asked to upload or link to a proof of death.
Method #2 – Informal Request
The second method is to mail in a request. There is no cost for this service but wait times have been delayed to as much as three years. I therefore recommend Method #1 but if this is not possible, read on.
You will first need to download and print this form: WWII Service File (PDF). The next step is to fill out as much information as possible. Do not worry if you can not fill out every step – usually a full name and their date/place of birth or death is sufficient. If you do have the service number (letter followed by a series of numbers), make sure to include it. For members of the Veterans’ Guard of Canada, under “Branch of Service,” you can select “Army,” “Wartime,” and “Regular.” As for the documents you are requesting, I usually select “Other” and write “All available files.”
Once they have received your request, they usually send a confirmation letter. Unfortunately, delays in fulfilling these requests have been delayed to as much as a three-year wait.
If you have any questions about the application or questions about deciphering a service file when you receive it, don’t hesitate to ask in the comments below or send me an email.
POWs in Canada 